Reservations. User Guide

Transcription

1 User Guide 2017

2 Table of Contents System Basics Creating a new user Advanced user setup Facility setup screen Options screen Utilizing Message of the Day Utilizing the compact ribbon How to use the Time Clock and Time Clock admin feature Customers Creating a customer type Fees Customer categories Creating a customer Tee Sheet Creating courses Setting up a season template Booking a tee time Utilizing the tee sheet Utilizing the context menu How to modify a reservation Blocking the tee sheet Point of Sale Creating a new sales item How to return an item Issuing a rain check Redeeming a rain check Setting up, clearing and copying hot keys Clearing hot keys Copying hot keys How to complete a cash close Inventory Creating a purchase order Receiving an order How to complete a physical inventory Utilizing labels Billing and Accounting Creating and assigning billing classes How to utilize the billing wizard How to setup advanced minimums How to post minimums, create statements and apply charges using the recurring billing function Accounting export Food & Beverage Navigating the menus and menu categories Configuring menus How to use the quick sale screen How to create a Table Area and Map Invoice association Adding gratuity to a closed ticket Suggested gratuity Splitting and merging invoices Printer stations Reporting

3 System Basics Creating a new user Log into Reservations as your Admin user. Navigate to the Setup tab, click Users. Click on the star icon (pictured, top right). Enter in a username and password. Username suggestions: Variation of name Password requirements: minimum of 8 characters with 1 lowercase letter, 1 uppercase letter and 1 number. Click Create to add the new user into the list of existing users. Follow the tabs across the top to further define the user s accessibility (pictured, bottom right). Once complete, click OK to save changes. The user is now able to login at any Reservations workstation. Advanced user setup General tab Active: Gives the user access to login to Reservations. Uncheck Active to deactivate a user. Administrator: Gives the user admin rights. As an admin, you cannot have a FastPass ID and is not recommended for a normal user. Install Automatic Updates: Gives the user permission to install any Reservations updates. Updates are triggered by GolfNow Cares support. Automatic Schedule Updates: Automatically prompts the user to update the season template upon logout, if no schedule exists one year from today s date. This is typically left unchecked. View Credit Card Numbers ( ): Gives the user access to full customer credit card number. This feature triggers an automatic logout when idle for 15 minutes, and is not recommended for a normal user. View Processor Settings ( ): Allows the user access to credit card processor settings screen. Security Level: Grants the user access to features defined by the security level setup. Password tab Only utilize this tab if a user s password needs to be reset. POS tab Rain Check Management: Gives the user access to RC Admin in the Shopping Cart. Manager Discount: Gives the user access to the Manager Discount option in the touch screen. Enable Fast Pass: Enables quick login for users. This is a 2-4 digit code and cannot start with zero. Color: Assign a color for a user s tabs in the touch screen. Process Internet Sales: Allows the user the ability to process a sale from the website. View/Save Signatures: Allows the user to view saved signatures from a pin pad device. Third-party and Other tab Third-Party: Used to allow program third-party access to the database. Other: Tie a customer record to a user apply a Facility, Department, Sub-Department or user number for PMS integration. Page 3

4 System Basics Facility setup screen The Facility screen houses all data about the golf facility such as demographics and accounting setup information. 1. Navigate to the Setup tab, then Facility. 2. The General Facility Setup screen holds the fields that are displayed on reports, printed on receipts, and used in Marketing. Facility (Legal Entity): The legal entity name (i.e. Your Golf Course, Inc.). Letterhead Name: The facility name used on report headers and reports. Address/City/State/Postal Code/Country: The demographics of the course displayed on return addresses and receipts. Phone/Other Phone/Fax: The phone and fax numbers for the course displayed on receipts. /Name: The and contact of the person who handles course operations. The address is used in mail merge fields in Marketing. Webpage: The address of the main webpage of the course. This is used in mail merge fields in Marketing. Book Link: The address of the booking page of the course. This is used in mail merge fields in Marketing. 3. The Accounting Facility Setup screen holds the fields that are utilized for accounting setup information. Sales Exchange #: The sales exchange account number is the general ledger number for the course. Cash Short/Over Acct#: The cash shortage/overage account number for the general ledger. Billing Information: The Billing Information fields contain information on where A/R statements should be remitted. This is helpful for courses whose statements should be sent to a central office or management company. The information that you enter here will show up in the return address portion of an A/R statement. Facility Tax: The tax grid displays each tax and corresponding account and tax numbers. To edit these numbers use the mouse to move the cursor inside the designated cell. Page 4

5 System Basics Options screen The Options screen is where you can tweak GolfNow Reservations to run effectively. Most of the options are set up at the time of installation. 1. Navigate to the Setup tab, then Options. 2. The following tabs are available under the Options screen: System General: Setup the defaults for the general basics of the software like - customer search method, link 9 hole courses, tee sheet flags and more. Backup: This area shows how many days are specified before a backup in needed. This area is not editable. Entry Order: This area is where you can change the entry order when setting up a customer. You can also designate if areas are required or not. Security: This area allows you to specific the security levels for users. Table: Changes should not be made here without GolfNow Cares support supervision. Point of Sale General: Setup the defaults for the point of sale basics of the software like - area and machine, the default screen and more. Receipt: This area allows you to designate receipt options. Defaults: This section allows you to set up defaults for reporting and item creation. Security: This area allows you to specific the security levels for users. PMS: This screen holds the settings for a Property Management Software integration, these should be setup or adjusted by the GolfNow Cares support team. Security page within the Options screen POS setup page within the Options screen Page 5

6 System Basics Utilizing Message of the Day 1. In GolfNow Reservations 2016, a new feature has been added to the familiar Message of the Day functionality. 2. You can locate the Message of the Day under Home Message/Weather. 3. In the Message section, you will see a new box titled Area. This space allows you to display a message within a specific area of the facility, or to display the message everywhere by selecting All from the drop down menu. With this feature, you can now have one message scrolling on the F&B machine, while a different message is scrolling on the Golf Shop machine. Utilizing the compact ribbon 1. In the options screen, there is now an appearance option called Compact Ribbon. The Compact Ribbon will shrink the ribbon at the top of the software making it take up less space. 2. This option is located under Setup Options System General Appearance (pictured, below). 3. Check the box next to Compact Ribbon and click OK. You will need to log out and log back in to the software for the change to take effect. Page 6

7 System Basics How to use the Time Clock feature Clocking in 1. Log into Reservations and click the Home tab. 2. Click the Time Clock button. 3. User is able to add an optional note. 4. Click the IN button. 5. Click Close. Breaks 1. Click the Home tab. 2. Click the Time Clock button. 3. When clocked in, the user can select Start Break. 4. Select either the option: General or Lunch. 5. Click Close. 6. When returning from a break, go to Home Time Clock. 7. Select End Break. 8. Click Close. Clocking out 1. Click the Home tab. 2. Click the Time Clock button. 3. User is able to add an optional note. 4. Click the OUT button. 5. Click Close. Clocking in Logging Breaks Time Clock administration functionality Clocking out an employee 1. Log into Reservations and click the Home tab. 2. Click the Time Clock button. 3. Click Clocked In under the Admin menu. 4. To clock out an employee, select the employee that needs to be clocked out. 5. Click the OUT button. 6. Click OK. History Admin users have the ability to view the time clock history, add new time clock entries, update time clock entries and delete time clock entries. Clocking Out Page 7

8 System Basics Time Clock administration functionality, continued Viewing History 1. Click the Home tab. 2. Click the Time Clock button. 3. Click the History link in the Admin section of the Time Clock Screen. 4. Enter the specific date range in the date text fields or quick date option. 5. Click the Refresh button. Adding a new entry 1. Click the Star button. 2. Choose the Employee. 3. Choose the Area. 4. Enter the In time for the employee. 5. Enter the Out time for the employee. 6. Add any optional notes. 7. Click Save. Updating an entry 1. Select the entry that needs to be updated. 2. Update the employee, area, notes, in and out time as necessary. 3. Click the Update button. 4. Click OK to save changes and exit. Adding a new entry Deleting an entry 1. Select the entry that needs to be deleted. 2. Click the Delete button. 3. Click OK to save changes and exit. Updating an entry Please note, to access the time clock admin functionality, you will need the proper security level - assigned under the Options menu. Page 8

9 Customers Creating a customer type Customer Types are used to define the different customer segments. It is used for fee calculation and to enable prioritization of the wait list (larger priority values are sorted first). Additional uses for the Customer Types are for report analysis and marketing. Fees Green fees primed in the Shopping Cart when collecting fee from the tee sheet can be configured in the Fee Setup screen. Fee definition To set the fee for a Customer Type on a specific course, select the Customer Type in the list and then change the fee in the grid for the course in question. Default fee When a new Customer Type is created, this is the default fee used to fill the fee grid. Customer categories Customer Categories are customer characteristics similar to Customer Type, but not limited to just one per customer. The categories are also used to help streamline the billing process as a query option in the Billing Wizard. Categories are also used to select groups of customers when sending marketing. Creating a customer 1. From the Home tab, click on Customers. 2. Click the star for Add New. 3. Enter in the required fields: first name, last name and phone number. You can additionally add other demographic information and a customer type. 4. Save your new customer. Details screen Additionally, you can assign more details to a customer under the details tab on a customer profile. Customer categories: Specify a category to a customer (e.g. mens league member, etc.) Pop-up message: Create a pop-up message that is specific to that customer. Picture: Assign a picture to a customer. Other: Includes gender type, expiration and more. Page 9

10 Tee Sheet Creating courses Courses are used to create the tee sheet. Courses, along with Customer Types, also determine the green fee primed in the Shopping Cart when collecting fee from the tee sheet. Name: A course name is a unique value that identifies the name you want the course to be known as in Reservations. Select a descriptive name since this name is used throughout including marketing correspondence and Internet bookings. Type: Helps organize courses into different tee sheet views (e.g. 18 holes and 9 holes).. Address, City, State, Zip, Country, Phone, Fax, Other Phone: These fields are used in correspondence. Priority: By default, courses on the same time slot on the tee sheet are sorted alphabetically. Use the priority to arrange courses based on their priority. Interval: This value is used to determine how often, in minutes, to load the course on the tee sheet. Decimal values are allowed. Using a value like 7.5 would alternate seven and eight-minute intervals. Fore Color, Back Color: The fore color is color of the font. The back color is the color of the background. Default Linked: The Default linked checkbox indicates the default action for a reservation. If checked, the corresponding back course checkbox in the Reservation screen is also checked. Similarly, if it is not checked, then the back course checkbox will not be checked. Turn: This is used to determine what tee time is booked on the back course. Back Course: The course to receive the back nine reservation. Internet ID: The number that uniquely identifies the course to the Reservations Internet booking engine. The checkbox turns on and off the Internet accessibility of the course. Linked Internet ID: If front9/back9 linked times are available on the Internet, this field contains the ID assigned by the GolfNow Cares representative for the linked course. Setting up a season template The Season Template provides a step-by-step approach to build or update the schedule. 1. Click on Utilities Season Template. 2. Click Next Step at the welcome screen. 3. Define your templates to handle your upcoming season. Logical templates follow fee changes and starting time changes. Typical choices are the seasons of the year such as Sprint, Summer, Fall, and Winter. Additional templates may include shotguns and waves. Template: The pull-down that contains all existing templates in Reservations. New: Creates a new template. Save: Saves all changes in any template to the database. Changes are also saved when Next Step is clicked to move to step 3. Delete: Deletes the currently selected template from the database. Delete Row: Deletes the current highlighted row in the template grid. Page 10

11 Tee Sheet Setting up a season template, continued 4. Select the action type for the template (PURGE & LOAD). 5. Select the date range for the template. 6. The next step displays a preview of what the schedule might look like once the Season Template wizard has finished. The preview is broken out by day of the week and only based on the currently selected template in step The final step updates the schedule with the settings defined in steps 2 through 4. Click the Start button to begin the update process. While the update process is running, the course and date being updated is displayed for reference. Booking a tee time Book by customer name 1. Go to the tee sheet. 2. Type in the last name of the customer in the time slot for the booking. 3. Select the customer. Book by drop down 1. Go to the Setup tab, then select Options. Select Pull-down to search for customer on tee sheet by the drop down method. 2. Go to the tee sheet. 3. Click in the time slot for the booking. 4. Type in the last name and select the customer. Customer name method setup Customer name method Book by drag and drop 1. Open the tee sheet and customer list. 2. Begin typing a customer s last name to filter the list. 3. Select the customer and drag to desired tee time and number of players. Release mouse to book the reservation. 4. You can also utilize the Book button on the customer list. Drag and drop method Book by phone 1. Go to the Setup tab, then select Options. Select Phone (last 4 digits) to search for customer on tee sheet by phone number. You can also select 10 Digit Phone. 2. Go to the tee sheet. 3. Click in the time slot for the booking. 4. Type in the phone number (last 4 digits or full 10-digit phone number) and select the customer. Book by customer ID 1. Go to the Setup tab, then select Options. Select Customer ID to search for customer on tee sheet by CustID. 2. Go to the tee sheet. 3. Click in the time slot for the booking. 4. Type in the customer ID and select the customer. Page 11

12 Tee Sheet Utilizing the tee sheet Make sure the following are open when viewing your tee sheet: Schedule (tee sheet) Customer list Calendar Shopping cart To book a customer into the tee sheet: 1. Go to the customer list. 2. Type in the last name of the customer at the top. 3. Select the customer. 4. Add the customer into the tee sheet (see booking a tee time for methods). Please note, if booking a foursome, place the name in the 4th customer slot, threesome the 3rd customer slot, etc.) To check in a customer: 1. Double click on the customer s name. The customer will move over into the shopping cart. Please note, you can also right-click and select Collect Fee. 2. In the shopping cart, you will see the rate corresponding to the customer (if a customer type is associated to the customer). 3. If you need to change the rate for a customer, you can select the correct rate from the shopping cart. 4. Once everything is correct, click Pay. 5. On the payment screen, select the payment tender (cash, check, or credit card type). Make sure the amount is correct, then click Post. Page 12

13 Tee Sheet Utilizing the context menu The pop-up menu can be accessed through right-clicking on the schedule. Collect fee Starts the process of collecting payment for the schedule slot. You can also double-click on a name in the tee sheet to check-in the customer. Book by phone/name/cust ID Starts the process of booking a reservation using the selected customer search method. Modify reservation Modify an existing reservation. Details Displays the Schedule Details screen such as: actual customer name, receipt #, cart #, fee and more. Cut/copy/paste Perform the selected action with a reservation. Issue raincheck Starts the process of issuing a rain check for the schedule slot. Flag Perform the selected action with a reservation. Squeeze Starts the process to insert or removal of a squeeze. Block/unblock Starts the process to insert a block or remove a block form the tee sheet. Print tee sheet Displays a print preview of the schedule. Zoom Adjust how the schedule is displayed How to modify a reservation Changing the quantity of players 1. Right-click on the reservation, select Modify Reservation. 2. Change the QTY field to new number of players. 3. Save. Move time (same day) - drag and drop 1. Click and hold on reservation. 2. Drag the reservation to new start time. 3. Release mouse to move the reservation. 4. Click Yes to confirm the move. Move time (same day) - cut and paste 1. Right-click on the reservation. 2. Select Cut. 3. Right-click on the new reservation time. 4. Click Paste. 5. Click OK to confirm the move. Page 13

14 Tee Sheet How to modify a reservation Move time (different day) 1. Right-click on the reservation. 2. Select Cut. 3. Change the day on the schedule. 4. Right-click on the new reservation time. 5. Click Paste. 6. Click OK to confirm the move. Cancel a reservation 1. Right-click on the reservation. 2. Select Modify. 3. Choose Cancel. 4. Click OK to confirm. Blocking the tee sheet 1. To insert a blocked time into the schedule, position the mouse where you want the block. 2. Right-click and select Block / Unblock from the menu. 3. Select how many slots to block on the tee sheet. The blocked times are inserted from right to left. Removing a block 1. Right-click on the blocked time on the tee sheet. 2. Select Block / Unblock from the menu. 3. The block will automatically be removed. Blocking the tee sheet Mass blocking the tee sheet 1. To block many tee times at once, click and hold the mouse down and drag along the time column. 2. Right-click on the highlighted section and select Block / Unblock from the menu. 3. Select how many slots to block on the tee sheet. The blocked times are inserted from right to left. Page 14

15 Point of Sale Creating a new sales item 1. Click on Setup Sales Items New. 2. A new window will appear with the choice of Non-inventory, Green Fee, or Inventory. Non-inventory: Items that you do not keep a physical count of or cannot be depleted. You can still list a cost for these items so margin is calculated, if needed. Green Fee: Used for items that check in a golfer for their round. Inventory: Items that deplete and values are replenished using the purchasing and receiving utility. An inventory item must have a cost associated with it. 3. Enter in the name of the sales item. Select the Sales Tax, if needed. 4. Fill in the correct report structure for the item. This is how you will report on your items. Typically this is set up based on your accounting reporting setup. 5. Fill in the price of the item (pre-tax). If you are creating an inventory item, fill in the cost of the item. 6. Enter in the Max discount or Min price for the item. This will be the baseline for the lowest price to sell the item for at discount. 7. If you wish to attached a UPC bar code to this item, click the Coupon/UPC tab, then scan the bar code. 8. If you wish to tag/along or package items, click the Tag Along/Package tab. You will typically use this for the following: Green Fee with a tag along Cart Fee. Dozen golf balls Outing package How to return an item 1. Click on Home Shopping Cart. 2. Enter the items for return. 3. Change the quantity field to a negative quantity by hitting the (-) key on the keyboard. 4. Click Pay. 5. Select payment. Click OK. Returning an item Page 15

16 Point of Sale Issuing a rain check 1. Right-click on the customer you wish to issue a rain check. 2. Select Issue Rain Check and the rain check screen will appear. 3. Enter the number of holes played or enter a dollar amount. 4. If you are issuing multiple tickets, make sure the number of tickets represent the number of players for the issued rain check. 5. Click OK. The rain checks will print. Redeeming a rain check 1. Enter the green fee into the shopping cart via checking in a golfer. 2. Scan the barcode of the rain check. This will automatically populate the rain check for the amount. If you do not have a barcode scanner, go to the reprint/tips tab and find the invoice number. Right-click on the invoice and select Redeem Rain Check. 3. If you cannot find the original transaction, enter the Rain check redeemed sales item in the shopping cart. Type in a dollar amount for the rain check. Setting up hot keys Menu type 1. Click on Setup Hot Keys Menu Type. 2. By default, the menu type is Day of Week. You can also have the menu type customized. 3. Click Custom. Specify each menu for the hot keys. By default, the first menu will always be selected when opening the shopping cart. Buttons 1. Click on Setup Hot Keys Buttons. 2. This screen allows you to customize each hot key. 3. Select the machine to configure the hot keys from the drop down menu. 4. Select the menu from the left-hand side. 5. Select the hot key and edit the settings. Sales Item: The Sales Item ID of the sales item assigned to the selected hot key. Display Name: The text to display on the selected hot key. Sales items with long names can be shortened to fit on the hot key. Back Color: The background color of the selected hot key. Menu type Buttons As a note, to quickly configure many hot keys, you can click on the More Options button to open the Hot Keys Sales Item Select screen. In this screen, you can drag and drop sales item from the list onto the desired hot key. Page 16

17 Point of Sale Clearing hot keys There are several methods of clearing hot keys through the rightclick menu: Clear Hot Key: clears only the settings from the selected hot key. Clear Menu: clears all the settings from the currently selected menu. Clear Machine: clears all settings from the currently selected machine. Copying hot keys To copy the layout of one machine to another, complete the following: 1. Click on Setup Hot Keys Copy. 2. Select the machine you want to copy from the left side drop down menu. 3. Select the machine you want to copy to from the right side drop down menu. 4. Click Copy. Clearing hot keys How to complete a cash close The Cash Close screen is used to close out the cash drawer at the end of the night or shift. A cash close is used to compare the actual money taken in against the amount of sales that were rung in. It is not necessary to perform a close for the system to start a new day of business, this happens automatically at 4:00am. 1. Click on Utilities Cash Close. 2. Enter in the date of the cash close and amounts for each payment media type. 3. Fill in the following information: Active Date: Can be used to apply the cash close to a different date other than the current date. For example, Cash close screen you do a cash close on 10/10/2012 but the cash close if for 10/9/2012. Set the active date to 10/9/2012 and post the cash close. Float: This is the amount configured by machine in the Options screen (Setup Options POS General). This amount should be left in the drawer and not included in the closed amount. Close By: Determines what type of close to perform. Reprinting cash close receipts 1. Click on Utilities Cash Close Reprint. 2. The grid displays all cash closes that have been recorded on the day selected by the calendar. 3. Select a user from the pull-down menu to see cash closes only from the selected user. 4. Select Date Recorded (Actual Date) to see all cash closes completed on the selected date. Select Active Date (Applied to Date) to see all cash closes completed where the active date was set to the selected date. 5. To view a previous day, simply select the desired date on the calendar. 6. To reprint a cash close, highlight the correct cash close record and click the Print Selected Cash Close button. Page 17

18 Inventory Creating a purchase order 1. Click on Utilities Purchasing and Receiving. 2. Select Purchase at the summary screen to create or modify purchase orders (pictured, top right). 3. The Purchase Order screen is displayed (pictured, middle right). The Purchase Order screen allows you to create a new purchase order or to recall and modify an existing purchase order. New: To create a new purchase order, select a vendor from the pull-down and then click the New button in the Actions section. You can then add sales items to the order, enter any costs, and then save the order. Summary screen Recall: To recall an existing purchase order, select a vendor from the pull-down and then click the Recall button in the Actions section. You can then select the desired order from the recall screen. 4. Fill in the following: Ref Name: Gives the user the ability to assign a name to the order providing ease of recall. Est Ship Date: The date when the order is expected to arrive. Order X-Ref: A cross reference field that holds the order number that a vendor gives the course when the order is Purchase order screen placed. Note: A place for notes for the order. The note appears at the bottom of the order when printed. Other Costs: Holds any extra costs applied to all items on the order, such as shipping. Subtotal: The summation of all line items before tax is added. Tax: Allows the user to select if taxes should be included in the order. If it is selected, the tax amount is cost averaged over each line item. Total: The total amount of the order. 5. When a purchase order is recalled, several more options are also available (pictured, bottom right). Purchase order recalled Delete: Delete the recalled purchase order from the database. Reprint: Reprint a hard copy of the purchase order. Move to Packing Slip: Moves the recalled purchase order to packing slip. Move to Invoice: Moves the recalled purchase order to vendor invoice. Page 18

19 Inventory Receiving an order 1. Click on Utilities Purchasing and Receiving. 2. Select Receive at the summary screen to create or modify packing slips or invoices. 3. Select the type of receive: Packing Slip or Invoice (pictured, top right). Packing slip 1. The Packing Slip screen allows you to create a new packing slip or to recall and modify an existing packing slip. New: To create a new packing slip, select a vendor from the pull-down and then click the New button in the Actions Type of receive section. You can then add sales items to the packing slip, enter any costs, and then save the packing slip. Recall: To recall an existing packing slip, select a vendor from the pull-down and then click the Recall button in the Actions section. You can then select the desired packing slip from the recall screen. 2. Fill in the following (if applicable): Ref Name: Gives the user the ability to assign a name to the order providing ease of recall. Est Ship Date: The date when the order is expected to arrive. Order X-Ref: A cross reference field that holds the order Packing slip recalled number that a vendor gives the course when the order is placed. Packing Slip #: Assigns a number to the packing slip. This number coincides with the packing slip number sent by the vendor. Note: A place for notes for the slip. The note appears at the bottom of the slip when printed. Other Costs: Holds any extra costs applied to all items on the slip, such as shipping. Subtotal: The summation of all line items before tax is added. Tax: Allows the user to select if taxes should be included in the slip. If it is selected, the tax amount is cost averaged over each line item. Total: The total amount of the slip. 3. When a packing slip is recalled, several more options are available (pictured, bottom right). Reprint: Reprint a hard copy of the packing slip. Move to Invoice: Moves the recalled packing slip to vendor invoice. 4. Note, inventory quantities are updated after completing a package slip. Back orders can also be created. Invoice 1. The Invoice screen allows you to create a new invoice or to recall an existing invoice. New: To create a new invoice, select a vendor from the pull-down and then click the New button in the Actions section. You can then add sales items to the invoice, enter any costs, and then save the invoice. Recall: To recall an existing invoice, select a vendor from the pull-down and then click the Recall button in the Actions section. You can then select the desired invoice from the recall screen. Recalled invoices cannot be edited. Page 19

20 Inventory Receiving an order, continued 2. Fill in the following (if applicable): Ref Name: Gives the user the ability to assign a name to the order providing ease of recall. Est Ship Date: The date when the order is expected to arrive. Order X-Ref: A cross reference field that holds the order number that a vendor gives the course when the order is placed. Invoice #: Assigns a number to the invoice. This number coincides with the invoice number sent by the vendor. Note: A place for notes for the invoice. The note appears at Invoice recalled the bottom of the invoice when printed. Other Costs: Holds any extra costs applied to all items on the order, such as shipping. Subtotal: The summation of all line items before tax is added. Tax: Allows the user to select if taxes should be included in the invoice. If it is selected, the tax amount is cost averaged over each line item. Total: The total amount of the invoice. 3. When an invoice is recalled, one more option is available (pictured, right). Reprint: Reprint a hard copy of the invoice. 4. Note, cost averaging is not finalized until an invoice is saved. How to complete a physical inventory The Physical Inventory guides you step-by-step through the process of updating inventory values in Reservations. 1. Click on Utilities Physical Inventory. 2. Click Next Step at the welcome screen. 3. Print out a count worksheet based on the selected sort option, if needed. 4. The next step guides you through entering the inventory counts. If an inventory scanner is configured, click the Download button, if not click Edit. 5. Clicking the Edit button to open the Item Count Edit Full or partial inventory worksheet. This screen records the counts entered on the worksheet printouts. This screen manages up to three worksheets at a time (User 1 Count, User 2 Count, and User 3 Count) and automatically totals them. 6. Select the inventory type in this step. If the inventory includes every item, then select full. If only some items are counted, select partial. Please note, any item not counted in a full inventory sets the counts to zero. 7. The next step prints the inventory variance report. This report compares what you counted in the worksheets with what the system thinks you have in inventory. Use this step to identify any possible miscounts that are causing a variance. Page 20

21 Inventory How to complete a physical inventory, continued 8. This final step shows a warning before committing your counts. Click Roll Inventory when ready. Please note that once Roll Inventory is selected there is no undo feature if you find something is wrong with the inventory counts. Utilizing labels 1. Click on Utilities Labels. 2. There are two methods for filtering sales items to select for item labels: using the date range fields or using the report structure fields. 3. Once the items are filtered, use the checkbox to select individual items. 4. Change the number of labels column to choose how many labels of each item to print. By default, the number of labels is how many of each item you currently have in stock. 5. Click Next. 6. Toggle the appropriate fields to customize the labels. Item Name: Displays the sales item description MSRP: If setup, displays the MSRP price of the sales item. If selected, this field name can be customized. Price: Displays sales price. Barcode: Displays barcode. 7. Select the starting position to print the labels (row and column). Click Next. 8. Make sure the barcode preview is accurate. Please note, the preview is of a generic item and only previews the fields selected in previous step. 9. Click Print to see the entire report of item labels. 10. When ready to print, click the printer icon. Page 21

22 Billing and Accounting Creating billing classes In this tutorial, you will learn how to setup new billing classes and apply to a customer profile, giving that customer billing privileges. 1. Navigate to Setup Point of Sale Billing Classes. 2. Click the Star icon. 3. Enter name for the new Billing Class. 4. Click OK 5. Set the Credit Limit for the Billing Class. 6. Assign a minimum (if necessary). 7. Click OK. Setting up a billing class Assigning a billing class to a customer In this tutorial, you will learn how to setup new billing classes and apply to a customer profile, giving that customer billing privileges. 1. Navigate to Home Customers. 2. Right-click Customer, select Modify. 3. Navigate to the Setup section. 4. Toggle checkbox for Account Active. 5. Choose Billing Class. 6. Click OK. How to utilize the billing wizard 1. Click on Utilities Billing Wizard. 2. Click Next Step at the welcome screen. 3. Select the billing classes and/or customer categories of the customers to process. (e.g. Membership Types). 4. The customer pick list contains all customers that meet the criteria defined in step 2. This list can be refined further by selecting or deselecting individual customers. 5. Select what action to perform in this session you will either choose Apply Charges, Charge Credit Card or Create Statements. Choose billing option Apply charges Click Apply Charges from step 5 (above). Select the sales items to charge to the customer s account. The Billing Wizard attempts to simplify the batch billing process. Periodic charges are typical uses. However, don t forget the Shopping Cart can also be used to post individual charges that don t fit the Billing Wizard s batch capability. Page 22

23 Billing and Accounting How to utilize the billing wizard, continued Apply charges, continued Click the next arrow. Click Apply Charges to begin the charging process. One at a time, each customer s account will be charged and the amount is displayed in the list in the Charged column. To view a list of all charges when the process has completed, click View Report. As a note, if you d like to perform more actions for the same group of customers, click the Actions... button to return to step 4 of the billing wizard. Charge credit card Click Charge Credit Card from step 5 (above). This step requires integrated credit card processing and Charge Credit Card in Billing selected in the customer profile. Select the end date to calculate the balance to be charged to the customer s credit card. Any A/R Payments after the selected date are factored into the total to avoid overcharging. Click the next arrow. Click Charge Cards to begin the charging process. One at a time, each customer s credit card will be charged and the amount is displayed in the list in the Charged column. To view a list of all charges when the process has completed, click View Report. Apply charges Charge credit card As a note, if you d like to perform more actions for the same group of customers, click the Actions... button to return to step 4 of the billing wizard. Create statements Click Create Statements from step 5 (last page). Select the statement options to determine what statements are created. Start and End Dates: Defaults to the previous month but can be changed to fit your needs. All A/R activity in the date range will appear on the statement. Activity before the start date will display as a balance forward. Activity after the end will not be displayed. Title: Includes the month name by default. Appears at the top of the statement. Message: Appears at the bottom of the statement. Statement Type Invoice Detail displays the details of each invoice. Invoice Summary displays a summary of each invoice. Charge credit card and view report Choose statement options Page 23

24 Billing and Accounting How to utilize the billing wizard, continued Extended Invoice Detail displays the details of each invoice with taxes listed individually. Omit Return Address: If the statement is printed on letterhead paper, select this to not print the return address. Keep in History: Select to log the statements in the customer s account history. Statements: The statement is ed to the customer if an statement option is selected in their account profile. Include Accounts with Zero Balance: Select to print statements with zero account balances. Include Accounts with Credit Balance: Select to print statements with credit balances. Repeat Customer Information: Select to print the customer information at the top of each statement page. Click the next arrow. Click Create Statements to being the process. One at a time, each customer s statement will be created and the type of statement(s) created are displayed in the list in the Print and columns. To view a list of all statements created when the process has completed, click View Report. As a note, if you d like to perform more actions for the same group of customers, click the Actions... button to return to step 4 of the billing wizard. How to setup Advanced minimums 1. In GolfNow Reservations, navigate to the Setup tab. Click on Minimums, then Advanced. 2. Click New, and type in a name for the minimum. General tab Edit the name and choose the sales item that will be charged for the minimum shortage. Also set the minimum to active, as well as if you want tax and gratuity to be applied toward the minimum. Periods tab Click the yellow star to create one or more minimum periods. Once you have created a period(s), enter a start date, end date, minimum amount, and whether or not you want it to be posted. Hit the green Refresh button to update. Marking a Period Posted is the equivalent of saying that the period has been settled - charges applied and it s now closed. Billing Classes tab Choose which billing class(es) you would like to apply to this minimum. Item Categories tab Advanced minimums setup Periods tab Item Categories tab Choose which categories you would like to apply to the minimum. For example: food, beverages, alcohol, but not green fees or merchandise. Page 24

25 Billing and Accounting How to setup Advanced minimums, continued Payment Media tab Choose a payment media that, when used for an applicable item, will apply towards the minimum. For example, it only counts toward their minimum if they pay with account, not credit card or cash. Machines tab Choose which POS machine(s), when utilized to ring up an item, that the minimum will apply to. For example: food bought in the golf shop does not count, while that same item bought from a food and beverage machine would count toward the minimum. 3. Click Close. Once the minimum has been configured, it can be applied either through the Automated Billing or Billing Wizard. How to post minimums using the recurring billing function 1. In GolfNow Reservations, click on the Utilities Tab. Select the Billing Wizard Button. 2. Click on the Recurring Button under the Automatic section on the left side panel. Click New. 3. Under the General Tab, give this task a name, as well as an appropriate description. Ensure the task is set to Active. Under the Run As field, set the appropriate Employee, Facility, Area, and Machine you would like the charge to be run as (for reporting purposes). Please Note: The task name cannot include the / or \ character currently. If the character is used, the task will not be recognized within Task Manager. You will receive an error stating there was a problem creating the task on the server when trying to save. 4. Under the Schedule Tab, select the start date, time, as well as how often you would like the recurring charges to happen. Options below: Daily Weekly Monthly Select a particular group of months in which you would like the charges to run. Select all months. Recurring Billing - General Tab Days Choose which day of the selected months in which you would like the charge to run. Choose a particular day (i.e.: Last Friday of each month) on which you would like it to run. Page 25

26 Billing and Accounting How to post minimums using the recurring billing function, continued 5. Under the Customer Tab, select groups to bill by selecting appropriate Billing Classes and Categories. 6. Under the Billing Tab, action must be set to Post Minimums. Next, choose the minimum you are charging for the specific billing class, selected in step The History Tab, will show the running log of changes or tasks created from the recurring wizard. 8. Click Save Changes. 9. The Billing Wizard will now run at the scheduled time you set, and apply all charges selected in step 6 to each member s account. Recurring Billing - Weekly Schedule Recurring Billing - Monthly Schedule How to create statements using the recurring billing function 1. In GolfNow Reservations, click on the Utilities Tab. Select the Billing Wizard Button. 2. Click on the Recurring Button under the Automatic section on the left side panel. Click New. 3. Under the General Tab, give this task a name, as well as an appropriate description. Ensure the task is set to Active. Under the Run As field, set the appropriate Employee, Facility, Area, and Machine you would like the charge to be run as (for reporting purposes). Please Note: The task name cannot include the / or \ character currently. If the character is used, the task will not be recognized within Task Manager. You will receive an error stating there was a problem creating the task on the server when trying to save. 4. Under the Schedule Tab, select the start date and time as well as how often you would like the recurring charges to happen. Options below: Daily Weekly Monthly Select a particular group of months in which you would like the charges to run. Select all months. Days Choose which day of the selected months in which you would like the charge to run. Choose a particular day (i.e.: Last Friday of each month) on which you would like it to run. 5. Under the Customer Tab, select groups to bill by selecting appropriate Billing Classes and Categories. Page 26

27 Billing and Accounting How to create statements using the recurring billing function, continued 6. Under the Billing Tab, action must be set to Create Statements. Choose Invoice Detail, Invoice Summary, or Extended Invoice Detail. Additionally, check the different options (i.e. Statements) to include on this particular statement task. Choose the Range you would like to run the statement. Choose a Due Date, if applicable. Set a Title and Message that you would like to show on the statement. 7. The History Tab, will show the running log of changes or tasks created from the recurring wizard. 8. Click Save Changes. 9. The Billing Wizard will now run at the scheduled time you set, and create the statements selected in step 6 for each member s account. How to apply charges using the recurring billing function 1. In GolfNow Reservations, click on the Utilities Tab. Select the Billing Wizard Button. 2. Click on the Recurring Button under the Automatic section on the left side panel. Click New. 3. Under the General Tab, give this task a name, as well as an appropriate description. Ensure the task is set to Active. Under the Run As field, set the appropriate Employee, Facility, Area, and Machine you would like the charge to be run as (for reporting purposes). Please Note: The task name cannot include the / or \ character currently. If the character is used, the task will not be recognized within Task Manager. You will receive an error stating there was a problem creating the task on the server when trying to save. 4. Under the Schedule Tab, select the start date and time as well as how often you would like the recurring charges to happen. Options below: Daily Weekly Monthly Select a particular group of months in which you would like the charges to run. Select all months. Days Choose which day of the selected months in which you would like the charge to run. Choose a particular day (i.e.: Last Friday of each month) on which you would like it to run. 5. Under the Customer Tab, select groups to bill by selecting appropriate Billing Classes and Categories. 6. Under the Billing Tab, action must be set to Apply Charges. Next, choose the item(s) you are charging for the specific billing class, selected in step The History Tab, will show the running log of changes or tasks created from the recurring wizard. 8. Click Save Changes. 9. The Billing Wizard will now run at the scheduled time you set, and apply all charges selected in step 6 to each member s account. Page 27

28 Billing and Accounting Accounting export 1. Go to the Utilities Tab 2. Click Data Management 3. Select the Start/End Dates 4. Select the System (Quickbooks, Peachtree, etc.) 5. Select the following necessary: Select Sales to export GLs related to sales, cost of goods, and inventory Select Cash Receipts to export GLs related to payment medias, variance, and taxes. Select Vendor Invoices if you want to export GLs tied to vendors and invoices that have been received for those vendors. Select A/R if you are managing Accounts receivable in the General Ledger in addition to the software. If selecting AR you also need to select whether the GL references accounts by Account number or Customer number. 6. Select a Date Range 7. Make sure Active Date is selected. Page 28

29 Food & Beverage Navigating the menus While the Reservations 2016 touch interface has a difference appearance from previous versions, the basics of setting up and navigating the menus are the same. As you drill down into the created menus, you will see levels you ve clicked through. These will organize themselves at the top of the screen. In the example (pictured, right), we ve clicked on Grill. You can also click on any of the brown/orange Category buttons to quickly jump to that menu. Once in the category, you can right click to add/edit buttons. This is the same as in previous versions. Other helpful navigation buttons Navigate to the table map, which allows you to select a table where the current tab to (pictured, top right). The following are pictured, below right: Locked screen: brings up the log-in screen (red). Open time clock feature for clock in/out (purple). Cash close: click on this button to perform your cash close (blue). Closes out the touch interface (yellow). Menu categories There is a new feature to help with organizing items called Categories. These can be used to create alternate menus for options including Happy Hour, Breakfast, Event, Weekend and others. You will see these displayed down the left-hand side of the Quick Sale touch screen interface (pictured, right). Menu category configuration Navigate to the Categories button on the F&B menu. 1. Create new Categories and name them accordingly. You can also change the names of existing Categories. After an upgrade, the original menu layout will be named Main Menu. This can also be changed if desired. 2. The Active box can be toggled to have a Category either shown or hidden. Page 29

30 Food & Beverage Menu category configuration, continued 3. The Order box allows you to establish the organization of the listed categories in the touch menu. They will be in ascending order based on the number assigned. 4. The Color field allows you to change the highlight of the Category field. Please note, this does not affect the color of the button on the actual touch interface. Managing menu display - category times In addition to being able to create Categories, you can also set Category Times for when specific categories should be available (e.g. Happy Hour ). Outside of the time specified, it will hide that specific Category. Configuring the Category Times is done under the Category Times button on the F&B menu. Once under the Category Times screen, you can select a Category from the list on the left and configure the days/times when you want that category to be displayed within the touch interface portal. 1. Select the day of the week on which the category will be available. In this example (pictured, top right) we are configuring Happy Hour for Monday. 2. Toggle whether it is available all day or not. If you select No, it will allow you to configure the time frame during which it should be available. 3. If necessary, configure the time range that it will be available for on the specific day selected. 4. Finally, hit the Add button. Once added, you can configure the other times for that category by repeating steps 1-3. If you need to remove a time frame from the list, select the checkbox or checkboxes, and then hit the Delete button (pictured, bottom right). You have now completed the Menu Category Times Setup. Categories will appear in the Touch Screen portal at their allotted times. Configuring menus Adding items to the Touch Menu is nearly identical to previous versions of GolfNow Reservations, including the ability to create menus that drill down to specific sales items and modifiers. Page 30

31 Food & Beverage Adding menu categories and modifiers Open the touchscreen menu. Right click on the blank space item to add menu categories. Select Add and Buttons to this Main Menu screen. Add menu categories for the different options that exist within the menu, such as Sides, Entrees, Drinks, and Snacks. This is completed under the Modifiers/Menus section. Modifiers On the menu (pictured, top right), we have the Main Menu Main F&B menu divided into four sub-menus. Click on one of the sub-menu items - for example, Grill. Once navigated to the Grill menu screen, right click on the Cheeseburger item to add modifiers. Select Add and Buttons as sub-items to Cheeseburger. Add sub-items for the different options that exist with a cheeseburger item, such as Cook Temp, Cheese, Toppings, and Sides. This is completed under the Modifiers/Menus section. When complete, click OK. Now that the sub-items exist (Cook Temp, etc.), create the option choices that will be listed under those menus. Adding modifiers Right click on Cook Temp, then Add Buttons as sub-items to cook temp. For example, Medium, Medium Well, etc. This is completed under the Modifiers/Menus section. You can also add paid modifiers by selecting those form the left hand side (e.g. sales items). Repeat process until modifiers have been added to each sub-item. You will now see the modifier menus displayed across the top of the menu item (e.g.: Cheeseburger ). This will allow you to navigate through the menu item and make the appropriate selections. Adding required modifiers You also have the ability to make certain menus Required Modifiers. This will ensure that an option must be selected prior to moving on to the next screen. Right click on the sub-item menu, then click Edit. Click Required Modifiers. Adjust the Minimum Required and Maximum Required boxes to suit what should be selected for that screen. For example, you can only choose 1 cooking temperature. In this instance, the minimum and maximum required should both be set to 1. Page 31

32 Food & Beverage How to use the quick sale screen The following guide describes the different buttons on the new touch interface when in the quick sale screen of Reservations. 1. Back button: This button takes you back to your default screen. 2. Table button: This button takes you to the table map to assign the invoice to a table, or change which table the invoice is assigned to currently. 3. Customer box: This section brings up the customer list to add a customer to the invoice, or use the X to remove the customer. 4. Menu categories: This section allows you to switch between Menu categories you have configured. 5. Sale buttons QTY: Allows you to adjust the quantity of the selected item. Price: Allows you to adjust the price of the selected item. Pay: Takes you to the Pay screen to close out the sale. Delete: Deletes the selected item from the invoice. Item: Allows you to change the seat that the item is associated with, add a note, or discount the item. Save: Saves the open tab and returns you to the default screen. Table: Allows you to apply a discount to the entire table, or reassign the tab to a new table. Seat: Allows you to add a seat, merge two seats, or apply a discount to the selected seat. More: Check a balance on a gift card by swiping or manually entering. Also, search for an item via the sales item list. 6. Arrows: Allow you to navigate to all of your categories if they do not all fit on the screen. Page 32

33 Food & Beverage Managing table maps for your food & beverage system is done through the Table Setup section of the F&B ribbon menu within Reservations. How to create a Table Area To create a new Table Map you must first create a Table Area. A Table Area is the section of your restaurant or bar in which tables are grouped. Common examples include your main restaurant area, bar area, or banquet room. To add, manage or delete a Table Area: 1. Click on the F&B Ribbon Menu Table Setup Areas 2. Click the Star button. 3. Name your Area. 4. Once the area is created, you can adjust the name, whether the area is active or not, or change the order priority. The order priority determines the display order (top to bottom) within the Table Map section. Table Areas setup You also have the ability to establish a Default Table Map in the F&B Options Menu. The default map will be the first map to open up when navigating to the table maps. If you do not establish a default, the Table Area with the lowest number will be the default automatically. Select default Table Area How to create a Table Map Once you have added a Table Area you can then manage the visual display of your tables. This is known as a Table Map. The Table Map gives your servers the ability to easily associate invoices and seating for a specific table in your restaurant or bar area. To create a new Table Map: 1. Click on the F&B Ribbon Menu Table Setup Maps 2. Select the Table Area to create your Table Map for that specified area. Select the shape and size of your table from the New Table section. 3. Click the Insert button. 4. Move the table by clicking and dragging the table in the Edit View section. 5. Additional Options under Selected Table section: Label: the number or text displayed on the table. X, Y, Axis: fine tune placement of the table on your Table Map. 6. Click the Update button to save your changes. Once you ve completed modifications, click OK. Table Mapping setup Page 33

34 Food & Beverage Invoice association The following guide describes how to assign an invoice to a customer, and also move an invoice between tables in the new F&B interface for the 2016 Reservations software. You can easily associate or attach an invoice to either a table and/or customer from the Quick Sale screen. Single invoice table association 1. To associate a quick sale with a table or adjust the table that an invoice is currently associated with, click the 4-square icon in the top left of the screen. 2. This will display your table maps. 3. Click the table on the map you want to associate with the invoice (pictured, right). Multiple invoices table association You also have the ability to save multiple open tabs to a single table. This can be helpful with large parties or for a table where checks are needed. Please see the example below: We have two people that have begun individual tabs at the bar. If they decide to move locations and get a table together, follow the steps below to associate both tabs with the table (pictured, right): 1. Select the first customer being moved (table 12 in this case) and then click the four-square icon. 2. Navigate to the dining room where they will be seated and select the appropriate table. For this example, we are selecting table 22 (pictured, top right). 3. The tab is now associated with table 22 instead of table 12 (from the bar). 4. Repeat the above steps for the tab we began at table 13. Once it is reassigned to Table 22 as well, you will see both tabs listed when you click on table 22 (pictured, bottom right). Page 34

35 Food & Beverage Customer association 1. To associate an invoice with a specific customer or adjust/change an invoice that is already associated with a customer, click on the customer icon above the invoice (pictured, top right). 2. This will display a grid of your customers. Click on the customer you want to associate the invoice with or click the New button to add a customer. 3. If you are creating a new customer, you will be presented with an abbreviated version of a customer profile screen (pictured, bottom right). 4. If you would like to remove the customer from the invoice, click on the red X icon next to the customer name. Adding gratuity to a closed ticket 1. Open the Closed Ticket screen. 2. Click the Gratuity button. Find the payment to which you intend to add a gratuity such as in the Visa example (pictured, right). 3. Click the calculator icon and enter the amount of the gratuity. 4. Enter additional gratuities on other payment tenders as necessary. The gratuity and invoice total at the bottom of the screen will update as you apply different amounts. 5. Click OK to save. Suggested gratuity In GolfNow Reservations 2016, suggested gratuity can be configured by Customer Type or Number of Seats. This new feature is meant to replace the use of sales tax to determine the gratuity for an invoice. This feature can be configured under the F&B tab Setup button Gratuity button. Page 35

36 Food & Beverage Customer type-based suggested gratuity For customer type-based suggested gratuities, a defined percentage is applied to the invoice based on the customer type of the customer attached to the invoice. A specific percentage can be configured for each customer type within GolfNow Reservations. This is useful for member-type facilities (e.g. all members are charged a 15% gratuity on restaurant purchases) or outings and events (e.g. all outings are charged a 20% gratuity for their event). Please note, you cannot currently attach multiple customers to an invoice. To apply multiple levels of suggested gratuity based on customer type, they must split the invoice and attach specific customers to each invoice. Also, a suggested gratuity is currently applied to every item. Due to this, there is no way to distinguish between applying only to F&B items, etc. For example, if the Member customer type is set to apply 15% gratuity, it will apply to the purchase of green fees in the golf shop as well as the purchase of any F&B items. Seat-based suggested gratuity For seat-based suggested gratuity, a defined percentage is applied to the invoice when the number of seats attached to a given table meets or exceeds the number you have specified. This is typical for larger groups (e.g. for tables of 6 or more, a suggested 18% gratuity is calculated). Currently, only one number of seats value can be defined; thus you cannot have varying percentages for different numbers of seats. Please note, the seat numbers are determined or counted at the table level. If you have multiple tabs associated within a given table, the calculated number of seats will be the sum of all tabs. For example, a tab has been created at Table 13 and was divided into 3 seats. Another tab is also divided into 3 seats. The second tab is eventually moved to be saved under Table 13. Since we now have 6 total seats under table 13, the suggested gratuity described above will be applied to both tickets at that table. Page 36

37 Food & Beverage Applying the suggested gratuity You will still need to choose to apply the suggested gratuity to a sale. Its usage is designed primarily for the touch screen interface, but it could also be used in the normal shopping cart if needed. When suggested gratuity comes into play using the touch interface, whether due to seat number or customer type, you will see a message near the bottom showing the suggested gratuity that will be added to the invoice. Proceed to close out the tab as usual through the payment screen. Gratuity is not added at this point - they are just paying for the invoice total. Also, it is important to note that there is no mention of the suggested gratuity amount on the itemized receipt that prints. It will be up to the course to make sure the customer is aware of the extra amount to be added after the fact. Currently, the suggested gratuity only prints on the signature slip - due to this, non-integrated customers will not see the suggested gratuity amount. Now that the invoice is closed, we can click on the Closed Tickets button at the bottom of the touch interface. Select the invoice that was just closed from the list. Click the Gratuity button and you will be given a prompt to add in the pre-calculated suggested gratuity. Click Yes. Add in any additional gratuity they may have left on top of the suggested amount. Click OK. You will see the invoice has the gratuity added to it within the Closed Tickets screen. Reporting Once you add the gratuity, the tips will appear under Reports Miscellaneous Tips. Set your dates (typically the duration of the pay period) and click Print. Once the report pulls up, it will display all users that have tips for that date range. You are able to specify a particular employee by using the filter along the left-hand side. Click Refresh Report to update the report after applying a filter. Page 37

38 Food & Beverage Splitting invoices into multiple seats Open the touch screen and select a table. Once the table is selected and items have been added to the check, you can split the invoices into multiple seats. In the example (pictured, right), the items have been added to table 5. Highlight the item you would like to split into a new seat and select Item from options below. Once you click the Item button, the following screen will appear (pictured, below). Select the Change Seat option, then click the plus (+) to add a new seat at table 5. Continue this step if you need to add more seats. In the example, we selected Bacon Cheese Burger. After changing the seat, the Bacon Cheese Burger is no longer listed under seat 2. You can also highlight other items on this check and apply them to seat 2 by following the steps (above). Splitting invoice into seats Merging open checks 1. From the touch screen, click on Open Tickets at the bottom of the screen. 2. All of the open tickets are displayed. Select Merge from the bottom of the screen. 3. A list of available checks will be displayed. 4. Click on the first ticket to be merged. This will be the ticket that is kept after the merge is complete. 5. Select the second ticket that you would like to merge into the original ticket. 6. Click OK to merge the checks. Page 38

39 Food & Beverage Merging open checks, continued 7. Once you click OK, you will be asked to confirm that you want to merge the selected tickets. Click OK. 8. The Open Tickets screen will appear. You will notice that the checks have been combined. Open tickets screen Merging tickets Configuring printer stations 1. To print a receipt to a specific printer, you must first install the printer locally to your machine or network. 2. Once the printer is installed and accessible by Windows, create a Printer Station by clicking the Hardware button in the Setup ribbon menu. 3. Next click Printers, which will take you to the Printers Setup screen. 4. Click the Printer Stations tab to create new or manage existing Printer Stations. 5. Click the Star icon to create a new Printer Station. 6. Give your Printer Station a unique name and select the installed Printer from the drop down menu. 7. You can also define the printer Font Type, Font Size, and Receipt Width from this screen. 8. Once you have made your changes, click OK to save your changes. Page 39