For our examples and demonstrations today we're going to assume that we're a
coffee shop and we're going to program a few items a typical coffee shop
would have in their system. And to start that process we're going to go up here
to the manager button and that's going to bring up what we call our control
panel. This control panel really has all of the back-office features and
functions that we're typically going to use for our configuration and setup. In
order to get started here we actually want to create a few departments. In
order to do that let's go ahead and start by finding category number five
down here, which is administrative, and then going to letter B for Department
maintenance — and this is going to bring up our department maintenance screen.
We're going to start by adding a, we're gonna click the add department
button, and we're going to be prompted to input the department ID and a department
description. For our purposes, these two are going to be spelled exactly the same
way. What can happen sometimes is that the department ID is an abbreviated form.
There can only really be eight characters in that field. The department
description can be a longer description for you, and in both of these, you just
want to be careful not to use dots, slashes, hashes, dashes, question marks,
those sorts of characters. We want to keep these two strictly alphanumeric
characters. Now that we've created our Coffee Department, we're gonna click Save,
and the system is gonna ask if we want to create another department. We're gonna
go ahead and say yes, we're gonna make another department here, and let's save
that one as well. This time we're gonna say no to creating any additional
departments, and if we'd like to see the departments we've created, the ones that
are already here in the system, let's click the lookup button down below and
this will show us a list of departments. If we wanted to hop back over and change
the description, we can click one of them and press select. That's going to bring
that department up for us to do a few minor modifications. Now some customers
do want to change the department ID on these departments once they create them
and that's just not possible, so if you if you really need to fundamentally change
the department, you might want to just add a new one. And before we get into the
actual menu programming, well now that we're done with this, let's click exit
and we're gonna go ahead and jump right in and create what we call a standard
item, which is just a typical item that the cashier might want to order. For a
customer to do that, we're gonna stay here on the administrative section
number five. We're going to go to letter A, which is inventory maintenance. Now
when we get to this screen, you'll see the next and previous button here allowing
us to kind of hop through the different records of items that are already
programmed into the system. And what we're gonna do for right now is we're
gonna click the add item button that's gonna let us start this process. We're
gonna pick from a list of options here — what kind of item we want to add, in this
case, standard items. Definitely what we're trying to do and the first thing
we want to check here is we want to make sure that our Department that the item
is going to be created in is selected correctly. We just made the coffee
Department, so let's go ahead and select that department from the drop-down and
now we're sure that this item is going to be programmed and inserted into the
Coffee Department. Now for this one, let's call it a cafe latte again just like
with the department IDs. When we get to the item number in description we have
the same kind of situation. Item numbers we want to limit to, approximately 14
characters max, and with the description. We're gonna have a longer entry that we
can put in approximately 32 characters if we'd like, as with the departments, we
want to just keep that two alphanumeric characters only. We don't want any dots,
slashes, hashes, those sorts of things in the input for either one of these item
numbers or descriptions and we're going to come over to the pricing information and
we're going to go ahead and insert a price for this item. Usually always tax
one is going to be checked by default and that's mostly what you would
want to take care of to make sure is checked in your case. If you did have
other taxes that are relevant to your business, you can check those down here
as well, and the number in stock is related to the number of these items
that we have in inventory. For our purposes today, we're not going to track
that, so we're gonna leave that set to zero. Now we are going to come down to
the box here that says count this item and we're gonna uncheck that — and what
that means is that it's not going to deplete inventory on this item. We'll
make a sell of it. And this is still going to record the number of items that
we're selling here, so for revenue purposes, we're not excluding this item
from sales, simply from the depletion of inventory. And once we're done
programming, this is one other feature that we want to point out before we move
on, which is how we would attach kitchen printers, remote printers, or kitchen
displays to this item so that when this item is rung up it would actually
fire off to a remote printer, fire off to a kitchen display monitor. We're gonna
just touch on this briefly, so to do that, we would click on the printers tab over
here and this gives us options to add printers and add monitors to the list.
We're not gonna go into a great detail right here, there's gonna be another
training video on this that you're going to want to find and review, but for the
moment here, if we wanted to fire off to kitchen printer one, or let's say that we
wanted this to fire off to monitor number one, then you would apply those
here. If you don't do this when you're in the middle of programming, you have to go
back and do this later. There's no shortcut, so just be aware that this is
here and make sure that you check out the other videos if you have questions
on this. Now that we've set the item up the way that we're wanting to set it up
as a standard item, let's click Save and the system's gonna ask us do we want to
create another item. We can select yes and that's going to give us a default
template again where we have to go through and make the adjustments if we
want to keep the same settings in terms of like the Department of the printers
that are assigned the price and the basic naming conventions of the item
number and description. We could actually click duplicate last and we'll
talk about that here in just a minute, but for now, we're just going to select
no because we're done making our standard item. And let's go ahead and
click exit and exit again back to the main screen. We'd like to actually add
that item to a invoice real quick and watch how it operates, but we don't even
see the item here on the screen this time, in fact, we don't even see the
department that we had just created. The reason this is is because when we create
departments and items, a lot of times the system has to update and refresh the
screen. The way that we get that to occur is we're just gonna exit out of the
software back to the main login screen. You don't have to turn it completely off.
And then just log back in real quick. And now we're gonna see the two additional
departments that we just created, coffee and bagels, and we're
gonna see our cafe latte item right here on the screen under the Coffee
Department. So we want to click this item to ring up a sale for an invoice, just to
see how it operates for the cashier. We're gonna run into a little problem
when we click on that, it's gonna tell us that we must open a shift before we can
ring up transactions. And so we just want to click OK here, and the way that you
start a shift is clicking the quick key down here that's called start/end shift,
and it's gonna tell us to enter a starting drawer amount. And so you know
we're gonna go ahead and put in a little entry here just to get started. It's
gonna ask us before sure we're done counting.
Let's click yes to that, and now we're open and ready for sale. Now we can click
our cafe latte standard item, add it to the invoice, and then go ahead and make
payment of that item. Just to see the workflow, this is what the cashier screen
looks like. We have some standard pricing denominations at the bottom. We're gonna
be able to key in exact amounts, tender to us, and also we can pick the tender
type and we make it a transaction. This case, we're just gonna cash this
transaction out and this is kind of the workflow that the cashier is gonna
experience with a standard item.