BackOffice Quick Reference Guide

1. BackOffice Quick Reference Guide

2. Launching Backoffice • To open BackOffice, click on POSMaster • Enter a User ID • Select OK

3. Back Office Menu • Maintenance: This section is where you perform all of your maintenance of your system files, i.e. Employee, PLU, etc. • Inventory: This section is where you would perform all of your Inventory procedures, i.e. PO’s, receiving, vendors, etc. (optional) • Customer: This is where you perform activities and maintain the Customer Module (optional) • Configuration: This is where you would access your configuration files, i.e. setting up terminals, keyboards, menus, etc. • Activities: This menu is where you will find the Event Management module (optional) • Utilities: This is where you will find selections for system utilities, i.e. Daily Resets, POS & Back Room Reporting, etc. • Window: This allows you to switch between currently open windows on your Back Office desk-top • Help: This is where you will find the First RETAIL User Manuals

4. Maintenance Menu • For accessing main data files, i.e. customer, employee, PLU, etc. • From the Back Office Main Menu select Maintenance

5. Creating a Category A Category is the group name for your highest level of groupings. For example, your group name may be titled “Lunch” • Select Maintenance from the menu bar • Choose Categories from the dropdown • Select Add • Type in a Name for this group • If applicable, type in appropriateID Number • Click Save

6. Edit a Category • Select Maintenance from the menu bar • Choose Categories from the dropdown • Highlight appropriate Group from the list and click Edit • Double-click the field that requires change and edit • Click Save

7. Delete a Category • Select Maintenance from the menu bar • Choose Categories from the dropdown • Highlight appropriate Group from the list and click Delete • Yes to delete

8. Employee Set Up • Select Maintenance from the menu bar • Choose Employees from the dropdown • Select Add • Complete the following fields: • Name • Password • User Code (Unique to the person) • Cash Drawer (choose 1) • Security Level (choose from list) • Status (choose Active) • SelectSave

9. Employee Set Up (continued)

10. Edit an Existing Employee • Select Maintenance from the menu bar • Choose Employees from the dropdown • Highlight employee that you wish to edit and select Edit • Click on appropriate field you wish to edit and make required changes. • SelectSave

11. Delete an Existing Employee • Select Maintenance from the menu bar • Choose Employees from the dropdown • Highlight the Employee you wish you delete and click Delete • Yes to delete

12. PLU’s (Price Look Up) • Every service or product that is sold must be first identified with a specific PLU number. • If one item is sold individually or as a “set,” then two PLU numbers are required.

13. Add a PLU • Select Maintenance from the menu bar • Choose PLUs from the dropdown • Select Add to begin entering a new PLU • Enter the following: • PLU Number • Descriptor • Group • Department • Category • Price • Allow Discounts (if applicable) • Tax setting • Select Save

14. Add a PLU (continued)

15. Edit a PLU • Select Maintenance from the menu bar • Choose PLUs from the dropdown • The View Plu’sby: section, find the item you wish to edit and highlight • Click Edit and make necessary changes • Click Save

16. Delete a PLU • Select Maintenance from the menu bar • Choose PLUs from the dropdown • Select the Group • Scroll to the PLU Number • Double click to select the PLU • Select Delete • Yes to delete • Close

17. Delete a PLU (continued)

18. Delete a PLU Number • Completely delete a PLU • Under file Maintenance click PLU’s File Maintenance • Select items to delete • Check Remove from database • Click Update selected item

19. PLU Quick Price Change • Select Maintenance from the menu bar • Choose PLU Quick Price Changefrom the dropdown • Choose the Group from the drop down • Type in the PLU Numberand click Enter (or search the list using the scroll bar) • Select the price to modify • Select Enter • Repeat if more updates are required • Select Close

20. PLU Quick Price Change (continued)

21. Security Levels • Allows you to configure Security Levels for all staff members, i.e. which functions and features you wish them to have access to

22. Add a new Security Level • Select Maintenance from the menu bar • Choose Security Levels from the dropdown • Click Add button at bottom of screen • Type in Name for Security Group • Type in appropriate Security Right • Click Save

23. Edit an Existing Security Level • Select Maintenance from the menu bar • Choose Security Levels from the dropdown • Highlight appropriate Security Level from list and click Edit • Go to appropriate field that requires change and double click to edit field • Click Save

24. Delete an Existing Security Level • Select Maintenance from the menu bar • Choose Security Levels from the dropdown • Highlight appropriate Security Level from list and click Delete • Yes to delete

25. Security Rights Allows you to choose the specific functions and features that you wish each Security Group to have • Select Maintenance from the menu bar • Choose Security Rights from the dropdown • Select Security Level you wish to modify • Select appropriate access rights (or de-select) • Click Save

26. Terminal Maintenance • Select Maintenance from the menu bar • Choose Terminals from the dropdown • To create a new terminal click Add • Fill in Name of terminal (i.e. Lane 2) • Select status of terminal (POS, Back Office) • Choose location

27. Terminal Maintenance • To make changes to terminal select terminal and click Edit • Make any necessary changes and click Save • To delete a terminal select terminal and click Delete

28. Configuration Menu • The Configuration Menu is the menu that you would select when you wish to access options which pertain to configuring particular aspects of the system, i.e. Terminals, Keyboards, Menus, etc.

29. Create a New Menu • Select Configuration from the menu bar • Choose Touch Screen Menu Setup from the dropdown • Select Menu Setup • To create a new menu click Add • Type in Name for that Menu (i.e. Main Menu) • From Assign to Menu window, highlight applicable Sub Menu item you want to be included in the menu • Click on the Assign to Menu tab • Repeat for all Sub Menu items you want included • Click Save

30. Edit an Existing Menu • Select Configuration from the menu bar • Choose Touch Screen Menu Setup from the dropdown • Select Menu Setup • Highlight appropriate Menu from the Menu Listing Window and click Edit • Make changes and click Save

31. Sub Menu Setup • Sub Menu Setup • Allows you to create your menus that are available on the front end POS terminals • Select Configuration from the menu bar • Choose Touch Screen Menu Setup from the dropdown • Select Sub Menu Setup

32. Create a New Sub Menu • Select Configuration from the menu bar • Choose Touch Screen Menu Setup from the dropdown • Select Menu Setup • Click Add • Type in a Name for that Sub Menu • From the Item Setup window, highlight the particular Group selection(s) that you wish to view items for • Click on the Assign to List tab • Click Save

33. Map items to Sub Menu Screen • Select Configuration from the menu bar • Select TouchScreen Menu Setup from the dropdown • Select Sub Menu Setup • Choose the Current Sub Menu • Choose View Items by (i.e. Group) • Choose a category from the drop down • Click-hold-drag PLU from the left screen to a button on the right screen • Right click on the new button • Choose a color • Click OK • Repeat to create additional buttons • Choose Save

34. Map a Sub Menu (continued)

35. POS Reports • Where you can access all of the reports required on a day-to-day basic • These reports give information relating to cashiers, sales and all Point of Sale activity • Select Utilities from the menu bar • Choose POS Reports from the dropdown

36. Print a Daily Report • Select Utilities from the menu bar • Choose POS Reports from the dropdown • From Print To selection area, click on where you wish to generate the report • Screen • Receipt Printer • System Printer

37. Print a Daily Report Cont. • From the Clerk drop down menu select a specific clerk or select “All Clerks” • From the Terminal drop down menu select specific terminal or select “All Terminals” • From the Report selection listing, highlight the specific report you wish to generate

38. Print a Daily Report Cont. • If required, in the Historical Data area, select a Single Day or Date range • If required, in the Report Range area, enter specific Start and End details • Click Print