HOSPITALITY ADMIN

Logging In

Open the Retail Admin application to log into the Admin.

Hospitality admin software is also referred as a back office, this software allows you to add your business details, create your login account, add your products/items and viewing the business performance report.

The software icons are normally showing on the system desktop, you then click on the hospitality admin to log in the software.

Notes: The login ID code and passcode which will be provided when the software is activated.

File

Click on the file option to exit the hospitality admin software.

Company Information Module

Here the business name and address details needs to be added then also VAT number if business is registered and finally the receipt text and Vat percentages need to be also added.

After adding all the business details this will be printed at the top of the receipt and the receipt text will be printed at the bottom of the receipt.

Till Setting Module

This option is used to set the printers and the till float limit.

By default all the printers installed are displayed on the drop down. Once set and saved the receipts will print from the selected printer.

First you need to click the drop down arrow to select the right printer from the printer list this need to be done to all printer type modules.

Next enter the till float limit amount of your choice this is for the petty cash purposes stated earlier.

To set the printer to print receipt automatically tick the print receipt box however if receipt the needs to be printed whenever needed untick it that option then click on save after setting the till printer and float.

Notes: The till settings can also be set it from the hospitality till from the till admin option on till setting module .

Employees Module

Here you can create every staff member personal logging account to allow them to lock in and clock out. This will help the business to keep in track and record of the staff movement.

  1. First click on add to add the staff name and address details.
  2. Next create the staff user code number and pass code number.
  3. Swipe ID; Also swipe the ID card in the card reader to register the card number for the adding staff. After swiping the ID card make sure to delete the symbols i.e.!? if not the card will not register.
  4. Biometric device; Once integrated will allow each staff member to log in the till system with their own finger print to sign in the till. After each employee need to place their finger on the device for scanning to register and then create their finger print logging.
  5. External employees; This option applies only to the staff member that will not be using the till but still works for your business such as cleaners, potters, chefs, accountants and drivers etc. So when adding those staff member tick the box to allow them to clock in and clock out.
  6. Working hours/minutes; Enter the employee working hours/minutes to allow employees to clock in and clock out.
  7. Employees Type; Chose the employee's type, permanent or temporary.
  8. Salary/ year; Enter employee salary monthly/yearly this will be reflected on the payment log then click save after adding all details.
  9. Payment Log; Will keep a record of each individual staff members then click after filling the details. To view the employee payment report you need to select the employee name to view the record.

Notes: The swipe ID card reader is purchased separately to the epos till as well the biometric device for the finger print login.

Access Rights

This option will limit the employee permission to get access to all business modules such as knowing the business performance report, sales module, the employees' module, product modules, inventory module, purchased module and customer module.

First you need to select the name of the employee.

Then select the module that you want the employee to get access. If you are the owner or manager you can tick the box that says select all for each module to give full access right then click on save then ok.

Next select the following employee to give access right, if it is just a staff member then select the Sales modules and customer modules. However you still need to be selective when giving access from the sales module then save.

Notes: If you do not want to give access or permission to the employees you then have to unticked each box option of that module. For example on the sale module, option such as end of day, no sale, sales summary, refund, petty cash and discount. These option can also be restricted from the retail admin software from the employees' module on access right.

Title List

This option allows you to create the initial title such as Mr, Mrs, Miss, Lord and Queen.

First click on the employee module then select the title list to get access to it, finally double click on the page then add the title of your choice.

Products Module

Categories

Categories are grouped to identify similar products.

Every product should be linked to a category to identify the performance.

You will also notice something on the top called category sorting which allows you to move up and down, so fast moving items appear on the top of the till.

Till Category Linking

Let's assume you have two tills. Till 1 for the bar and till 2 for the takeaway.

So if you want the bar till to display only the bar items, select the till 1 and tick the bar items.

If you want the takeaway till to display the takeaway items, select the till 2 and tick the takeaway items.

Or if you are using two tills and if you want all the products to be displayed on both the tills, tick all the items.

Sub Categories

Subcategories groups similar products much more in detail.

For example, let's assume Coke 250ml is the product name.

So the category will be drinks, subcategory will be soft drinks.

Every product should be linked to the sub category to identify the performance individually.

For instance, the customer orders a beer and chips.

Here, the chips needs to be sent to the chef to prepare whereas not the beer, so you will have to send the chips to the kitchen printer.

The printer can be pre-selected from the sub category print items 1.

If you want 2 or more copies to be sent to your chef, choose the printer in print items 2 and print items 3.

You will also find sub category sorting on the top which allows you to move up and down, so fast moving items appear on the top of the till.

Supplier

Every product has a supplier. So you can add a list of suppliers on this screen.

When you add the supplier details, you will notice a field to enter the bank details.

The details will be automatically loaded when you make a payment for the Goods Received

Click on product module to access >> supplier

Here you can add all suppliers' details.

First add the button to add the supplier details.

Then add the supplier code which should be given to you by your supplier.

Next the name of supplier, their address, postcode, phone number, fax, email address and contact person name.

Add the lead time to supplier the products.

Credit limit that is given by the supplier.

Conditions of the purchased order.

Description of the supplier.

Pop up notes, like a reminder of your supplier.

Currency type such as £, if the supplier is international $.

Bank details of your supplier again this need to be given by supplier then click on save. Bank details of supplier are added to help the system to get details automatically while doing payments to supplier.

Notes: This option will not sent an email or message directly to your supplier to place the order. This is just for your business to keep a record of all your purchase orders and inventory activity, which you can print out an A4 copy or export the report document from the report modules.

Product

Every transaction is recorded against a product.

    1. Product code

      Every product is identified by a unique product code. You can fill in your own product code if you have or the system will automatically create one for you.

    2. Product name

      The product name is the short description and it can be repetitive.

    3. Product Description

      The description is what it prints on the customer receipt as well as shows on the reports.

    4. Category

      Choose the category from the dropdown or click New to create your own category. This helps you to group similar items.

    5. Sub Category

      You will have to do the same for the sub category as how you did for the category.

      This is to group similar items and helps you to analyse the performance individually.

    6. To be Displayed on Till

      If you want the product to be displayed on the till as a button, then tick to be displayed on till. Items used for Inventory would not have this ticked.

    7. Hiding Menu's

      You are allowed to hide your menu from eat in only/takeaway only by choosing display on both/display on eat in/out.

    8. Weight/Volume

      The weight column allows you to enter the delivery weight of product if delivery module is linked and this helps in calculating the weight.

    9. Unit of Sale

      Every product should be linked to its packing size. By default, it will be each.

      If you want to define the packing size as box of 10 or pack of 5, you are allowed to create a new one or pick from the dropdown.

    10. Not to re-order

      If you would like to stop ordering a particular product from the supplier, then tick this option.

      So when you want to place an order with your supplier, normally it displays all the products that are linked to the supplier. But if the product re-ordering has been stopped, then tick this option so it doesn't come up when you raise an order.

    11. Menu Page No

      If you maintain a catalogue of all the products, the menu page number can be entered here.

    12. Recipe Details

      Enter the Ingredients for that product and this information can be seen on the till screen.

      If the customer wants to see it, you have an option to print the ingredients.

    13. Pop Up Notes

      This is like a reminder message. A single click on the product will display the pop up notes.

    14. Max Level

      Max level is the maximum stock level that can be maintained in the store at any point of time.

    15. Min/Reorder level

      Reorder is the minimum stock level. So when the product stock is less than or equal to the minimum level, it displays on the re-order report.

    16. Update Stock

      The system allows you to update the stock in various ways.

      The stock can be modified when a product is added or modified.

      You need to enter the physical quantity and reason for adjustment.

    17. Available Hours

      You can select the time frame you want the product to be displayed on till.

      For example, if the product is a lunch menu, the available hours should be from 11:00AM to 3:00PM.

      1. Any Time

        The product is always displayed on the till.

  1. Pricing and Barcodes;
    1. Supplier Ref

      If the supplier reference code is available, enter it in this column.

      If there is no supplier code and if you have a barcode for this product, scan the barcode in this field.

    2. Supplier Name

      Every product is linked to the supplier who supplies the product.

    3. Supplier Code

      The supplier code is automatically popped up when the supplier name is selected.

    4. Description

      By default it loads from the product description field.

      If your supplier identifies the product with a different name, enter the value in the description column.

    5. Purchase Price

      This will be the cost price of the product.

    6. VAT (%)

      This will be the supplier's VAT for that product. The purchase price will be inclusive of the VAT.

    7. Unit of Purchase

      Unit of purchase is the supplier packing size.

      For example, if the supplier sells the product in a pack of 5, the unit of purchase will be Pack of 5. Or if that's an individual item, it will be each.

    8. Equivalent UOS

      If the product is purchased in a pack and if you want to maintain the stock individually, then you need to fill the equivalent UOS.

      For example, if the product is purchased from the supplier in a pack of 10, then the unit of sale will be 10.

    9. Generate Barcode

      If the product doesn't have a barcode and if you would like to create your own barcode and stick it on the product, click generate barcode.

    10. New Supplier

      If a new supplier is to be added from the products screen, then click new supplier.

    11. Inventory Products;

      Let's assume I am preparing margarita. To prepare a margarita, I need 30% cheese.

      So I will be adding a product called margarita and I will also add a product called cheese.

      So when there is a sale for margarita, the stock will be deducted from cheese as well.

    12. Product Code

      Double click on the product code so the product automatically pops up on the screen.

    13. Product Description

      By default the product description is loaded automatically when the product is selected.

    14. %

      So you can choose the % of the product that needs to be deducted.

    15. Weight/Volume

      Specify the weight/volume for the product.

    16. Amount Required

      How much amount needs to be deducted when the particular item is selected.

    17. Cost Price

      Enter the cost price of the product

    18. Eat IN

      If the customer is having the food in your restaurant/bar and if there is an additional cost for it, the selling price needs to be modified accordingly.

      1. VAT percentage;

        Choose the VAT from the dropdown

      2. Margin;

        Margin is calculated automatically depending on the selling price.

      3. Selling Price;

        For how much the product is been sold for.

    19. Eat OUT

      If there is a different charge for takeaway, the selling price can be modified accordingly.

      1. VAT Percentage;

        Choose the VAT from the dropdown

      2. Margin

        Margin is calculated automatically depending on the selling price.

      3. Selling Price

        For how much the product is been sold for.

  2. Set Menus

    Set menus is like a meal deal.

    For example, I create a product called Sunday special.

    So I would like to link the starters, main course/lunch, desserts and drinks.

    So in this case, I will create a category called starters and link all the starter products to it.

    I will also create a category for the main course and link all the lunch menu to it.

    I will finally be creating a category for the desserts and will be adding drinks and ice-creams to it.

    So now this needs to be linked to a single product called Sunday Special.

    1. Set Menu

      Click on the Sunday special product and click modify.

      At the bottom of the screen, you will see set menus.

    2. Category Name

      Type the category name 'starters' and enter the max number of items they can choose from the huge list.

    3. Add Category

      Click on the add category to add the category name.

    4. Code

      Double click on the product code to search for the category name and add it

    5. Supplier eat in price and supplier takeaway price.

      By Default eat in price and the takeaway price is 0.00.

      If the price changes depending on what items they choose, then enter the price here.

      If not give a fixed price for the product called 'Sunday special'. So any items they choose on the starter or dessert, the price will always be the same.

      Finally click update items to category to update the changes.

      If you have done a mistake by adding a wrong category name, click delete category.

Purchase Order Module

Purchase Orders

Purchase order allows you to place an order with your supplier for the products that have reached the minimum/reorder level.

If you want to place an order with your supplier, click add on the purchase order screen.

Choose your supplier and click get reorder products, which will list out all the products that has reached the minimum level.

In the qty in UOP, enter the qty of product you need.

Alternatively you can also scan the barcode and enter the qty you need.

If the product has not reached the minimum level but still if you would like to get the product from your supplier, click get all products.

This will list out all the products that are linked to the supplier.

You can delete the product by choosing the delete button on the keyboard.

If the price is changed for any product, click 'update the prices'

Finally click on save and the order will be placed with your supplier.

If you would like to change the qty in UOP again, click modify

You can print the supplier purchase order to see what items are purchased.

You can also see the order value by printing the internal purchase order.

If an order was cancelled, you can print that as well from the internal purchase cancelled orders.

Invoice Entry

An invoice is needed from your supplier for the goods that is received.

The order type is categorized as 1) inventory based 2) non inventory based

The non-inventory based is your overheads and the Inventory based is the products that are actually in the system.

Choose your supplier and the purchase order reference number associated with that order

The price is calculated automatically based on the cost price in purchase order.

If there is a delivery charge included, you can mention it in the invoice along with the VAT and save it.

Remits/Adjustments

Once the invoice is entered on the system, a payment is to be made to your supplier.

By default the full amount is selected, but if you have only received partial goods, you can change the amount in the val to alloc and save it.



Non Inventory Based Reason List

Allows you to enter different overhead reasons for the non-inventory based products and this information will be replicated in the non-inventory based invoices.

Enter the overhead reasons on the new line and click save.



GRN (Goods Received Note)

Goods received note allows you to check the quantity of stock that is received from your supplier.

You are also allowed to select multiple locations and allocate the stock accordingly.

If the price is changed by your supplier, you have an option to enter the new price by selecting update product details

As the qty is verified, the purchase order status changes to full order received or partial order received.

Locations

If the stock is managed in different places, then the location details are added here.

At least one shop location has to be defined in the system as the stock is deducted when there is a sale.

Click add to create a new location.

Stock Movement

Stock movement allows you to transfer stock from one location to another.

To move the stock, select the product and enter the qty to be moved with the reason for movement and click save.



Stock Conversion

Allows you to maintain stock for individual items in a pack.

For example. You can add 10 pack noodle and singles separately into the system, here you can convert one 10 pack to 10 singles.

Double click to select the product and enter the quantity and select from location and then choose the location and quantity.

And finally click save to do the conversion

Stock Adjustment

Allows you to adjust the stock manually for all the products by searching it.

Multiple product stock adjustment allows you to adjust stock for multiple products at one go just by scanning and giving the new qty.



Stock Movement Reasons Listing

Allows you to define the reasons for stock movement. These details will be listed in the stock movement field.

Enter the reason in the blank field and click save.



Stock Adjustments Reasons Listing

Allows you to define the reasons for stock adjustment. These details will be listed in the stock adjustment field.

Enter the reason in the blank field and click save.

Sales Module

Petty Cash

This option allows you to do your expenses or the business expense such as; lunch money, repair, travel costs etc. and also to pay back what has been taken out for the expenses.

First select the deducting from cash drawer next enter the amount that needs to be taken then write the reason why then click done. This will be recorded in the end of day balancing totals.



Similarly when adding money back, select the option add into cash drawer then enter the amount and the reason then click done. This amount will also be recorded in the end of balancing totals.

Note: You can set a limit on the amount that needs to be taken out for the expenses on the till setting then add the amount limit on the till float limit option. Also for refunds, which do not have invoice against them, you can give the refund through petty cash.

Discount Reasons List

Here the discount reasons are entered. So on the till screen when you give a discount, the reasons mentioned here will be displayed.



Sales Enquiry

Sales enquiry allows you to view the sales orders transactions history and also print the order receipt.

  1. Click on search button to view all sales transaction made the day or previews date by selecting the date from date to date.
  2. All transaction selected that date will then showing then select the sales order that you are looking to view it in details.
  3. Choose whether to print all transaction on A4 paper or receipt.

Notes: The A4 paper can only be printed if an A4 printer is connected to the system. Again this needs to be also set in the till setting beforehand after connecting the A4 printer.

Cash Drawer

This option allows you to set the opening balance/ float amount

First the float amount needs to be entered when you start the day or when you need to add or running out of change in the till.

Then select the correct till from the till number list from the drop down box and enter the bank amount.

When entering the amount you will be asked to enter the ID pass to confirm before saving amount to the cash drawer for security purposes to avoid theft. This will be reflected end of day balancing.

If you also bank the amount again pick the till number and enter the bank amount and confirm the security by entering your ID pass and then save it. This bank amount would also be reflected on end of day balancing.

Notes: You can also proceed the opening balance/ float amount from the EOD/ end of day option for the next day.

End of Day Denominations

You can define the currencies and the amount equivalent to that.

The values in the end of day denominations are reflected in the end of day balancing.

End of Day Balancing

Here the till payments totals are verified against the till transactions, when there is variance in the till totals against the balance of the till, you can print the transactions summary report to recheck, this can be printed from reports>sales> transactions summary.

Click on the till for which the amount has to be verified, automatically all the denominations would be popped up, you then need to reflect all cash, card and credit customer value. Just enter the quantity of denominations and totals would be updated.

  1. Till No

    Here all the tills used in the business are displayed.

  2. Sales

    Here all the sales totals for that till are reflected from the last end of day balancing.

  3. Till No

    Here all the refund totals for that till are reflected from the last end of day balancing.

  4. Petty Cash

    Here all the petty cash transactions totals for that till are reflected from the last end of day balancing.

  5. Customer Payments

    Here all the customer outstanding payment totals for that till are reflected from the last end of day balancing.

  6. Opening Balance

    Here the opening balance/till float totals for that till are reflected from the last end of day balancing.

  7. Banked Amount

    Here the banked amount totals for that till are reflected from the last end of day balancing.

  8. Cash

    Here all the cash transactions totals for that till are reflected from the last end of day balancing.

  9. Card

    Here all the card transactions totals for that till are reflected from the last end of day balancing.

  10. Cheque

    Here all the cheque transactions totals for that till are reflected from the last end of day balancing.

  11. Credit Customer

    Here all the credits against the customer's totals for that till are reflected from the last end of day balancing.

  12. Vouchers

    Here all the voucher transactions totals for that till are reflected from the last end of day balancing.

  13. Bank Transfers

    Here all the bank transfer transactions totals for that till are reflected from the last end of day balancing.

  14. Deposit

    Here all the customer deposit transactions totals for that till are reflected from the last end of day balancing.

  15. Balance

    Here all the sales-refunds-petty cash+ customer payments + opening balance+ vouchers+ deposit + transfers transaction amount total are your balance.

    After the amount is verified against the till or the denomination total will be balanced/equalized against the till total then click on save to record the end of day and also a copy will be printed.

You can add the till float/opening balance for the next day, before you click on save.

Once the end of day is save and recorded this will be save from the hospitality admin software on the report module from reporting.

Notes: End of day will can only be done when the business is closing for the day then after saving the transactions of that day, the system will automatically be back to zero ready to use it fresh the next day. Also all transaction taken every day a recorded automatically and save on the report/ reporting module which is from the hospitality admin software. This will allow you to print the end of day report from any day you.

Table Management

The software allows you to add 'n' number of tables in different floors.

The table shape can be changed as circle or rectangle and a service charge can be defined for each table.

You are allowed to change or modify an existing table by clicking on the existing table name or by creating a new table on the new line.

Kitchen Messages

If customer is waiting for a long time after placing an order, you can instantly send messages to the kitchen like "hurry up" or "add more spice".

The printer needs to be selected for each kitchen message.

Click the kitchen message and then select and then choose your printer.

Void Reason

If the customer cancels the order, there is a list of reasons that displays on the till screen.

You need to choose one of the reason to cancel the order.

The reasons are to be defined here in the void reason screen.

Customers




Customer Types

Customer type allow you to group customers for various reasons like flat discount for certain products, allowing the customers to make a payment later.





Customer List

The software allows you to maintain the record of your customers on the system.

It displays a list of all the customers that are available in the system.

You are allowed to add/modify or delete the customers from this field provided you have access.



Customer Payment

  1. Search for the customer name by clicking on the select.
  2. Then the customer transactions detail will be showing which will be listed down.
  3. From invoice there will be a box next to balance option that is written pay.
  4. Next tick the pay box of each invoice to proceed payment.
  5. After ticking the pay box the payment amount will be showing at the bottom next to payment details.
  6. Then click on the payment details to proceed the payment then the payment tab will be showing again.
  7. Finally click on the exact amount then click on the cash option or card option depending on how the customer is paying a receipt will then be printed out and cash drawer will be open.
  8. The invoice will then be cleared, then close all the tab to be back on the till screen.

Notes: The credit customer will be replicated on the end of day balancing as a credit customer.

Reporting

Reports are grouped by modules. The reports can be printed or exported in any format.

The reports can be filtered in various aspects.

Each module does the following operations.

  1. Products
    • Products module allows you to check the price for the products.
    • Pull the report by category/sub category/brand.
    • Allows you to print shelf edge labels with various sizes so you can stick it on the product or on the shelves.
  2. Employees
    • If commissions are set for employees, the system calculates the commissions based on the sales.
    • The employee working hours are calculated.
    • Gives a list of all the employees.
    • Employee sales details can also be checked here.


  3. Suppliers
    • The supplier details can be seen.
    • Displays the list of purchase orders with the total amount.
    • The transaction against the supplier is recorded.
    • Gives you the VAT summary List.
    • Gives you a report on the outstanding invoices.
  4. Sales
    • Gives a list of sold items individually as well as by category.
    • Allows you to find the top selling items by qty or price.
    • Displays the sales turn over by category.
    • Displays the cash drawer transactions.
    • Displays the transaction summary which is for your accounts purpose.
    • Shows end of day balancing if that's done on the till.
    • Displays the sales discount summary.
    • Displays a list of voided orders.
    • Displays a report which tells the order type.
    • Gives a list of deposit summary.
    • Manages you to check the dry and wet sale orders.
    • Gives you an option to check the collection/delivery orders.
  5. Inventory
    • Displays the stock locations.
    • Displays a list of Reorder products that are in minimum level.
    • Allows you to check the stock History based on the transaction type.
    • The stock valuation allows you to check the current stock on the system.
    • Stock adjustment summary by reason.
    • Product stock history which gives a stock history for individual items.
  6. Customers
    • The customer list is displayed here.
    • Customer outstanding invoices are seen here.
    • You can filter the customer list by types.
    • You can also check the customer product list by types.
    • Customer yearly sales summary can be seen here.
  7. Summary Reports
    • Gives the profit/loss summary based on the invoice entry.
    • The VAT Summary calculated from the sales and purchases, the summary is calculated from the sales VAT summary - purchase VAT summary.
    • Monthly sales comparison in a year.
    • Yearly sales summary comparison.

Miscellaneous

Change Password

Allows you to change the password for the employee.

Logout

Allows you to exit from the software.






Import Data

If the products are filled in an excel sheet and sent to the E-novations team, the team will then verify the products and will upload it for you. This is a paid service.




Deleted Products

If a product is deleted by mistake in the products module, then it appears here.

You can re-activate the products from this screen.




Deleted Barcodes

If a barcode is deleted by mistake in the products module, then it appears here.

You can re-activate the barcode from this screen.