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(continued from BackOffice and POS Security)

Labor Management

All Restaurant Manager POS Systems include a basic employee database offering enhanced timekeeping & payroll management, sales tracking, security features and comprehensive reporting features.   

The Employee Database is built on the Employee Setup Form.  Timekeeping is handled from the POS Module where employees use the [EMPL] button to log on and off the system and the [EMPLOYEE BREAK] button to record paid breaks. 

Employee passwords are defined in the employee database which makes this database a critical component of any security configurations you may wish to implement.

If you are using the Restaurant Manager system in Quick Service or Carry Out modes only, you are not required to define any employees.  And, in fact, you may prefer to manage the Cash Tray or POS station that each employee mans.  However, the Table Service and Delivery modes of the system will not be operational: you must enter the name of at least one employee in the Employee Setup Form. 

The following Setup Forms are used to define and configure the employee database:

• Employee Setup Form
• Job Classification Setup Form
• Store Information Setup Form
• Station Configuration Setup Form / Employee Settings
• Station Configuration Setup Form / Security Settings

 From the BackOffice Module, there are a number of employee management features you may wish to implement:

• Employee Contests
• Edit Login or Logout Times
• Calculate Overtime
• Print Payroll Reports

Employees Setup Form

The Employees Setup Form holds information on up to 999 employees:

The Employees Setup Form into the following sections:

• Employee List- This column on the left of the screen displays Employee ID Numbers and the associated Employee Name.  Employee ID Numbers are assigned in sequence in the order in which the employees are entered into the Employee Database.  The Employee ID Number is used to identify an employee on sales transactions.  The Employee Number is NOT THE SAME as the Employee Password.

The name highlighted on this list is referred to as the “Active Employee”.  The fields displayed on the body of the Employee Setup Form are used to define the Active Employee.

Use the scroll bar to navigate the Employee List or type a Name or Number in the field below the list.  Sorting by names is easiest when employee names are entered using the following format:  <Last Name, First Name>. You may also search for a specific employee by clicking on any row on the employee list and type a name in the format it was entered. Hint:the system will search for entries in alphabetical order starting from the row the user initially clicked on. Search result will be highlighted in blue and criteria matching typed entries will by shaded in black. Example: clicking on row 10 and typing "Brown" will bring the user to employee 20 (Brownlee, Justin) despite employee 3 (Brownell, Lauren) being first alphabetically. For the reason is suggested you start your search by clicking on employee 1.

• Show only active employee- By default, the Employee Form will display all employee rows blank or occupied with active and non-active employees. Enabling this option will display employees marked as "Active" on the list.
• Only show employees belonging to job class- Use this function to limit employees displayed on Employee list by job class. Click on the drop down menu and select jobclass. Job class' displayed on the list are determined in Job Classification Form
• General Tab- As described below, the fields under this tab allow you to enter personal information about an employee as well as his or her Job Classification(s) and hourly wage(s).
• Schedule Tab- The grid behind this tab allows you to define when employees are scheduled to clock-in to the system.  Use this schedule together with the Clock-in Grace Period setting on the Station Configuration Form to indicate when an employee may clock-in without permission from the manager (in form of the manager password). At the bottom of the Employees Setup Form are function buttons:
  • Add new employee– Administrators may use this password protected function to create a new employee record.
  • NEXT and PREV – Click on these buttons to navigate the Employee List on the left( i.e. to highlight a particular employee)
  • EDIT – Click on this button to move from the Employee List to the fields on the body of the setup form.
  • CLOSE – Click on this button to exit the setup form and save any new information.
  • Do not use the [Delete Employee] button until you have read the warning on Deleting an Employee.

Employee Setup Form, fields

The following fields appear under the "General" tab in the Employees Setup Form:

Personal Information Fields

• Full Name- Use these fields to record the full name of an employee as you wish it to appear on Sales, Payroll and Labor Cost reports.  It is recommended that you enter names in the following format:  <Last Name, First Name, and Middle Initial>.  This format allows you to make most efficient use of the alpha-sort feature.
• POS Name- If you wish to use a name in place of the Employee ID Number, use this field to define the name each employee should use to identify themselves at the POS Stations.  POS Names may also be printed on Guest Checks in place of the Employee ID.  To activate the use of POS Names you must use the [Search Settings] button on the Station Configuration Form to locate and enable the Use Employee Name/Number setting.

It is recommended that you use only a first name or a first name with the initials of the last name.  This provides your staff with a degree of privacy and security when dealing with customers.

• Password-Use this field to record a unique four digit Employee Password for the active employee.  If you are working at a computer configured with a Magnetic Strip Reader you may enter the password by positioning the cursor in this field and swiping an Employee ID card previously coded with a four digit number.
• Clocked in level- The Security Level entered in this field determines whether or not the Employee Password will be recognized for a given password prompt.  If you select the <Use Job Class> option, the Security Level of the active Employee will default to the level defined on the Job Classification form.
• Clocked out Level- Leave the Security Level in this field at [0] unless the EMPL login function has been password protected. 
• Check for fingerprint- Check this box if the security configuration includes a Fingerprint Reader and then use the Scan Fingerprint button to read the fingerprint of the active employee.
• Active- Click on this check box to toggle employment status between "active" (currently employed) and "inactive" (employment terminated).  In other words, use this check box to delete an employee without compromising your yearend sales and payroll reports by actually erasing data.. Employees designated as "inactive" will appear grayed out on the Employee List.
• Phone- Use this field to record a phone number where the employee can be reached.  (Additional phone numbers can be recorded under Notes.
• SSN- Use this field to record an employee's social security number for printing on a variety of Payroll Reports.
• Street Address- Use the first field under this heading to record a street address, apartment number etc. 
• City, State, Zip- Use the fields on the second line under this heading to record City, State and Zip code, respectively.
• Email- enter an employee's email address. The data entered in this field will be used to send emails to employees using the Employee Electronic Mail function.

Job Descriptions & Pay Rates

Use the fields under this heading to record job title(s), hourly base pays and overtime rates.   Data in these fields will be used with log in and log out times to calculate payroll.  Payroll amounts can always be adjusted but you can also prevent inaccurate logins and log outs by defining a set Work Schedule.

By default, the overtime multiplier is set to 1.5 which corresponds to time and a half for overtime.  Because some employees rely heavily on tips rather than an hourly pay rate, a simple multiplier of 1.5 may not suffice.  Instead, you can explicitly set the overtime rate for each employee and each job they work.  For each job class that has a non-standard overtime rate, enter the desired overtime rate.  If you wish to use the default overtime rate, set the overtime rate to 0.  Otherwise, enter an override value.

NOTE 1: Before you can enter a job title in the Job Description field, you must first define the title in the Job Classification Setup Form.

NOTE 2: If you are using the Delivery Module and have created one or more job titles for your delivery drivers, you must also be sure that you authorize each of the drivers from the Delivery Module Status Screen.  See Delivery Service Function Buttons.

Salaried Employees

The salaried employee fields are typically used for management positions. Employees designated as salaried must have logged into the system to appear in most labor reports. Salaried employees hours will appear in most reports but because most establishments consider salaried positions as a fixed cost, salaried employees are not included in labor percentages nor are wages recorded in reports (except for labor productivity reports). The following fields appear under the Job Description and Pay Rates section in the Employees Setup Form:

• Salaried Employee- check this field to designate employee as salaried.
• Daily Rate- enter the daily rate an employee will make (i.e. $40,000 yearly salary divided by 365 days equals a daily rate of $109.09)
• Calculate Daily Rate- Click on button to produce the rate calculator. Enter the known base salary amount for a salaried employee based on the following criteria:
  • Yearly
  • Monthly
  • Weekly
• Hired- manually enter the hired date for employee or click on the down arrow to use a pop calendar.
• Left- manually enter the termination date for employee or click on the down arrow to use a pop calendar.

Note

Use this field to record particulars about an employee such as alternative phone numbers or "Can't work Sundays" etc.

Adding an Employee (Existing Row)

To add a new employee to the system using an existing row:

1. Select an existing blank row on the Employee List.
2. Type the employee's last name followed by a comma, a space, and the first name…or uses an alternative format for inputting names.
3. Press the [Tab] key to display the Employee’s name on the Employee List and to move to the next blank field on the form. 
4. Continue tabbing through the other fields on screen entering data as appropriate to your employee management needs.  (See the Employee Setup Form for more information on each of these fields.)
5. Click on the "Active" field
6. Click the [CLOSE] button to exit the Employees Setup Form or repeat steps 1-5 to add additional employees.

Adding a New Employee Row

Adding and deleting Employees are password protected operations .Due to PCI requirements, Administrators are the only users who may use the [Add New Employee] or [Delete employee] buttons. To add a new employee row to the system:

1. Click on the ADD button at the base of the Employees Setup Form
2. Enter an Administrator Password at the Password Prompt.
3. The cursor will appear in the <Full Name> field in the Personal Information section of the dialogue and a new Employee Number will appear in the Employee List on the left of the screen. If need, you can add employee information by:
   1. Type the employee's last name followed by a comma, a space, and the first name…or uses an alternative format for inputting names.
   2. Press the [Tab] key to display the Employee’s name on the Employee List and to move to the next blank field on the form. 
   3. Continue tabbing through the other fields on screen entering data as appropriate to your employee management needs.  (See the Employee Setup Form for more information on each of these fields.)

   4. Click on the "Active" field

   5. Click the [CLOSE] button to exit the Employees Setup Form or repeat steps 1-3d to add additional employees.

Deleting an Employee

To record that an employee has been terminated:

1. Access the Employee Setup Form.
2. Scroll through the Employee List at the left of the screen and highlight the employee who has been terminated.
3. Click on the "Active" box in the Personal Information section until the check mark disappears. Employees designated as inactive will appear grayed out on the Employee List.
4. Repeat steps 3 and 4 until you have changed the status for all terminated employees.
5. Click on the CLOSE button to save your changes and exit the setup form.

WARNING:  The [Delete Employee] button at the base of the setup form will delete all the data associated with the employee whose data is displayed on screen.  However, the employee number, itself, WILL NOT be deleted as there may be sales data associated with it.  If you use the record associated with this same employee number to enter data on another employee, sales and payroll amounts on two employees will be attached to a single record.  But the name, social security number, etc. of the first employee will be lost.  Therefore, if you must delete an employee record, you should do it only at the end of a fiscal year.

Job Classification

The various jobs held by restaurant staff must be defined on the Job Classification Setup Form.  These jobs may then be assigned to individual employees on the Employee Setup Form where each employee may be assigned up to five different jobs.  The Job Class Summary Report and the Labor Productivity Reports show data broken down by Job Classifications.

The Job Classification Setup Form allows you to configure a variety of things:

• The category of employees who participate in server banking
• The category of employees is involved in tip sharing, and tip sharing allotments, and tips in/outs.
• The category of employees who may work as Delivery Drivers.
• A default Security Level that will be applied to any employee defined on the Employee Setup Form with a <Clocked in> Security Level that defaults to the Security Level of the job they work
• Prompts for revenue reports
• Transfer check/ menu items capabilities
• Allowing cash tray initialization

Access the Job Classification Setup Form to define Job Classification codes:

Use the [ADD] and [DELETE] buttons to add or delete fields on the list of Job Classifications.  Then highlight each field in the list and type in a particular job title used in your establishment.

NOTE:  If you are using the Delivery Module and have created one or more “Driver” job classifications for your drivers, you must also be sure to authorize each of those drivers from the Delivery Status Screen. 

Job Classification General Settings

Use the options under the “General” tab to define the responsibilities, prompts, and POS screen defaults. 

• Enforce Schedule- Check this box if you are using RM Quick Staffer module (no longer available in new versions) and wish to enforce scheduling at the POS.  “Quick Staffer schedule” must be enabled in Station Configuration.
• Declare Tips from sales- Enable this function if you want employees from this job class to declare tips from sales. Enabling this function will call for a prompt at the POS when an employee is logging out.  Make sure the box is not checked for all other job classifications that do not require tip declaration.
• Declare tips paid to others- Enable this function if you wish to track the dollar amount that an employee tips out to another. The figure does not track to which employee is receiving the tip. The amount entered for this prompt can be found in the RM Reports module under several reports including TRAC & TRDA Tips reports.
• Declare tips received from others- Enable this function if you want to track tips received from other employees. Bartender and server assistants are examples of job classes that receive secondary tips from other job classes (e.g. waiters) positions. The amount entered for this prompt can be found in the RM Reports module under several reports including TRAC & TRDA Tips reports.
• Navbar- Click on the arrow on the right of this field to display a list of Navbars (Menu Navigation) that can be used and restricted by a certain job classification.
• Job Class Security Level- Use this field on the Job Classification Form to define a default Security Level for all employees who work a specific job.  This Job Class Security Level will be associated with any Employee where the “Clocked in” or “Clocked out” Security Level on the Employee Setup Form is set to “Use Job Class”
• Default Menu Group to Show- Click on the arrow on the right of this field to display the drop down menu list of menu groups, including custom groups to select a default menu when opening an order at the POS.
• Driver- Enable this option for a job class if drivers are utilized for delivery purposes. Enabling this option will have any employee assigned this job classification appear under the driver column on the POS “Assign” screen within the delivery screen.
• Prompt for revenue report- Enable this option if you want a prompt to print a revenue report at the POS at the time when the employee is logging out.  This should be enabled for servers if you are doing server banking. You may not want this function enabled for bartenders if you are employing “blind balancing” procedures or for job classes that have no balancing requirements what so ever (e.g. cooks).
• Create new transaction- Enable this option for job classifications that have “ringing” or “sales” responsibilities. Disable this option for job classes for whom you do not wish to start a sales transaction. Note: cashiers do NOT need the ability to “Create new transactions” (first option above) if they are only finalizing transactions.
• Allow transfer checks/transfer items.- Enable this function to allow transfers of entire checks or menu items between employees. This includes transferring checks from employee to employee, and/or receiving items transferred from another table or tab. This option is used in circumstances where job classes may share same security levels but you do not want a particular job class to perform these functions.
• Allow cash tray initiation- Enable this function to allow a certain job class to initialize a cash tray. This option is used in circumstances where job classes may share same security levels but you do not want a particular job class to perform these functions. For example, cashiers, bartenders, and servers have the same security level and you want only bartenders to initialize a cash tray.

Note: some POS operations do not put restrictions on which employees can perform the operation.  For example, clocking in and out of the system is an operation that allows ALL employees and all job classes. 

Tip Share Settings

Restaurant Manager provides the option to allocate a portion of an employee’s sales and/or tips into a tip pool for other employees.  Tip sharing information is printed on employee revenue reports and can be added to the employee’s cash due amount at the end of their shift.

Tip sharing can be configured independently for each job classification.  In addition, the computation can be based on total sales and/or sales by group type.  Here are a few examples:

• Waiters and waitresses share 5% of liquor sales with the bartenders and 1.5% of total pre-tax sales with runners.
• Bartenders share 5% of liquor sales and beer sales with the cocktail waitresses and 3% of beverage sales with the runners.

For each job classification, you can define as many tip pools as desired.  Each tip pool allows tip sharing from one job classification to another.  For example, waiters share their tips with bartenders and runners, while bartenders share their tips with cocktail waitresses and runners.

To configure tip sharing, go to RMWin->Setup->Labor->Job Classifications.  Highlight the desired job classification on the left, and click on the Tip Sharing tab on the right.

• Click the [Add] button to add an additional tip pool to the current job classification.  For each tip pool, define each setting as described below:
• Job Class:  Choose the job classification that is RECEIVING the tips.  For example in the case of waitresses sharing their tips with the bartender, choose “Bartender” as the job class.
• Computation Method:  Choose the desired computation method.  The tip share calculation uses this value as the base amount for computing the percentage tip share. 
• Percentage:  Enter the percentage of the tip share.  This percentage is multiplied by the value chosen by the Computation Method above.
• Group Type:  Select a group type for computing the base value of the tip share.  Note: this is only used when the computation method is set to “Group Type.”  This value is ignored for the other computation methods.

This process can be continued to add additional tip pools for each job classification.

Note: the tip sharing calculation is included on the employee revenue report only.  It does not carry through to the back office reports or the accounting interface.  Also, the tip sharing feature computes the amounts that each employee must contribute TO the tip pools at the end of their shift.  The system does NOT divvy up the money in the tip pools and show how much goes to each employee.

Employee IDs

Employee IDs are used to track hours worked, sales generated and gratuities earned for every employee defined on the Employee Setup Form.  In other words, employees use their Employee ID to clock in and out of the system and to initiate sales transactions. 

POS Operations that may be configured to include a prompt for Employee ID include:

• Starting a New Order
• Assigning a Delivery Order to Driver
• Printing a Check

POS operations that always include a prompt for Employee ID include:

Every employee defined on the Employee Setup Form is automatically assigned an Employee ID Number.  If you prefer to use names instead of numbers as Employee IDs you may assign each employee a POS Name that can be used in place of the Employee ID Number to track timekeeping & sales information. 

Employee IDs are NOT the same as employee passwords.  Passwords are used to control which employees may execute which POS and BackOffice operations. 

In systems configured with Enhanced Password Control, however, employees may use their password as an Employee ID when opening new orders

Employee Settings on Station Configuration Form

The following settings explain the functions you may want to consider when configuring your Restaurant Manager system. The following section out the settings available that will control prompts, editing screens, an employee related print outs. Some of these settings will also control employee access to tables, tabs and delivery orders.

Employee Options

• Print Employee Time Slip- Check this box to print a basic Time Slip when employees clock out.  The time slips shows hours worked and revenues and can be saved by the employee for their records. 
• Show Wages on Time Slip- Check this box if you want employee wages appear on the time slip.  Note, the employee hourly rate is printed, so this option should be used with discretion.
• Daily Overtime-This option determines whether overtime is computed on a daily basis or weekly basis.  Weekly overtime is computed as time and a half (1.5x) for hours worked beyond 40 hours per week.  The multiplier (1.5) and the overtime threshold (40 hours) can be changed under Payroll Options.

Daily overtime is defined as time and a half (1.5x) for work beyond 8 hours per day, and double time (2x), for work beyond 12 hours per day.  Daily overtime also conforms to weekly overtime rules (i.e., time and a half for hours beyond 40 hours per week).  Daily overtime is primarily used in west coast states (e.g. California, Oregon).

Check with your local authorities to verify the method of overtime used in your area.

• Use Employee Name/Number- In many POS functions, you are required to specify an employee number.  For example, when clocking in and clocking out, opening table, or when transferring checks from one employee to another.  By default, the system will ask you to enter an employee number when performing these operations, but if you have a hard time remembering employee numbers or if you simply prefer not to, you can configure Restaurant Manager to display employee names so you can choose employees from a pick list The employees are color-coded depending on their status.  Employees that are not clocked in are shown in gray.  Employees that are clocked in are Green and employees that are on break are Red.
• Send e-mail when clocking out from MISC- This option controls whether an automatic e-mail message is sent to employees when they are clocked out by a manager using the MISC option "Clock out employees."  If you enable this option, then define the desired text in the e-mail message below.
• E-mail message- Enter a message to e-mail employees that are clocked out by the manager.  See previous option.
• Edit employee hourly rates from POS- When the manager clocks out employees from the MISC option "Clock out employees", this option controls whether he has the ability to modify their hourly rate.

Employee Revenue Report Options

• Print revenue report- This option gives you the choice of printing employee revenue reports (server reports) before or after they clock out.  If set to "after clocking out" then employees are guaranteed to be clocked out in order to get a revenue report; however, they will not have access to the revenue report prior to clocking out for reconciliation purposes.
• Print Employee Login Data on Revenue Report- Produces a listing of login and logout data for the employee to include their meal data
• Print Guest Void Data on Revenue Report- Produces a total of guests the employee has serviced and the number of voided totals associated with the guests.
• Print On-Account Breakdown on Revenue Report- Prints a breakdown of guest account payments; includes a breakdown of gift cards and gift certificates issued and redeemed.
• Print Payments- Enabling this option produces a listing of payment types with their amounts on revenue report.
• Print Revenue Totals Data on Revenue Report- Enabling this option produces a listing of revenue amounts and types.
• Print Sales Summary Data on Revenue Report- Enabling this option produces a listing of sales types with their totals.
• Print Check Discount Data on Revenue Report- Enabling this option produces a listing of discounted items with their type and quantity.
• Print Statistical Data on Revenue Report- Enabling this option produces a listing of statistical numbers of the sales checks from which employee are excluded.
• Print Item Deletions on Revenue Report- Enabling this option produces a listing of deleted items.
• Print Sales Contest Data on Revenue Report- Enabling this option produces a listing of tracked items and groups.
• Print Detailed Transactions on Revenue Report- Enable if you want to produce a detailed listing of transactions at the bottom of the employee revenue report (server report).  The listing shows all checks processed by the employee during the shift. It also shows open (or unsettled) transactions.
• Include tip share in cash due portion of revenue report- Use this option if you wish to add the tip share amount to the employee's cash due amount on revenue reports.
• Subtract auto gratuities from cash due amount on revenue report- Enabling this option if you want to deduct automatic gratuities from the cash due amount on employee revenue reports.
• Subtract additional gratuities from cash due amount on revenue report- Enabling this option to deduct additional gratuities from the cash due amount on employee revenue reports.  Note: additional gratuities are any gratuities that are not automatic and/or gratuities over and above automatic gratuities.
• Allow revenues report when employee has open checks- Enable this option if you want to allow employees to print revenue reports while they have open checks.-
• Show deletions on revenues report/ flash report- Enable this option to show item deletions on revenue reports and flash reports.
• Show zero amounts on revenue report- Use this option to suppress zero amounts on the revenues report and flash report.  Enable the option to show zero amounts; uncheck it to suppress them.

Login Options

• Login/Logout grace period (minutes)- Type in the number of minutes that define the Grace Period to be applied to the clock-in and clock-out times defined in an employee's "Work Schedule".  For example, if an employee is scheduled to work at 4:00 PM, and the grace period is set to 10 minutes, the employee will be allowed to clock in without manager approval beginning at 3:50 PM.  Similarly, if his shift is over at 10:00 PM, he will be able to clock out as late as 10:10 without manager approval.
• Use QuickStaffer schedule- Enable this option if using QuickStaffer for employee scheduling(no longer available), and create employee schedules via the Employees Setup Form Schedule tab.

Employee Time Keeping

Your Restaurant Manager system can be used to track hours worked and calculate payroll, including overtime.  To use the timekeeping features all employees must clock in and clock out from the POS Status Screen.  Additionally, the following should be configured:

• Access the Job Classification Setup Form and define all the job titles used in your establishment.
• Access the Employee Setup Form and fill in all relevant fields under the "General" tab, including the hourly rate and Job Classification for every position that employee fills.
• Determine whether you would like to control employee log in times to prevent early clock-ins and late clock-outs, etc. If you do, use Schedule (below) on the Employee Setup Form to define the appropriate clock in and clock out times for each employee.  And then define a log in grace period that is applied globally to all employees.
• Determine how you would like to track or estimate tip earnings for inclusion in payroll reports and configure your system accordingly as described in Employee Tips, tracking & reporting. 
• Define pay periods and overtime pay rates (if applicable) in the Payroll Options Setup Form and then use the form to issue payroll reports.

NOTE: Regardless of whether or not you implement automated Work Schedules, you can always adjust login and logout times after a pay period is ended and re-print the Payroll Report as many times as necessary. 

Standard procedures dictate that all Employees use the EMPL Function Button to clock in when they report to work and clock out when their shift is over.   There are many configuration settings that control how this operation works.

The clock in operation may be password protected.  But if it is, every employee must be assigned a <clocked out> Security Level greater than or equal to the Security Level assigned to this operation. 

The configuration settings listed below control the clock-in and clock-out process. 

• Enhanced Password Control
• Employee ID
• Use employee name or number
• Log-in Grace period
• Send e-mail when clocking out from MISC
• Force employee log-out before session close
• Allow Exact Password for Clock In/Out
• Print employee time slip
• Print Revenues Report

There are also some POS Operations that give managers control over timekeeping procedures and errors (such as when employees forget to clock out before leaving or when certain employees might collude amongst themselves to clock each other in and out.)

• View Employees
• Clock-out employees
• Edit Log-in Data
• Employee E-mail

Clocking In and Out

You may configure your system to include multiple procedures in the clock-in and clock-out processes:

• Clock-In Options
• Receive e-mail on clock-in
• Clock-in by Employee Number or by Employee Name
• Select job title on clock-in
• Clock Out Options
• Print Revenue Report

No matter how you’ve configured the clock in/out process, employees always begin the clock in/out process by touching the [EMPL] button at the base of any POS Status Screen:

Each time someone touches the [EMPL] button, a list of active employees appears on touch screen buttons.  Off-duty employees are listed on gray buttons, those currently on the job appear on green buttons, and employees on break appear on red buttons, as in the screen shot below:

Employees clock themselves in (or out) by touching their name on this list and responding [YES] to the following prompt:

Restaurant Manager will then prompt the employee to identify themselves with the Employee ID your system has been configured to accept.

The "Clock-Out" process is very similar to the "Clock-In" process.  Press the [EMPL] button at the base of the Status Screen.  Restaurant Manager will prompt you to enter the Employee ID.  If your system is configured to print a Revenues Report, Restaurant Manager will ask whether or not you wish to print this showing the revenue generated and tips earned by a specific employee during the current shift.

To finalize the clock-out you must enter the employee password or swipe an employee ID card.

Employee Breaks

Restaurant Manager provides a mechanism for implementing un-paid employee breaks. You will use the [Employee Break] function at the POS is your establish currently has such a program. Once the [Employee Break] function is pressed, the system will record the break hours and will not calculate wages against the time period of the employee break. This function may also be used for the time period between two shifts in the same session and you want to balance both shifts with only one employee Revenue Report.

If employee breaks are used in your establishment logic dictates this will be a frequently used function. You will want to configure the employee break button to be on the Main Status screen. You will also want to configure your system to allow other employees to have access to other employee’s tables, if a full service establishment, so that service can continue for customers with active orders. The alternative is to have employees going on break to transfer tables to another employee.

Pressing the [Employee Break] button will trigger a prompt where you can enter an employee number. If your system is configuration to show names, the screen will display a list of employees who are currently logged into the system. The list is color coded: Green buttons are employees logged into the system and available for breaks and red button represent employees currently on break. Selecting a name will bring about a confirmation prompt with the effected employee. Press the [Yes] button to continue or the [NO] button if you want to cancel the process. However, if you are using Enhanced Passwords, you simply need to enter your password and select the [Employee break] button and then press the confirmation prompt.

When the break time is over, press the employee Break button, choose the name and answer [Yes] to the confirmation prompt.

If needed, Employee Breaks can be edited using either the Edit Login function at the POS or the Edit Login Data function in RM BackOffice.

Employee breaks are recorded on the following reports:

• Employee Time Slip
• Employee Revenue Report
• Employee Breaks

Clock-ins at 24 hour operations

You have two options regarding clock-ins when using 24 hour mode. There is a Station Configuration setting allowing employee to be clocked out and then back in or not to clock out. In a cashier environment it is recommended that you enable the option to clock them out in and back in automatically. Using this option will start a new revenue report for the new session for all employees.

Clock Outs by Manager

Managers have an option at the POS where they can log out employees outside of using the [Empl] timekeeping function button. The [Clock Out Employee] is the function you will want to use when wanting to clock out employees at the POS. The advantage to using this function is there is a greater selection of time out options available including:

Current Time- Allows the user to clock out the employee at the current at the POS.

Same as Login Time- Allow user to set the hours to zero. When used in conjunction with “Send e-mail when clocking out employee form MISC” Station Configuration setting, you can place the responsibility on the employee to inform the manager when they left and then edit their hours.

Schedule logout time- This is a legacy function for users with Quick Staffer.

Manual Entry- This function allows the user to clock out an employee either for a previous or future time typically within the same business day.

The Clock Out Employee function honors all prompts assigned to a job class assigned in the Job Classification form and in the Station Configuration. You cannot clock out an employee who has active order.

Force Employee logout before session close

Clock-out Employees - If several employees have forgotten to clock out, the manager can clock them out by selecting MISC->Clock Out Employees from [MISC] in the Main POS Status screen.  This option not only saves keystrokes over clocking them out one-by-one, it offers several options for entering the clock-out time.  When using this option, the POS program displays a list of employees that are clocked in.

Allow Exact Password for Clock In/Out

The Station Configuration Form allows you to set a security level for clocking in and out of the system.  It is not recommended that you leave this security setting at zero.  If you do, employees may freely clock-in their friends whether or not they’re actually on the premises.  This option provides the ability for ALL employees to clock in or out of the system regardless of their security level, provided they enter their own password.  To enable this option, go to RM BackOffice >Setup >Station Configuration and check the option “Always allow exact password for employee clock in/out.”

Regardless whether this option is enabled or not, if an employee wishes to clock in or clock out someone other than themselves, they must have a security level higher than the setting defined for the “EMPL” function in RM BackOffice > POS Function Buttons Layout.

Printing Employee Time Sheets

An employee time sheet can be printed which shows all clock-ins (and clock-outs) for the current pay period.  The time sheet provides a blank line for the employee's signature/approval. In addition the slip shows cumulative totals for tips entered from sales tips paid to others, and tips received from others. To print a time sheet, select [MISC] from the main POS screen, then select [TIME SHEET] from the pop up selection window.  Restaurant Manager will ask for the employee number, and then print the time sheet on the receipt printer.

NOTE: The pay period is set from the Payroll Options Setup Form.

Employee Work Schedules

Restaurant Manager allows you to define Work Schedules for any or all of your employees. This function should not be confused with weekly employee work schedules that are posted. Rather, this feature is useful if you are using Restaurant Manager to calculate payroll.  It allows you to improve the accuracy of your Payroll Reports by preventing early clock-ins and late clock-outs at the POS.  It also provides control of individual employees who arrive chronically late. 

An employee without a defined Work Schedule may clock-in and clock-out freely whenever arriving or leaving the work place.  If an employee with a defined Work Schedule tries to clock-in or clock-out at a time other than the time specified in the schedule, Restaurant Manager will prompt for the Manager's Password. 

You can define a grace period that will apply to all employees with defined "Work Schedules".  A grace period is the number of minutes early or late that you will allow clock-ins and clock-outs WITHOUT prompting for the Manager's Password.  See Login/Logout grace period (minutes).

Schedules Setup Form

Work Schedules for each employee are defined from the Schedule Setup Form:

To define a Work Schedule for a particular employee:

1. Click on the "Employees" icon on the tool bar at the top of the screen to call up the setup form.
2. In the Employees column on the left of the screen, highlight the name of the employee for whom you wish to define a work schedule...OR click on the [ADD] button to add a new employee to this list.
3. Click on the "Schedule" tab to call up a blank Schedule form.
4. Click on the "Create Schedule" button to activate the Schedule form.  By default "Yes" will appear in every half hour block on the schedule.
5. Click and drag with your mouse to highlight a block of time this employee is NOT scheduled to work.
6. When you release the left mouse button, a pop-up menu will appear allowing you to toggle the highlighted blocks to "No".
7. Repeat steps 5 & 6 until the employee's schedule is correctly defined onscreen.

Employee Tips, tracking & reporting

Restaurant Manager can be configured to track and report tips in a variety of ways:

• Restaurant Manager can automatically calculate "tips earned" as a percentage of the sales generated by an employee.  In fact, in some states employees are required to declare a percentage of the sales they generate as income.  In those states, obviously, displaying this percentage amount on Payroll Reports is particularly useful.  Restaurant Manager can also record tips declared, tips paid to others, and tips received from others. These tips are recorded on various labor report located in the RM Reports Module and are necessary if enrolled in a government tip program.
• Restaurant Manager can record the actual amount tipped on each transaction.  In fact, when the amount tendered is in excess of the check amount, Restaurant Manager will, by default, process the excess amount as a tip for all forms of payment except "Cash". 

Tip Declaration for Sales

Restaurant manager allows a server to enter in a tip based on sales. Restaurant Manager has the capability of tracking all tips but allows the employee to enter in all actual tip money received. Here is an example; Server 1 has $200 in credit card tips and tips out $50 dollars to various employees (bus staff, bartender, etc.). Here actual take home tips are $150. Server 1 will want to declare $150 in tips (depending on current tax regulations).

The tip prompt is configurable by job class in the Job Classification form. Employee can also use the Revenue Report to determine tips from sales if necessary. The “Declare tips from sales” prompt will occur during the employee log out process. Employee can also enter tips for any login within the current pay period using the [Declare Tip] function button found under the MISC function on the POS Main Status screen. Declared tips can be adjusted by management using “Edit login Data” found in RM BackOffice under Activities > Edit Login Data.

Declare Tips Paid To Others

Restaurant Manager allows for the tracking of tips paid out to others. This ideal for accurate tip tracking and is necessary if you are participating in a government tip program. The information recorded only tracks that there has been a tip out and not the specific employee who the tip was paid out to.

The tip prompt is configurable by job class in the Job Classification form. The “Declare tips paid to others” prompt will occur during the employee log out process. Employees can also enter tips paid to others for any login within the current pay period using the [Declare Tip] function button found under the MISC function on the POS Main Status screen. Declared tips can be adjusted by management using “Edit login Data” found in RM BackOffice under Activities > Edit Login Data.

Tips receiver from others

Your system can be configured to enter and track “Tips received from others”. This function is used to track tips for employees that receive secondary tips (i.e. bartenders, bus staff, cooks, etc). Secondary tips are those not received directly from the customer. Instead, secondary tips are usually received from other employees.

The tip prompt is configurable by job class in the Job Classification form. The “Tips received from others” prompt will occur during the employee log out process. Employee can also enter tips received from others for any login within the current pay period using the [Declare Tip] function button found under the MISC function on the POS Main Status screen. Declared tips can be adjusted by management using “Edit login Data” found in RM BackOffice under Activities > Edit Login Data.

Tip Sharing

Restaurant Manager provides the option to allocate a portion of an employee’s sales and/or tips into a tip pool for other employees.  Tip sharing information is printed on employee revenue reports and can be added to the employee’s cash due amount at the end of their shift.

Tip sharing can be configured independently for each job classification.  In addition, the computation can be based on total sales and/or sales by group type.  Here are a few examples:

• Waiters and waitresses share 5% of liquor sales with the bartenders and 1.5% of total pre-tax sales with runners.
• Bartenders share 5% of liquor sales and beer sales with the cocktail waitresses and 3% of beverage sales with the runners.

For each job classification, you can define as many tip pools as desired.  Each tip pool allows tip sharing from one job classification to another.  For example, waiters share their tips with bartenders and runners, while bartenders share their tips with cocktail waitresses and runners.

To configure tip sharing, go to RM BackOffice >Setup >Labor >Job Classifications and highlight the desired job classification on the left, and click on the Tip Sharing tab on the right.

Click the [Add] button to add an additional tip pool to the current job classification.  For each tip pool, define each setting as described below:

Job Class:  Choose the job classification that is RECEIVING the tips.  For example in the case of waitresses sharing their tips with the bartender, choose “Bartender” as the job class.

Computation Method:  Choose the desired computation method.  The tip share calculation uses this value as the base amount for computing the percentage tip share. 

Percentage:  Enter the percentage of the tip share.  This percentage is multiplied by the value chosen by the Computation Method above.

Group Type:  Select a group type for computing the base value of the tip share.  Note: this is only used when the computation method is set to “Group Type.”  This value is ignored for the other computation methods.

This process can be continued to add additional tip pools for each job classification.

Note: the tip sharing calculation is included on the employee revenue report only.  It does not carry through to the back office reports or the accounting interface.  Also, the tip sharing feature computes the amounts that each employee must contribute TO the tip pools at the end of their shift.  The system does NOT divvy up the money in the tip pools and show how much goes to each employee.

Tips Calculated Automatically

You can set and track a percentage of an employee’s sales if needed. This number can be used to audit against declared tips to make sure employees are in compliance with store policies. The percent is enter in the Store Information setup form located in RM BackOffice under Setup > General > Store Information > Tip Rate % field.

Tip Tracking and Reporting

Tips can be tracked throughout the Restaurant Manger System. Below are some of the area and reports that can be used

At the POS

• Employee Revenue Report- lists non cash form of payments

• Employee Tip Sheet- tracks cumulative tips declare, paid to others, and received for other for the pay period
• Employee Tip Button- shows cumulative tips declare, paid to others, and received for other for the pay period.
• Flash Report- Shows cumulative non-cash tips received from all employees for the session.

RM BackOffice

• Session View/Edit- use this function to view tips. You can sort the information in a variety of ways to make view tips user friendly. More information on this function can be found under the subject View Session Data.
• Revenue Reports- Use this function to review an employee’s revenue report from any time period needed. More on running this report can be found under the topic: Employee Revenues Report

RM Info Center

Tip information can be obtained using the Labor Report under the Dataminer section of the RM InfoCenter program. You can customize and save a report to specifically track tips by employee. More on information on RM InfoCenter can be found under the topic: RM Info Center.

RM Reports Module

Individual transaction tips can be obtained using the following reports:

• Session Detail- This report can be filtered down by employee and payment type.
• Employee Payment Detail- This report list each individual transaction and tips associated with the transaction.

The following reports will list an assortment of cumulative tip categories for tracking and reporting purposes:

• Wage Summary
• Wage detail
• Activity Summary
• Activity Detail
• Job Class Detail
• Gratuities
• Employee Time Keeping
• ATIP Tips
• Employee Tips
• TRAC Tips
• TRDA Tips Employee Sales and Tip Totals

Payroll Options

Before you can issue any payroll reports, you must define the pay periods, set over time rates, etc.  The pay period is used to create the employee time sheets that are issued from the POS Modules.  All clock ins and clock outs during the pay period will appear when an employee prints a time sheet.  The pay period is also used to generate Wage Summary and Wage Detail Reports (with or without overtime calculations).

Changing the pay period does not affect employee reports, nor does it cause any data to be destroyed. 

From the Payroll Options Setup Form you can define start & end dates for the pay period and calculate overtime.

The fields that allow you to set Payroll Options are organized in two sections:

PAY PERIOD OPTIONS

• Duration- Click on the down arrow to the right of this field to select “Semi-monthly”, "7 Days" or "14 Days" as the duration of the pay period.  In “Semi-monthly” mode, each month has two pay periods; one running from the 1st of the month to the 15th, and another from the 16th through the end of the month. The "7 days" option will calculate over time on a seven day period based on the Start Week Day, Start date , and Threshold settings. The '14 Days" will calculate over time on a seven day period based on the Start Week Day, Start date , and Threshold settings. The setting that you select will affect the "Current Pay Period" filter option in RM Reports and the Time Sheet function button at the POS.
• Start Weekday- Click on the down arrow to the right of this field to select the day of the week on which you wish to begin the pay period.  This field is used simply to validate the start date of the pay period.  Restaurant Manager will not allow you to enter a start date that does not begin on the correct day of the week.
• Automatic Pay Periods- Check this box if you wish to set a new pay period automatically
• Start Date- Type the date on which you wish to start the pay period.  This date will be overridden if you activate Automatic Pay Periods.
• End Date- Type the date on which you wish to end the pay period.

OVERTIME OPTIONS

• Threshold (hours per week)- Type in the number of hours (usually 40), which should serve as the threshold at which overtime pay takes effect.  Any hours worked by an employee during a single week of pay period in excess of the Overtime Threshold are multiplied by the Overtime Multiplier (below).

Example: if the pay period duration is set 14 days and the threshold hours is set to 30 the system will calculate overtime 30 hours per week. In our example we have the Payroll Option settings configured as follows:

• Pay Period = 14 days
• Start weekday = Sunday
• Start date = 10/3/2010
• End date = 10/16/2010
• Threshold (hours per week) =30

The first week should calculate any overtime for hours over 30 between 10/03/2010 and 10/09/2010. On the 1st Sunday of the second week (10/10) the system will reset so the second week should calculate any overtime for hours over 30 between 10/010/2010 and 10/016/2010.

Note: overtime would not be paid until hours logged over 60 hours each week if the threshold hours were set for 60 hours and the pay period was set to 14.

• Overtime Multiplier- Type in the multiplier rate Restaurant Manager should use to calculate overtime pay.  By default this field should is set to 1.5 which corresponds to time and a half for overtime.  If “OT Rate” is set under the Employee Setup Form, this multiplier is overridden.
• Use override dates- Check this box if you are going to manually calculate a pay period using the fields below.
• Start date override- Enter date that your pay period began on.
• End date override- Enter the date the pay period began on.
• Calculate Overtime- Click on the [CALCULATE OVERTIME] button after setting the appropriate pay period options to calculate overtime pay for a given pay period.  You should execute this option whenever you Edit Login Data for a previous pay period as well as when calculating overtime for the current pay period. Pay close attention what dates are entered. Note: It is recommended that you calculate only one week at a time. If your threshold is set to 40 hours and you calculate a two week time period, any hours in the second week over forty hours will be calculated as overtime.

If Daily Overtime is enabled, then overtime is computed using the following rules:

• Anything over 8 hours in a given day is 1.5 times
• Anything over 12 hours in a given day is 2 times
• Anything over 40 hours in a given week is 1.5 times
• Only the first 8 hours of each day is counted towards the 40 hours/week.

Restaurant Manager does NOT handle overtime for the "seventh consecutive day" which should be paid at 1.5 times for the first 8 hours and double time after 8 hours.

The overtime rate is computed as a weighted average to yield the correct total pay.  For example, if someone works 14 hours on a given day, everything after 8 hours is paid at 1.5 times and everything after 12 hours is paid at 2 times; so he will earn a total of 6 hours overtime, 4 hours at 1.5 times, and 2 hours at 2 times.  If the base hourly rate is $5.00/hr, then the overtime pay will be:

Restaurant Manager does not show these individual overtime periods.  Instead, it will combine these periods into a single overtime period with a weighted average of the hourly rate to yield the correct total wages.  In this case, Restaurant Manager™ will show 6 hours overtime at $8.33/hr.

Overtime Considerations

In the United States, the states of California and Colorado require additional steps to calculate overtime. Please see the following documents for more information:

• California Overtime
• Colorado Overtime

NOTE: If there are errors in any Wage Reports or Time Slips, you can make adjustments to the actual dates or times worked by a particular employee from the "Edit Login Data" screen (as discussed below) and then re-issue another report for the same pay period.

Adjusting Employee Login Times

Restaurant Manager allows you to adjust the login and logout day or time for any employee on your payroll.  These adjustments will affect both the Payroll Report and other Sales Reports.

Adjusting Time in RM BackOffice

If you have defined Work Schedules for your employees, it is unlikely that you will need to adjust the hours or job classification code(s) that are used to calculate payroll.  However, Restaurant Manager allows you to make adjustments to the days, hours & job classification code(s) or any employee, regardless of whether you may have defined a Work Schedule.

To adjust the login or logout data on a particular employee, select the "Edit Login Data" option from the "Activities" drop down menu.  See screen below.

Filtering Data

Use the following fields to filter employees displayed in the Login's section of the form:

• Editing Time- One Employee at a Time- Click on “Show login by employee” and select the employee from the Employee List directly below. You can sort employee information by number or name by means of clicking on the column heading in the Employee List Column. Once an employee is selected, only their information will be displayed on the Login/Out section of the form. Note: inactive employees are grayed out on the employee list section

• Editing Multi Employees- Same Time Period- Click on the “Show logins for all employees”. You can then sort by date and job type.
• Show only active employees- use this function to display only those employees marked active in the Employee Setup Form. In other words, inactive employees and blank cells will no longer appear on the employee list when enabled. Note, this function is only available using the "Show logins by employee" function.
• Dates- Click the down arrow on the “Dates” field to choose from pre-set dates (i.e., Today’s Date or Yesterday’s Date) or set this to “Set Manually” and enter the start and end dates of the period you wish to review and press [Set Filter].
• Job Type- Click the down arrow on the “Job Types” field to choose from pre-set job classifications (i.e. waitress, bartender, cook, etc.) and press [Apply Filter Changes].
• Show records- This field option allows you to filter records that have not been edited (Not Modified) or records that have already been edited (Modified) or you can use the default setting “All”.
• Hours- You can further filter employees displayed by filtering hours. Click on the down arrow next to the field setting and select one of the options:
  • Is greater than
  • Is less than

In the field setting next to the two options mentioned directly above you can enter in the hours you wish to filter with. So, if you enter in “is less than” and use 20 hours, the records listed below will only display employee that have 20 or less hours accumulated for the period set using the date filter.

• Declared Tips- You can further filter employees displayed by filtering declared tips. Click on the down arrow next to the field setting and select one of the options:

• Is greater than
• Is less than

In the field setting next to the two options mentioned directly above, you can enter in the declared tips you wish to filter with. So, if you enter in “is less than” and use $100 in declared tips, the records listed below will only display employee that have $100 or less declared tips accumulated for the period set using the date filter.

• Clear Filters- use this button to remove all edited filters and restore default filters.

Navigating Employees

Use the scroll bar to navigate the Employee List . Search for a specific employee by clicking on any row on the employee list and type a name in the format it was entered. Hint:the system will search for entries in alphabetical order starting from the row the user initially clicked on. Search result will be highlighted in blue and criteria matching typed entries will by shaded in black. Example: clicking on row 10 and typing "Brown" will bring the user to employee 20 (Brownlee, Justin) despite employee 3 (Brownell, Lauren) being first alphabetically. For the reason is suggested you start your search by clicking on employee 1.

Login/Out Records

When activated, this field will display all employees who match the criteria entered in the filter fields. You can select the desired record and either double click on the line or select the [Edit Selected Record] button to edit the record.

You can now select and edit information in any active field. You will notice there are two columns: Original and Modified. You can use the original field as a base in the event a mistake has been made will modifying. This form allows you to change the following:

• Login Time
• Logout Date
• Job Type
• Pay rate
• Declared Tips
• Tips paid out to others
• Tips received from others
• Break Hours

If total hours are your only interest, you can enter in total hours worked and the logout times will be adjusted automatically. In addition, data in the “Total Pay” field will be adjusted automatically as you make your changes. The [Discard Changes] button on the bottom of the form will set the Logout Time and Date to be the same as the Login time and Date thus making the “Hours Worked” and “Total Pay” fields zero. Hit the “Save Changes’ button to save your changes and exit the form.

In the event you make a mistake after making a change (i.e. you inadvertently entered data for a wrong employee), use the [Reset to original values] button to restore the original timekeeping settings for the employees record.

Note: You will see warnings such as “Login time is later than logout time!” This is to help you to be more careful in editing the Login/Out Record. If this message appears, edit the time appropriately and save you changes again.

Add New Record

Restaurant Manager allows for adding the hours for a complete shift for a previous day in the event the employee completely forgot to punch in or out. Use the Date field at the bottom of the form to enter the date for the missed shift and then click on the [Add New Record for selected date]. Using this button will affect the following confirmation prompt:

Answer [YES] to continue the process and fill in the fields as described above.

Adjusting Time at POS

Employee timekeeping data can be modified before and/or after an employee clocks out of the system.  This option can be used for making corrections when employees forget to clock in or out, or if they clock in under the wrong job code.  To modify employee login data, choose the [Edit Login] function button under MISC options in the main POS area.  The POS program will display a scroll window showing the login’s for the current year.

Use the Arrow buttons on the right of the scroll window to locate the login of interest. You can also use the [Empl], [Date] or [Year] [function buttons displayed on the screen to filter down the information. When the correct login is highlighted, press the button “Edit Login.”  The following box is displayed to allow modification of 1 or more of the timekeeping parameters.

If the shift is over (i.e., the employee has already clocked out), the “Logout time” is enabled; if not, the time is blank and the button is disabled.  To change any of the data, just press the corresponding button.

When editing the “LOGOUT” time, if you enter a time that is earlier than the LOGIN time, the system will assume that a midnight crossing has occurred and will automatically adjust the “LOGOUT” date to the day AFTER the LOGIN date.  After adjusting any of the parameters for a shift, an “X” is placed in the “MOD” column to indicate that the shift data has been modified.

Two options on the above illustration, Job Rate and OT Rate, are configurable to be displayed. You may want to disable these two options so employees do not see what others are being paid.

Employee Break

For businesses that do not pay their hourly employees for break time, Restaurant Manager can be used to record the in/out times for breaks.  Rather than clocking out and clocking back in (which requires all the employee’s checks to be settled), the employee can go on break and return from a break without affecting his open checks.  The employee wage reports are also adjusted for breaks taken.

An employee records the beginning and end of a break by use of the “Employee Break” under MISC in the main POS screen.  If you wish to make this function more accessible, you can configure the button to appear in the main function area.  See section Employee Breaks for more information.

Employee Reports

Your system includes a wide variety of employee reports.  You can print lists of employees; generate time slips, or issue reports detailing wages earned, hours worked and sales generated by individual or groups of employees.

The employee reports listed below can all be issued by selecting the “Labor” folder in the RM Report Module. The Report Module can be access using the “Report Interface” icon the RM BackOffice toolbar or selecting “Reports” on the menu bar and then click on Report Interface. These reports can also be accessed at the POS using the [Full Reports] function button located under the [MISC] function of the POS Main Status screen. For a detailed description and a sample print out of each report, see the Restaurant Manager publication entitled, “Reports User Guides”.

When issuing an employee report, Restaurant Manager displays the reports filter on the form so you can filter the report before issuing it.

Employee List Report

To issue an Employee List showing name and phone number for some or all of your staff, you must access the RM Report Module using the Report Interface icon on the BackOffice Toolbar or the [Full Reports] function button at the POS. There are two reports you can choose from under the “40 column POS Report” folder:

• Employee List- list all employees
• Employee list by job class- sort employee by job class

When issuing an employee report, Restaurant Manager displays the reports filter on the form so you can filter the report before issuing it.

 Revenue Reports

You can configure your system to issue time slips and/or revenue reports from the POS Module when the employee clocks off the system. If your system is configured for Server Banking, you also access the Revenue Report from the RM BackOffice by selecting “Reports on the Menu bar and the clicking on “Revenue”.

Employee Contests

One way to motivate your servers to sell more is to identify which menu items generate the best profit margins and offer an award to the server who sells the most of these items.  To run a sales contest you must:

1. Define the menu items you wish to track on the Contest Setup Form. 
2. Issue an Employee Contest Report for the period you wish to track. 

Menu Items may be added to or deleted from the Contest Setup Form as often as you wish.  As soon as you add an item to the Contest Setup Form it will show up on all Employee Contest Reports, even when the reports covers a period prior to the date the item was actually added to the Contest Setup Form.

Sales contests are usually run over a specified period of time such as a week or a month.  But you may also issue an Employee Contest Report on a single Sales Session. 

Sales of Tracked Items also appear on two key POS reports.  When employees clock out, they may print a Revenues Report that details the tracked items they have sold during the current Sales Session.  And the Flash Report shows total sales of tracked items by all employees during the current Sales Session. You may also access contest information in the RM Report Module under the “40 column POS Report” folder by selecting the “Employee Contest” report.

Contest Setup

Use the Contests Setup Form to identify the menu items or menu groups you wish to track as part of a sales contest:

Tracking Sales of Menu Groups

To track aggregate sales of all items in a given Menu Group:

1. Click on the [Add] button on the right side of the form
2. Type in a name of the group or a few letters with the name of the group on the “Enter search string” field and click on [Search]

3. Select a group from the list and double click to add.
4. Hit [OK] to exit form or continue to add new groups using the steps above.

Tracking Sales of Menu Items

To add a menu item to the Contest Setup Form in the RM BackOffice Module:

1. Open the Contest form
2. Click on the Items tab
3. Type in a name of the menu item or a few letters within the name of the menu item on the “Enter search string” field and click on [Search]
4. Select the desired menu item from the list and double click to add.
5. Hit [OK] to exit form or continue to add new menu items using the steps above.

Removing/ Disabling Contest

You can discontinuing tracking items at the POS by selecting the item/group and do one of the following:

Disable- Disabling the group/item will make it available for use at a futures date and while also giving you the ability to go back and retrieve data if needed.

Delete- You can delete a contest if the data is no longer needed. The information will no longer be available once the menu item/group has been deleted from a contest.

Edit Contest

You can change the name of a menu item/group of a current contest by selecting the name on the list from the respective tab and click on the [Change] button:

1. Type in a name of the menu item group or a few letters within the name on the “Enter search string” field and click on [Search]
2. Select the desired menu item from the list and double click to change the selection.

Training Mode

ASI training mode can be used for training new employees.  Training mode utilizes data in a “training” subdirectory and therefore any actions performed in training mode do not affect the sales figures for the live system. 

Go to Setup >Labor >Training Mode to configure the training mode. The following dialog is displayed:

First, enter in the name of the training mode (i.e. training). Next, click on the [Copy Data to Training Directory]. Using this button will create a snapshot shot of the current data contained in the rmwin folder.

Note: it is important that you map the POS stations directly to the Rmwin folder.

Every time you make add an employee or make significant changes to your system you should update the training mode. The name of the directory should remain in place when re-entering the POS Training Mode Setup form. The only step to you need to update the training mode is press the [Copy Data to Training Directory] button on the form.

Note: Not all files are copied into the Training Directory (i.e. security.dbf)

Training at the POS

You can enter access the Training Mode at the POS station under the [MISC] functions of the POS Main Status screen and select the [Training] function button. If the training directory is configured properly, the Title Bar will begin flashing to indicate that the system is in training mode. 

While in training mode, the POS program has the following special characteristics:

• You may not open/close the session (the session must already be open when you copy the data to the training directory).
• You may not run certain POS reports.  The reports that do run may not be 100% accurate as certain information is not saved during training mode (e.g., item sales info <SDETmmyy>, and payment info <PMTmmyy>
• All printer output is automatically directed to the screen.  This includes remote kitchen printouts, guest checks and credit card receipts.
• If credit card authorization is enabled, credit cards are automatically processed in DEMO mode (i.e. the POS will simulate credit card approvals).

The following interfaces are disabled: 

• Club interface
• PMS interface
• Debitek
• Givex

To revert to “Live” mode, press [MISC] from the main POS screen and select the “Training” option again. You should receive the following message once upon re-entering the Live Mode

(continued in Customer Management)