Open topic with navigation

(continued from Hostess Module)

Tabs Module & Fast Transactions

Bars or nightclubs that allow customers to open tabs should use the Tabs Module.  The Tabs Module is distinguished by:

1. The Tabs Status Screen
2. Certain POS Operations designed for use only in the Tabs Module
3. Recommended configuration settings that enhance the operation of the Tabs Module

Tabs Status Screen

In the Tabs Module, pending or “open” orders are displayed on the Tabs Status Screen which includes many common features that appear on all POS Status Screens:

Order Button Area

The body of the Tabs Status Screen is used to display buttons for each of the “open” or pending orders that has been processed in the Tabs Module.  New orders (and order buttons) are created each time you start a new order.

Restaurant Manager uses color coding to display the current status of any pending tab order.  The status options include:

Open an Order- Every time you use the [NEW TAB] button or the [CC TAB] button to start a new order, the system creates an order button that is displayed in the Order Button Area of the Tabs Status Screen.  Gray is the default color for open order buttons.  

Printed- The order button displayed on the Tabs Status Screen changes color every time you use the [PRINT] function button on the Order Entry Screen to print a check summarizing a particular order, Red is the default color for printed orders.

Tab Orders are processed and tracked according to Order Number.  However, the buttons on the Status Screen Order Button Display may be configured to sort orders by: 

1. Tab Number
2. Customer Name or Reference
3. Employee Number

Starting a New Order in the Tabs Module

The Tabs Module can be configured to start new orders in multiple ways.  If Enhanced Password Control is enabled the first step is always to swipe an Employee ID card or use a fingerprint reader.  The next step depends on whether your system has been configured to start new orders with:

• The [NEW TAB] button
• The [CC TAB] button
• The [Fast] Button
• The Clerk Interrupt feature

Credit Card Tabs

You can configure your system to open a new tab with the swipe of a credit card.  The the recording of credit card information is designed to prevent walkouts and charges in excess of what the customer can afford.  Order buttons automatically display the customer name which is read right off the card.  There are two methods to record a credit card information: pre-authorization and non-authorization. The latter method simply records the name, credit card number, and expiration date: it does not verify if funds are available in the card holder's account or check if the card is stolen. The benefit to this method is the cardholder will not have funds"on hold" until the CC merchant clears the transaction. Pre-authorization is excellent for to validate if the card is stolen or if there are available funds in the card holder's account. Restaurant manager allows you to pre-authorize a card for any amount during the initial purchase period and allows for re-authorization when the customer is nearing the initial authorized amount. You must use Mercury Payment Systems for credit card pre-authorization.

Pre-authorized credit card tabs can be initiated using one of the following methods dependant which POS mode you are using:

• When starting a tab using the CC Tab function button on the Tabs Module Main Status screen.
• Within a tab using the CC Pre-Auth function button
• Within a fast transaction using the using the Create CC Tab function button or by enabling the station configuration option "Auto Send to Tab after Authorizing CC on a Fast Trans "(POS Modes > Tab Service).
• Within an open table using the Create CC function button.

To configure your system to start a credit card tab transaction:

1. Configure “Automatic Credit Card Detection”. Access this form to setup credit cards, with their number ranges & types, so that they will be automatically detected after swiping during settlement.  See Auto Credit Card Detection.
2. In RM BackOffice go to Setup > Screen Layouts > POS Function Buttons Layout and add “CC Tab” to Tabs Main Status screen.

Recalling Credit Card Tabs

Clerk Interrupt

Clerk Interrupt is a feature in the Tabs Module that should be enabled when multiple bartenders (or servers) are sharing a POS station and need to rapidly switch between various open tabs.  Clerk Interrupt allows each user to suspend the order of a fellow bartender to recall their own open order.  As soon as the user inputs their password -- usually by swiping a badge -- the system recalls their last pending order to the Order Entry Screen.  If the user has no open orders, the Tabs Status Screen appears, ready to process a new order.

To enable Clerk Interrupt, use the [Search Settings] button at the base of the Station Configuration Screen to locate and enable the following configuration settings:

• Enhanced Password Control
• Auto start/load tab after begin (clerk interrupt)

When Clerk Interrupt is enabled, it is recommended that the Default Tab Filter be set to “Single Employee” to ensure that each user sees only their pending tabs on the Tabs Status Screen.

When Clerk Interrupt is enabled and the security default is configured for immediate time-out after 1 transaction, a special Function Button must be enabled to allow users to work on multiple orders at once.  The [Exit No Time Out] Function Button may be added to the base of the Order Entry Screen and used to exit one order and access another one without inputting an Employee Password. 

Tabs Station Configuration Settings

The following settings are used to control the behavior and access of the Tabs Module.

Mode Settings

The following settings are found under the Tabs Mode branch In the Station Configuration. The settings listed below control screen and function button behavior.

• Enable- This setting controls a Module Button that may be displayed on the Status Screen(s) of other POS Modules to provide access to the Tabs Module:

When you disable this button you will not be able to access the Tabs Module from the station highlighted on the Station List of the Station Configuration Setup Form.

• Default Revenue Center- This is the default revenue center to use on tabs. More on revenue center setup can be found under the topic Revenue Centers.
• Auto start/load tab after begin (clerk interrupt)- This option can be used when multiple bartenders (or servers) are sharing a POS station and require the ability to rapidly switch between employees by swiping a badge. Note: this option applies to the TABS mode only (not delivery or tables POS). If you wish to use this feature, you must also enable Enhanced Password Control. After swiping in (or pressing the begin button and entering a valid password), the system will automatically load up the last open tab for the employee who swiped in. If there are no open tabs, then a new one will be created. With this option, it is also permissible to swipe a badge from the order entry screen. The system will automatically suspend the current transaction and load up the latest tab for the employee who swiped in. When using this option, one must decide whether users require the ability to have multiple tabs open at once. If so, then you must disable the option "Immediate time-out after 1 trans." When an employee swipes into the system, it will automatically load the "last" tab for the employee. In order to access a different tab, you must exit the order entry screen, and choose the tab of interest. It may be helpful (and reduce clutter) if the "Default tab filter" is set to "Single Employee." This causes the employee who is signed in to see only their own tabs, and not the tabs of other employees.
• Default Tab Filter- Restaurant Manager provides three options for displaying bar tabs -- "All Tabs", "Single Employee" and "Single Station". In all cases, only OPEN tabs are shown (i.e., settled tabs are never displayed). The option you select here is used as a default. It can be changed from the POS terminal.

All Tabs- Selecting this enables viewing tabs for all stations and all employees at once.

Single Employee- As the name implies, selecting this option displays only the bar tabs for a single employee. This is usually the best choice when using server banking (i.e., each server carries his/her own bank). If "Enhanced Password Control" is ENABLED, then Restaurant Manager will display bar tabs for the employee who activated the POS terminal (i.e., pressed the "BEGIN" key and entered his/her password). If "Enhanced Password Control" is DISABLED, then the employee number must be entered when selecting the "Tabs to Display" option from "MISC" on the bar tabs screen (POS).

Single Station- If this option is selected, Restaurant Manager only displays the bar tabs that were created at that station. This option is usually best in a cashier banking environment (i.e., 1 or more bartenders working a single cash drawer).

• Information displayed on tab- This option allows you to choose what information to display on tab buttons. You can display the tab reference only, or Tab # and Employee # in addition to the tab reference.
• Number of tab columns- This option controls the number of tab columns that are displayed on the main tabs screen. The more columns you use, the more tabs that can be displayed at once without having to page to the next screen. There is a trade-off however. By displaying more columns, the buttons are smaller and hence allow less room for displaying the customer's name.
• Ordering/sorting of tabs- This option controls whether tabs are sorted alphabetically by tab reference, or in numerical tab order.
• Tab Status Button Colors- This option allows for defining the button color for tabs that are printed.
• Auto assign base amount on credit card tabs- This function is now located under Station Configuration > Miscellaneous > Interface > Credit Card Options

Tabs Security

The following settings are found under the Security tree branch In the Station Configuration. The settings listed below control who has access to tabs and when.

• Change Screen (Tables/Tabs)- Apply a security level to prevent employees from switching between the two modules.
• Settle a check- Use this field to set a security level to restrict who can settle an order. This is typically used in cashier environments.
• Create new bar tab- You can restrict who may open a tab at the POS by placing a security level on this function thus preventing unauthorized ringing of sales.
• Access an existing bar tab- Apply a security to this field to restrict employees (bartenders) from accessing each other tabs.
• Abort FAST transaction- Apply a security to this field to restrict employees from aborting a fast transaction. This setting can be used as a theft preventative measure forcing the employee to close out a sale before moving to the next.
• Password time-out period-This parameter requires "Enhanced Password Control" to be enabled. This option defines the amount of time (in seconds) that the POS program will wait before automatically returning to "IDLE" mode. As long as there is touch screen activity, or keyboard activity, the POS program will NOT revert to "IDLE" mode.

Avoid using a large time-out value if you want to prevent employees from ringing orders on a different employee's sign-in. For example, one employee could sign in, enter his or her order and walk away from the POS terminal. If another employee uses the terminal before the time-out occurs, then it is possible that transactions are tallied to the wrong person. To ensure this does not happen, you might want to consider using the “Immediate time-out after 1 transaction”.

However, you may want to extend the time out period at a busy bar where only one person has access. Extending the password time out period will prevent the employee from having to enter their password every time they place an order. It is suggested that you train the employee to “End” button if leaving the POS station for a prolonged amount of time.

• Immediate time-out after 1 Trans- Enabling this option causes the POS program to revert to idle mode immediately after completing one operation. This overrides the “time-out period” option. This parameter requires "Enhanced Password Control" to be enabled. The affect will be the employee will have to enter their password before starting a POS operation on the POS main status screen. This option can be over ridden by using the “Exit No Timeout” function button.
• Use Employee badges- This option provides greater security if you are using employee badges. If this option enabled, it is not possible to enter passwords using the touch screen. Instead, passwords must be entered by swiping employee badges. This prevents the problem where an employee can access functions by knowing the manager password. With this option enabled, you must swipe a badge to access the system.
• Share tabs between peers-Enabling this option will allow employees with the same security level access to each other’s tabs.
• Auto start/load tab after begin (clerk interrupt)- Enable this setting to allow users operating the Tabs module to suspend an order displayed on the Order Entry Screen and replace it with an order of their own.

Consideration Settings for Bars and Night Clubs

This section details the BackOffice settings that are usually activated in systems configured for bars and nightclubs.

Night Clubs and bars usually are configured to do Cashier Banking at the Bar stations while waiters and waitresses do Server Banking.

Fast Transactions

In some nightclubs and bars, drink orders are settled as soon as they are rung up. In this case, there is no need to use the Status Screen to track pending orders and it is recommended that you enable “Fast Transactions”. To enable Fast Transactions:

1. Use the Station List on the Station Configuration Form to highlight the Master Configuration (or other station) where you wish to configure the Order Entry Screen as the default display. 
2. Use the [Search Settings] button to locate the Fast Transaction POS Mode and activate the setting: Automatically Begin New Order

After enabling Fast Transaction, the Fast function button can be added to any of the Module Main Status screens using the POS Function Buttons Layout.

Fast Trans Station Configuration Settings

The following settings should be used when using fast transactions:

• Enable- This setting controls a Module Button that may be displayed on the Status Screen(s) of any POS Module to provide access to Order Entry Screen without creating a “pending” order for display on the Status Screen:

When you disable this button you will not be able to access the Order Entry Screen for processing a Fast Transaction from the station highlighted on the Station List of the Station Configuration Setup Form.

NOTE: In the Delivery/Quickservice Module there is a setting labeled “Automatically Begin New Order” that you may wish to activate in place of the Fast Transaction option.

• Default Revenue Center- This defines the default revenue center to use on Fast transactions.
• Auto Repeat- Enable this option if you want repeated fast transactions. After settling a fast transaction, Restaurant Manager will automatically begin another one. This function is useful in quick service / counter service operations as well nightclubs.
• Auto Send to Tab after Authorizing CC on a Fast Trans-

Configuration Suggestions for Fast Transactions

This section details the BackOffice settings that are usually activated in systems configured with Fast Transaction.

Sample Cocktail Menu

The sample screen shot below shows a Cocktail Menu that is configured with both Half Height Buttons and Navigation buttons.

Although there are four groups of cocktails on the menu, the Nav Bar displays only one “Cocktails” group button, the first of four consecutive cocktail groups defined on the Menu Setup Form.

Half Height Button mode ensures that the first and second groups of cocktails always appear together whenever you touch [Cocktails Button] on the Nav Bar. To display up to 120 Cocktails on two screens connected via Navigation Buttons you must create at least four consecutive Menu Groups like those on the sample Menu Tree below.  Each of the consecutive cocktail groups should be configured so that the [Group Button Size] is set to Half Height:

The Half Height configuration ensures that every time the first cocktail group is displayed on the Menu Area of the Order Entry Screen, items from the next consecutive group will also appear on the same screen.  This link shows a sample screen shot where two cocktail groups are displayed in the Menu Area of the Click here The second and the fourth consecutive cocktail groups should be configured with Navigation buttons for moving back and forth between.

Configuring Sample Menu

Follow these instructions to set up four consecutive menu groups that translate into two pages at the POS. First, go the Menu Setup in the RM BackOffice (using demo menu).

Half Height Setup

1. Click on the Cocktail menu group on the menu tree.
2. Set the Group Button Sizes to “Half Height” on the group setup form.
3. Repeat this step for the next two menu groups (Cocktails H-M & Cocktails N-S). The menu groups must be consecutive.

Next Group Button

1. Click on the plus sign (+ ) beside this “Cocktails H-M” page (second group of four) to display the thirty Menu Groups that comprise this page
2. On the last PLU type in the name “Next Cocktail Page” in the Item Name field on the General Tab. Next, select a color from the color field setting that stand out from the regular menu items on the same page.
3. Select the “Advanced Tab on the same menu item. Under the “Next Group Options”, enable the “Chain to Group” option.
4. Under the “Group to Chain To” field select “Cocktails N-S” menu group. This menu group is the third group but will be page two of our special cocktail menu using half height buttons.

Back to First Page

1. Click on the plus sign (+) beside this “Cocktails T-Z” page (last group of four) to display the thirty Menu Groups that comprise this page
2. On the last PLU type in the name “Back to First Page” in the Item Name field on the General Tab. Next, select a color from the color field setting that stand out from the regular menu items on the same page.
3. Select the “Advanced Tab on the same menu item. Under the “Next Group Options”, enable the “Chain to Group” option.
4. Under the “Group to Chain To” field select “Cocktails” menu group. This menu group is the first group but will be page one of our special cocktail menu using half height buttons

Add Group to Navigation Bar

In the RM BackOffice: go to Setup > Menu > Menu Navigation.

1. Select a navigation set from the left column title “Navigation Sets.
2. Select the Cocktail Menu Group from the “Available Groups Column”. Left click on the group, drag the menu group (cocktail) and place it on an existing or blank menu group in the far right column. You may have to add a button in the far right column using the [Add Button] at the bottom of the form.

Large Total Displays

In a bar environment where managers might wish to easily spot check bartenders and other staff are ringing up the correct amounts, you may configure the system so that:

• The Running Total on the Order Entry Screen is displayed in a large font
• The final total is displayed on the Settlement Screen in extra large font

(continued in Delivery Quickservice Module)