3700 - manager guide - hbboys.com manager guide 1.08.pdf · 7 micros 3700 – manager guide revised...

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Micros 3700 – Manager Guide Revised 1/31/2008

MANAGER GUIDE

Micros 3700 The manager’s world revolves around five aspects when it comes to your Micros 3700 point-of-sale system:

1. Powering Up! – Enabling your operating system 2. POS Configurator 3. Autosequences and Reports 4. POS Operations 5. Maintenance – Re-booting / Re-loading your system

This guide serves to provide clarity for managers within these five areas. Use the reference guide below to efficiently navigate to the section you seek.

Powering Up! 3

POS Configurator 7

Autosequences and Reports 11

o Autosequences 12

o Reports 13

Report Profiles 19

POS Operations 31

o Function Screen 31

Procedures

• Split a Check 33

• Share 34

• Add/Transfer Check 35

• Pick Up a Check 36

• Manual Credit Card 37

• Paid In / Out 38

• No Sale 38

Reports

• System Balance 39

• System Summary 39

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• Open Checks 39

• Employee Open Checks 39

• Serving Period 40

• Clock In Status 40

• Dashboard 41

Check Functions 43

• Reopen Closed Check 43

o Manager Procedures 45

Reports 47

Procedures 49

• Timecard Adjustments 49

• Close Shift 51

• Serving Period 51

• Redirect Printer 52

• Employee Shift 53

• Employee ID 54

• Employee Assignment 55

• Menu Item Availability 56

• Menu Item Prices 57

• Assign Drawer 58

• Cashier Reporting 61

• Begin Till Loan 63

Navigation 65

Maintenance 67

o Rebooting your System 67

o Reloading your Database 68

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Powering Up!

Micros 3700 is essentially driven from your back-of-house server. For the most part, your

POS system is always running. If for some reason your system is not up and running, it’s

relatively easy to re-start the connection.

Your system is running on one of two operating systems: version 3.2 or 4.0. The means by

which you re-start the connection is subtly different for the two versions. Read through

the next couple of pages for to determine your course of action.

• Version 3.2 – Start up via MICROS Control Panel

• Version 4.0 – Start up via Start RES shortcut found on the desktop

Here it is in a little more detail:

Version 3.2

1. Initial programming should have all necessary icons on the desktop:

2. If these icons are not present, they can be found through the Start menu:

• Start / Programs / MICROS applications / MICROS Control Panel

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3. With the MICROS Control Panel now open, you want to click on Front of House

This means – All systems are go!

Select OK

Switching status from Off to Front Of House

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Version 4.0

1. Double-click on Start RES icon, found on your desktop:

2. If it’s not found here, go through the Start menu:

• start / Programs / MICROS applications / MICROS Control Panel

3. The MICROS Control Panel will look like this:

4. Your Log In screen should pop up on the server. Minimize this so you can work off

your server on other applications. Your Workstations will load and then be ready

to go!

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POS Configurator

Appropriately named, the POS Configurator services many of the different ways in which your system is configured. Fortunately, the bulk of these configurations have taken place during the initial programming. For you, the primary reason that you use the POS Configurator is the adding and editing of employees. Follow these steps to add or edit employee information:

1. From the desktop, sign into POS Configurator. 2. Log In using your manager code.

3. Select from the Employees tab.

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4. The first step when adding a new employee is to click the plus sign towards the top of the screen:

5. From here, there are four tabs in which information for your employees needs to be added/edited:

a. General tab

• For this example, employee #67 has been generated.

This number can be changed by double-clicking on it; a new available number can then be entered.

• Fill in all applicable information.

• When you move to the next tab, information from this tab

will be saved.

SAVE

UNDO

ADD

DELETE

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b. POS tab

c. Hourly Job tab

d. Security tab

6. Once these tabs are filled in, click the green check mark to save. That’s it.

The information will automatically be uploaded to the POS workstations.

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Autosequences and Reports

Autosequences and Reports… Reports are reports are reports. There are no surprises here as to what you will find. Autosequences, on the other hand, involve a little more definition: Essentially, Autosequences are an automated sequence of events that can run reports, stored procedures, and external programs (manually or at scheduled periods of time). Setting up the Autosequences for your business is truly a matter of preference, based in large part on what information you value. We will cover this more in depth shortly. And even though reports are still reports, we will have even more detail to share on these options. To get started… You can then start the module by double-clicking the icon on your PC’s desktop. If the Autosequences and Reports icon is not visible, from the Start Menu select:

Programs / MICROS 3700 Applications / Autosequences and Reports. When prompted, enter your Employee ID number and password, and then click OK. You must be specifically privileged to run reports.

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Autosequences

The lists of Autosequence reports are generally determined early on in the programming to suit the needs and wants of the business. Accordingly, what is available on this screen will vary from business to business.

Running an Autosequence Many autosequences are run automatically at programmed times. Some autosequences, however, can be run manually. To run an autosequence, start the Autosequences and Reports module. When you log in, the module opens to the Autosequences folder. Any autosequences you are privileged to use appear as buttons on the folder. (Autosequence privilege levels are assigned to employee classes in Employee Classes / Privileges / Autosequences. The privilege level required to run a specific autosequence is assigned in Autosequences / Privilege.)

To run an autosequence, click the appropriate button. A window opens with a message saying the autosequence has started. When the autosequence is finished, the message ‘DONE’ appears in the window. Some autosequences may be programmed to prompt the user for information, such as a date range. When this happens, a window opens prompting for information.

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Reports Reports come in three formats: full-page, 40-column and POS. A full-page report is designed for standard-size paper, and can be printed on any Windows-compatible printer, excluding dot-matrix printers. All reports include a full-page version. A 40-column report includes basically the same information as the full-page version, but is formatted to be 40 characters wide and is designed to be printed on a MICROS roll printer. A POS report is a 40-column report designed to run from the User Workstation for the entire system. POS reports must be run through an autosequence and can only print on a thermal or auto-cut roll printer. These reports look like standard 40-column reports, but do not use Crystal Report templates and can not be modified. Most reports are designed to provide either revenue center-level or system-level information. For example, the System Sales Detail Report is inherently a system-wide report; you cannot select the revenue centers to include in the report. You can, however, specify a revenue center or range of revenue centers for the Revenue Center Sales Detail Report.

The following are common report selection options: • Date

Many reports include a “from date” and “to date” as selection options. The default value is always today’s business date. For reports that are not consolidated, a report will be produced for each business day included in the range you specify. For consolidated reports, one report will be produced that provides combined totals for the period you specify.

• Revenue Center You can specify one revenue center or a range of revenue centers. All revenue center reports include this selection option.

• Shift You can specify one shift or a range of shifts. The default is always the current shift. This selection option is included on all employee and cashier reports.

• Employee You can specify one employee or a range of employees. This selection option is included on all employee reports.

• Cashier You can specify one cashier or a range of cashiers. This selection option is included on all cashier reports.

• Menu Item You can specify one menu item or a range of menu items. This selection option is included on all menu item reports.

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• Group By

This option is available only on menu item reports. You can specify if menu items should be grouped by family group, major group, or menu item group.

• Time Period This option is available only on time period reports. You can specify one time period or a range of time periods for the report.

Regarding employee shifts - The system tracks and stores employee shift information. When the option Employee Classes / Clock In / Sign In / Increment employee shift on Clock In is enabled, every time an employee clocks in and is not returning from a break the system automatically increments the employee shift. Reports can be run based on the employee’s previous shift, current shift, or a specified date range. With that covered, let’s get into the heart of the Reports… Switch the tab from Autosequences to Reports:

On the Reports folder, related reports are grouped together in general category boxes. Within the general category boxes are more specific category buttons.

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Your Reports are grouped into the following categories: • Sales Balance • Period • Cash Management • Guest Check • Employee • Labor • KDS • Group • Menu Item • GSS • Other From these report categories, a host of reports are available. In just a bit, we’ll share the nutshell version of what each report entails. This will allow you to better pick and choose what reports best suit your business… Before we get to the detail of the reports, we need to cover one more bonus with these specific reports.

When you have selected the report you wish to generate, you will be prompted for range information. This allows you to specify the information to include or exclude from the report. Different reports require different range information. You can see the possible options for each range by clicking the icon beside each field.

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Preview or Print When you have made the necessary range selections, you can choose to either preview or print the report by clicking the appropriate button at the bottom of the window. If you select preview, the report displays on your screen in the Report Viewer. You can make the report larger or smaller on the screen by clicking the Zoom button. You can also print the report from the Report Viewer. If you click the Print button, the report will be printed on the printer designated as your default printer in the Control Panel. You can select a different printer in Report Viewer using File / Printer Setup. Now, on to the reports… The 3700 reports are designed to be easy to learn and to use. Standard blocks of related information are presented repeatedly in a consistent format, so you can quickly recognize them and become familiar with them. These blocks of information are called profiles. Each report is made up of one or more profiles. The explanation of each report includes a list of the profiles included in the report. These profile descriptions are designed to give you a general understanding of what each column in the report is and where the numbers originate. This information is useful when you work with an unfamiliar report, or when you decide which reports will provide the information you need. Quick recap… After opening up Autosequences and Reports, select the Reports tab:

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Now, select the specific category. For example, if you select “Sales” from the “Sales Balance” category box, a host of options appears:

It is from here that you will select the specific report you want, and then select the date range. As you can tell, you have more than a few options…!

Beginning on the next page, we will breakdown the profiles of the different reports available.

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Report Profiles

Sales Profile – The Sales profile provides sales quantity and gross and net value amounts, as well as percentage of total amounts. Return quantity and percentage amounts, and discount values and percentages are also included.

• Consolidated Revenue Center Sales Detail - This report provides the same information as the Revenue Center Sales Detail Report, but for a range of business days.

• Consolidated System Sales Detail - This report provides the same

information as the System Sales Detail Report, but for a range of business days.

• Daily Revenue Center Sales Detail - This report provides detailed sales

information, as well as guest, check, and table totals, percentages, and averages for each order type in the revenue center. Tracking group and labor category information is also included.

This information can be useful, for example, in balancing banks, and comparing sales activity between outlets or departments. The report can also be helpful for financial forecasting and determining staff requirements.

• Daily System Sales Detail - This report provides detailed sales

information, as well as guest, check, and table totals, percentages, and averages for each order type in the system. Tracking group and labor category information is also included.

• Detailed Sales Profile - This profile provides detailed information on

sales, including discounts, returns, voids, corrections, and check data. o Included here are all the fields in the basic Detailed Sales

profile. Some reports that use this profile include additional information in the profile. When this occurs, the additional information is explained with the report.

• Sales and Guest Profile - This profile includes information about sales,

guests, checks, and tables for different order types.

• Credit Card Batch Detail Report - This report gives you detailed information about each record in a settlement batch. Use this report to balance your bank statement. You can print it before or after a

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batch is transferred. It can be printed manually or as part of an autosequences.

• Credit Card Batch Transfer Status Report - This report tells you the

status of a batch that was transferred to the credit card processor to be settled. Any records that were not settled are listed under the status line along with an explanation. Run this report after transferring a batch and use it to determine if any records were not settled. This report can be printed manually or as part of an autosequence.

• Driver-Specific Information - Much of the Credit Card Batch Transfer

Status Report includes driver-specific information. Status and error messages are often similar, but not the same, for different drivers. Driver-specific information shows up in two areas on the report:

Tip Profile - The Tip profile includes information on gross receipts and charged receipts, as well as tip details. Detailed Sales and Tip Profile - This profile is a combination of the Detailed Sales profile and the Tip profile.

• Consolidated Revenue Center Tip Totals - This report summarizes total

tip activity during the selected period for a revenue center and provides revenue center totals and a grand total.

• Consolidated System Tip Totals - This report summarizes total tip activity

that occurred during a selected period for the establishment.

Tax Profile - The Tax profile is used for all the tax-related reports. It includes the type, rate, and amount collected for each tax rate programmed on the Tax Rates form. It also includes taxable, tax exempt and net sales information.

• Consolidated Revenue Center Tax Totals - This report is similar to the

Revenue Center Tax Totals Report except the tax totals are summarized for the date range, rather than being listed separately for each day. Revenue center totals and grand total amounts are included.

• Consolidated System Tax Totals - This report is similar to the System Tax

Totals Report except the tax totals are summarized for the date range, rather than being listed separately for each day. Period totals are included.

• Daily Revenue Center Tax Totals - This report summarizes tax collections

by active tax rate for a revenue center and provides revenue center totals, daily totals, and grand total amounts.

• Daily System Tax Totals - This report summarizes tax collections by

active tax rate for an entire system and provides daily total and grand total amounts.

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Labor Category Profile – The Labor Category profile provides information on the number of hours worked and the associated wages by labor category. Labor/Sales Profile – Information in the Labor/Sales profile is listed by revenue center. Within each revenue center, the figures are grouped by job category. Each job is listed separately, and totals are provided for each job category, as well as for the revenue center. Employee Labor Profile – The Employee Labor profile provides information on the number of hours an employee worked and the associated wages.

• Clock In Status - This report is designed to indicate which employees

are clocked in at the time the report is generated. This information can be useful for a variety of reasons. For example, at the beginning of a shift, you can determine if anyone is late. You may want a list of the employees that are currently working when you make decisions about who to send home early. Or, before generating any of the labor reports, you may want to verify that everyone is clocked out.

• Consolidated Employee Job Summary - This report is similar to the Employee Job Summary except information for each employee is consolidated into one set of figures for each job, rather than being individually listed by date. The report also provides totals for each employee for the period of the report, and grand total figures that include all employees on the report.

• Consolidated Revenue Center Job Summary - This report is similar to

the Revenue Center Job Summary except information for each revenue center is consolidated, rather than being individually listed by date.

• Consolidated Job Summary - This report is similar to the System Job

Summary except information for each revenue center is consolidated, rather than being individually listed by date.

• Employee Job Summary - This report summarizes labor information by

job. It also provides weekly and period totals. This information can be useful in analyzing scheduling and the wages of employees. For example, by reviewing this report you could discover that you have scheduled too many individuals in one labor classification and not enough in another.

• Employee Timecard and Detail Report - This report provides an

accounting of work performed by each employee: the dates, times, and job of each clock in and clock out, the total hours of regular and overtime worked at each job, and the gross pay earned.

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• Labor Availability - This report provides a count of all employees (by

job) who are clocked in (including those on break) at the time the report is generated. This is particularly useful for establishments that need a quick summary, by job, of the number of employees that are currently active in the system. It also provides management with an efficient way to confirming that the scheduled number of employees are available.

• Revenue Center Job Summary - This report summarizes labor

information by job for each revenue center. It also provides labor category totals, revenue center totals, and daily totals.

• System Job Summary - This report summarizes labor information by job

for the entire system. Labor category totals and daily totals are also provided.

• Reporting for Cash Management is part of this software application. Refer to your Cash Management Guide for detailed information.

• Consolidated Employee Detail Totals - The Consolidated Employee

Detail Report provides the same detailed financial information as the Daily Employee Detail Report, but for a range of business dates.

• Consolidated Employee Detail Totals by Revenue Center - This report

provides detailed financial information for an employee or a range of employees for a range of business dates for a Revenue Center.

• Consolidated Employee Tip Totals - This report summarizes the total tip

activity by employee.

• Consolidated Employee Tip Totals by Revenue Center - This report summarizes the total tip activity, by Revenue Center, for employees over several business days.

• Employee Detail Totals - The Daily Employee Detail report provides

detailed financial information for an individual employee or a range of

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employees. This information can be used to balance an employee’s bank, determine tips due, or track an employee’s sales performance. This report includes the following profiles:

Sales and Guest profile Tracking Group profile Detailed Sales and Tip profile

The profile has been modified for this report. It includes these extra fields:

o No Sale o Transferred In o Transferred Out

• Employee Detail Totals by Revenue Center - This report provides detailed financial information for an employee or a range of employees for a Revenue Center. This information can be used to determine tips due or track employee sales performance.

• Employee Sales and Tip Totals by Revenue Center - This report provides

a summary of sales and tip information for each employee within a Revenue Center.

• Employee Tip Totals - This report summarizes the total tip activity by

employee. (This report can be run as a UWS report and looks like the 40-column Crystal Report.)

• Employee Tip Totals by Revenue Center - This report summarizes the

total tip activity within a Revenue Center by employees.

• Cashier Detail Totals - The Cashier Detail Report provides detailed

information, including tracking totals, on one cashier or a range of cashiers. This report includes the following profiles:

Detailed Sales profile Sales and Guest profile Tracking Group profile

• Cashier Detail Totals by Revenue Center - The Cashier Detail Total by

Revenue Center report provides detailed information, including tracking totals, on one cashier or a range of cashiers within a Revenue Center. This report too covers the following profiles:

Detailed Sales profile Sales and Guest profile Tracking Group profile

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• Cashier Summary Totals - Cashier reports are a means of tracking

financial information (tendering detail, amounts transferred in or out, cash draw balance, etc.) for each cashier in your system. This report provides a financial summary for one or more cashiers in a concise format. This report includes the following profiles:

Detailed Sales profile Sales and Guest profile

• Cashier Summary Totals by Revenue Center - This report provides a

financial summary for one or more cashiers in a Revenue Center. This report includes the following profiles:

Detail Sales profile Sales and Guest profile

• Consolidated Cashier Detail Totals - The Consolidated Cashier Detail

Report provides the same information as the Cashier Detail Report, but for a range of business days.

• Consolidated Cashier Detail Totals by Revenue Center - The

Consolidates Cashier Detail Report by Revenue Center provides tracking information for a range of business days for a Revenue Center.

• Consolidated Revenue Center Time Period Summary - This report

provides the same information as the Revenue Center Time Period Summary Report, but for a range of business days.

• Consolidated Revenue Center Time Period Totals - This report provides

the same information as the Revenue Center Time Period Totals Report, but for a range of business days.

• Consolidated System Time Period Summary - This report provides the

same information as the System Time Period Summary Report, but for a range of business days.

• Consolidated System Time Period Summary w/ graph – This report is

identical to the Consolidated System Time Period Summary, with the addition of a graph that charts net sales by time period.

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• Consolidated System Time Period Totals - This report provides the same information as the System Time Period Totals Report, but for a range of business days.

• Revenue Center Time Period Detail - This report is identical to the

Revenue Center Time Period Totals Report, with the addition of tracking group and labor category information.

• Revenue Center Time Period Summary - This report provides a

summary of sales, guest, check, and table information for each time period in the specified revenue center. Revenue center totals, daily totals, and grand totals are also included.

• Revenue Center Time Period Totals - This report provides sales

information for each selected revenue center by time period for each order type. The report includes net sales, turn time, and guest, check, and table details. Revenue center totals, daily totals, and grand totals are also included.

• System Time Period Detail - This report is identical to the System Time

Period Totals Report, with the addition of tracking group and labor category information.

• System Time Period Summary - This report provides a summary of sales,

guest, check, and table information for each time period in the system. Daily totals and grand totals are also included.

• System Time Period Totals - This report provides a summary of sales,

guest, check, and table information for each time period in the system. Sales are listed by order type.

• Employee Closed Guest Checks Report - This report lists all checks that

have been closed by an employee, including reopened checks that were closed again, and memo tenders. In addition, symbols appear in the margin next to the check number to indicate if the check was split (s), edited (e), cancelled (c), added (a), transferred (x), part of a block transfer (b), or a fast transaction (f). This information can be used as an employee audit trail, and can be helpful if the hard copy of the check is lost.

• Employee Open Guest Checks Report - This report lists all checks that

remain open at the time the report is generated. It can be used to identify the owners of open checks so they can be closed. This report is usually run before running autosequences.

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• Daily RVC Group Sales Detail Subtotal by Category - This report

provides a detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for each group. Percentage information is also included. Information for each day is presented separately, with totals for each revenue center and each day, and grand totals for the period of the report. Subtotals by category are also included.

• Daily RVC Group Sales Detail - This report provides a detailed summary

of sales quantities, returns, item discounts, gross sales, and net sales for this group. It also includes percentage information for each of these categories. Information for each day is presented separately, with totals for each revenue center and each day, and grand totals for the period of the report.

This report is similar to the Daily RVC Group Sales Detail Subtotal by Category Report, but subtotal information is not provided.

• Consolidated RVC Group Sales Detail Subtotal by Category - This report provides a detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for each group. Percentage information is also included. Totals are provided for each revenue center, as well as a grand total and net sales total for the period of the report. Subtotals by category are also included. This report is almost identical to the Daily Revenue Center Group Sales Detail Report Subtotal by Category, except the information for the period of the report is consolidated into one set of figures, rather than being presented separately for each day.

• Consolidated RVC Group Sales Detail - This report is similar to the

Consolidated RVC Group Sales Detail Subtotal by Category Report, but subtotal information is not provided.

• Daily RVC Group Sales Summary - This report provides a brief summary

of sales quantities, and net sales for each group, as well as percentages for each. Information for each day is presented separately, with totals for each revenue center and each day, and a grand total for net sales for the period of the report.

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• Consolidated RVC Group Sales Summary - This report provides a brief

summary of sales quantities, and net sales for each group, as well as percentages for each. Totals are provided for each revenue center, as well as a grand total and net sales total for the period of the report. This report is almost identical to the Daily Revenue Center Group Sales Summary Report, except the information for the period of the report is consolidated into one set of figures, rather than being presented separately for each day.

• Daily SYS Group Sales Detail Subtotal by Category - This report provides a detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for each group. Percentage information is also included. Information for each day is presented separately, with totals for each day, and grand totals for the period of the report.

This report is almost identical to the Daily System Group Sales Detail Report, except it includes subtotals by category.

• Daily SYS Group Sales Detail - This report provides a detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for each group. Percentage information is also included. Information for each day is presented separately, with totals for each day, and grand totals for the period of the report.

This report is similar to the Daily SYS Group Sales Detail Subtotal by Category Report except subtotal information is not included.

• Consolidated System Group Sales Detail Subtotal by Category - This report provides a detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for each group. Percentage information is also included. Grand totals are provided for the period of the report.

This report is almost identical to the Daily System Group Sales Detail Report, except the information for the period of the report is consolidated into one set of figures, rather than being presented separately for each day.

• Consolidated System Group Sales Detail - This report is similar to the Consolidated System Group Sales Detail Subtotal by Category, but subtotal information is not provided.

• Consolidated System Group Sales Detail w/Graph - This report is

identical to the Consolidated System Group Sales Detail Report with the addition of a graph. The graph is a pie chart showing sales of each group as a percentage of total sales.

• Daily System Group Sales Summary - This report provides a brief

summary of sales quantities, and net sales for each group, as well as

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percentages for each. Information for each day is presented separately, with daily totals, and a net sales total with subtotal discounts taken out.

• Consolidated System Group Sales Summary - This report provides a

brief summary of sales quantities, and net sales for each group, as well as percentages for each. Information for each day is presented separately, with daily totals, and a net sales total with subtotal discounts taken out.

This report is almost identical to the System Group Sales Summary Report, except the information for the period of the report is consolidated into one set of figures, rather than being presented separately for each day.

• Consolidated Food Cost Detail Report - The Consolidated Food Cost

report provides a comparison of food costs as percentages of net sales by Family Group.

• Consolidated Revenue Center Menu Item Sales Detail - This report

provides the same information as the Daily Revenue Center Menu Item Sales Detail Report, but for a range of business days.

• Consolidated Revenue Center Menu Item Sales Summary - This report

provides the same information as the Daily Revenue Center Menu Item Sales Summary Report, but for a range of business days.

• Consolidated System Menu Item Sales Detail - This report provides the

same information as the Daily System Menu Item Sales Detail Report, but for a range of business days.

• Consolidated System Menu Item Sales Summary - This report provides

the same information as the Daily System Menu Item Sales Summary Report, but for a range of business days.

• Daily Revenue Center Menu Item Sales Detail - This report provides a

detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for this group. It also includes percentage information for each of these categories. Information for each day is presented separately, with totals for each revenue center and each day, and grand totals for the period of the report.

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• Daily Revenue Center Menu Item Sales Summary - This report provides

a detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for this group. It also includes percentage information for each of these categories. Information for each day is presented separately, with totals for each revenue center and each day, and grand totals for the period of the report.

• Daily System Menu Item Sales Detail - This report provides a detailed

summary of sales quantities, returns, item discounts, gross sales, and net sales for this group. It also includes percentage information for each of these categories. Information for each day is presented separately, with totals for each revenue center and each day, and grand totals for the period of the report.

• Daily System Menu Item Sales Summary - This report provides a

detailed summary of sales quantities, returns, item discounts, gross sales, and net sales for this group. It also includes percentage information for each of these categories. Information for each day is presented separately, with totals for each revenue center and each day, and grand totals for the period of the report.

• Return/Void Reason Code Report - The Return/Void Reason Code report summarizes returns/voids of menu items by revenue center, employee and guest check. The report provides void total for each menu item, employee void total, reason code, and authorizing employee for each return/void.

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POS Operations

Function Screen

Upon selecting this navigation key, the Function Screen will pop up. Like the Manager Screen, this screen is exclusive to managers.

For the most part, the Function Screen is broken down into three categories:

1.

2.

3. The pages to follow will explain the primary functions found under each of these categories.

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1. Upon selecting [Split Check] key, a table will appear with the entire order listed on one check.

2. If the order is being split over more than two people (which is the

default), select [New} to add each additional check.

3. Highlight the specific item on the touchscreen, and then move it to one of the other new checks.

4. Once all the orders are split accordingly, press

5. In this case, two additional checks have been

generated.

6. Complete the transactions by going to the Pay Screen.

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Found on the same page as Split Check, the Share key allows the user to split the cost of the check evenly over multiple checks.

1. From the Function Screen, select 2. A default of two checks will now appear. If the check is being

shared by more guests, select New at the bottom.

3. On the original check, highlight some or all of the items to be shared, and then press Share. The check will now be divided evenly over multiple checks.

4. If correct, select Done and proceed to the Pay Screen.

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Adding and transferring checks are two variations of the same action. Adding a check moves the transaction detail from one check onto an existing check, and closes the original to a zero balance. Transferring a check changes ownership of that check from one employee to another. The distinction hinges on whether or not a guest check is open when the Add/Transfer Chk key is pressed. If a guest check is open, the two checks are added. If no guest check is open, ownership is transferred to the signed-in employee.

Adding checks Employees add checks in order to combine guest checks from parties who want to pay on one check.

Example George and Samantha arrive separately, are seated at separate tables, and a new guest check is begun for each. They meet at the salad bar and exclaim, “I didn’t see you come in!”, and then they decide to sit together. They flip a coin to see who wil0l pay for lunch. George wins the toss, and asks that Samantha’s check be added to his.

Transferring a Check Employees transfer checks to take ownership of a check from another employee. This may be done when guests move from one part of the restaurant to another (e.g., from the bar to the dining room), or when one employee is leaving for the day and wishes to turn over open guest checks to another employee. You cannot, however, transfer a check to another employee.

Example Samantha and George linger over lunch for hours, and the waiter’s shift is ending. Rather than ask them to pay the check, it is transferred to the employee arriving for the next shift.

When adding checks, the system displays all open guest checks belonging to the signed-in employee. If that employee is privileged to pick up checks belonging to other employees, then the display also includes all open checks in the current revenue center. If the signed-in employee does not have an open guest check, and they are privileged to use the Transfer Check key, then the system only displays open checks that belong to other employees in the current revenue center.

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As the name reads, this key allows you to pick up an existing check and modify and/or close-out an order. This pertains to Phone Orders, or for sit down service. A Check may be a Guest Check Number or the name of the guest.

Select the order to Pick Up. Their order will then come up.

Complete the transaction by going to the Pay Screen.

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If the communication link between the 3700 system and the credit card processor is down, you can call the processor directly and get an authorization code to enter in the system. You may also need to perform a manual authorization if the credit card processor responds to an authorization attempt with a message to call for referral. More times than not, the credit card may be damaged and/or de-magnetized, requiring a manual authorization. Steps 1. Pick-up a guest check. 2. Call the credit card processor on the telephone and request authorization.

Write down the authorization code.

3. At the POS, enter the amount to authorize. (If you want to authorize the balance due, skip this step).

4. On the Function Screen, press Manual CC.

One of the following happens:

• The prompt Credit Card Info displays. Continue with Step 5.

• The system prompts you to get permission in order to continue.

5. Run the card through the magnetic card reader, or enter the information

manually. The system displays Credit Card Info.

6. Enter the authorization code that you wrote down in Step 2.

The credit card information and authorized amount are posted to the check detail, and a credit card voucher prints.

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The Paid In key is used to record non-sales transactions that place cash in a POS cash drawer. The Paid Out key is used to record non-sales transactions that remove cash from a drawer. Examples of non-sale transactions may include:

• Money placed in a drawer at the beginning of a shift to be used for making change (often called an opening bank) is a loan to the drawer.

• Money removed from a drawer during the shift to be used to purchase

supplies is a Paid Out from the drawer.

No Sale is a function key that opens the cash drawer outside of a transaction. No Sale keys are usually used when an employee wants to make change.

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This report shows the balance of sales for the current business day.

The reporting with this report will vary with the programming for the business. For example, it could feature a consolidated report over a range of days. It could also reveal the sales for a multitude of revenue centers.

This report will reveal the Open Checks currently on all of the workstations.

Similar to the report above, but specific to the employee signed in on that register.

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This report allows you to see how effectively revenues were generated during a specific time period. These reports include operational statistics such as the average turn time and average amount per table to help you gauge the efficiency of the revenue center or system.

This report is designed to indicate which employees are clocked in at the time the report is generated. This information can be useful for a variety of reasons. For example, at the beginning of a shift, you can determine if anyone is late. You may want a list of the employees that are currently working when you make decisions about who to send home early. Or, before generating any of the labor reports, you may want to verify that everyone is clocked out.

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The Dashboard key provides access to the current status of your sales and labor along with Kitchen alerts and Employee information.

Sales information reveals:

• Net Sales

• Guest Count

• Check Count

• Discounts

• Voids

• Cancels

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Labor report: • Labor Dollars & percentage of cost • Employees Approaching Overtime • Current labor hours for employees

Kitchen alerts:

• Alerts will appear here based on pre-defined levels • For example, an alert can reveal the average time to prepare

orders

Employee information: • Enables manager to drill down to individual Employee sales,

including up-sell information

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A privileged employee can re-open a closed check to change the following detail items: • Tender type and amount

• Charged tip amount

• Automatic service charge (on or off)

• Covers count

• Guest check ID

• Tax exemption (on or off)

A closed check may be reprinted if it has not been edited. To edit a closed check: • Type the check number and press the Reopen Closed Check key.

When the check is reopened, a privileged employee can void the tender type and amount or charged tip amount.

The check must reside in the same revenue center as the POS that

the employee is using to access the check.

The check must have been closed to a non-zero balance.

Checks that were closed to a zero balance (including checks that were reduced to a zero balance after all detail was added or transferred to another check) cannot be edited.

The employee must know the guest check number. Closed

checks cannot be accessed by table number or guest check ID.

The employee may not be in Training mode.

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MANAGER PROCEDURES

The Manager Procedure module is a software application that provides privileged employees with easy-to-use shortcuts that modify the system and database. Although many Manager Procedures perform tasks that can also be performed through the POS Configurator, they offer the following advantages:

• They limit the actions that an employee may perform. An employee

must be specifically privileged to perform a particular procedure. Only procedures that an employee is privileged to perform appear on the POS display.

• Manager Procedures are easy to use. An employee can easily

perform tasks that would require more comprehensive training and system understanding to reliably perform in POS Configurator.

Changes that you make to the 3700 using Manager Procedures are posted immediately to the database. These changes are implemented as if they had been made in POS Configurator. From any workstation, managers can access a host of reports and functions from Manager Procedures. This screen is privileged from the Manager’s access only. By and large, this screen will look like this:

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As with the Function Screen, what is found here is broken down into three categories:

1.

2.

3. The following pages detail the most common elements of these three categories…

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The Reports found here, such as System Balance or Clock In status are implemented during the programming phase with the system. Basically, it is a matter of preference regarding what information to which the user wants immediate access. The reports to the right are one set of examples, and may be different for your system. Refer to the section in this guide on reports to determine which report(s) you would like to see here.

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Timecard Adjustments

Managing your labor is critical for running your business efficiently. That goes without saying. From time to time, it is necessary to make edits to your employee’s timecard. Usually, this is due to their forgetting to clock in or out, whether that’s the start or end of their shift, or for a break. Whatever the case may be, making these adjustments is easy enough. Simply follow these steps:

1. From the Manager Screen of the POS, select Timecard Adjust

2. Select the appropriate employee to edit

3. Higlight the appropriate Time Card Record, and then select Edit.

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4. Select the field to edit, such as Clock In

5. Make all necessary edits and then click OK.

6. Click OK and Done to save changes.

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Close Shift

This key goes by a variety of names, such as Employee Balance, Server Balance, Cashier Report, User Workstation Balance Report, etc. The variety in names generally speaks to the nature of the business, be that a fast-casual restaurant, full service, or a bar.

Whatever the name of the key, the function is basically the same. Upon selecting this key, a report will print out detailing the sales for this server for the duration of their shift.

Serving Period

When Serving Periods are initially programmed, they reflect general times of serving breakfast, lunch or dinner – depending on the nature of your business. For example, Jason’s Bistro may define all orders that come after 5pm to be dinner. From 11am to 4:59pm, orders are qualified as lunch. In selecting Server Period, you manually can advance one period to another. Back to this example – If a special event is running for an Early Bird special every Monday beginning at 4pm, the manager can switch the system over to dinner at the touch of a button. Instead of dinner beginning at 5pm, it can now register an hour earlier.

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Redirect Printer For instances when a printer is not working, it becomes necessary to utilize another printer. Selecting this key tells the computer to temporarily look for another printer.

To redirect a printer,

• Select / Highlight the Name of the original printer, and then press Redirect Printer (or Edit). A list of choices will appear.

• Select the appropriate printer and save with OK.

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Employee Shift Use this procedure to change an employee’s current shift. Additionally, the system can be programmed to increment an employee’s shift each time they clock-in as long as the employee is not returning from a break. Reports can be run based on a previous shift, the current shift, or a specified date range.

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Employee ID

Use this procedure to assign ID numbers to employee records. Enter the ID number by typing it on the touchscreen, or by swiping an employee ID card through the mag card reader. Employees can change records only for employees with the same or lower Manager Procedure privilege level as theirs.

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Employee Assignment Use this procedure to change some fields in existing employee records. You can change names, employee class links, cashier and cash drawer assignments, job assignments and grace periods, and effective dates. Employees can change records only for employees with the same or lower Manager Procedure privilege level as theirs.

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Menu Item Availability

Use this procedure to change the availability and price of a menu item. If a menu item is set to “Unavailable”, the system prompts Menu Item Not Available when an employee attempts to add that item to a guest check. This procedure selects and clears the “Check Availability” option in the Menu Items form. This procedure may also be used to set the number available for limited-availability menu items. Menu item programming may be used to prevent specific menu items from displaying in Manager Procedures. If this option is selected, the menu item does not display and the record cannot be edited.

1. Select the Menu Item.

2. Edit this items availability:

a. Currently Available

b. Not Available

3. Limited Availability

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Menu Item Prices This procedure changes prices for existing menu items. This option allows you to add a new menu item price record. You can enter effective dates for changed prices. You cannot add a new menu item to the file. Menu item programming may be used to prevent specific menu items from displaying in Manager Procedures. If this option is selected, the menu item does not display and the record cannot be edited.

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Assign Drawer Your POS may have one or two cash drawers attached. There are two different methods available for determining for whom the drawer will open. The drawer may also be locked or opened in emergencies with a cash drawer key. Ultimately, access to the cash drawer is defined through POS Configurator. Once it is determined who will have this access, it becomes a matter of preference in how restrictive you, as the manager, want the set-up to be. To begin with, the simplest method of assigning cash drawers is to assign the drawer to an employee in the Employees tab, found in POS Configurator.

Next, go to the POS tab. It is here that you will define the “Cash drawer status” for your cashiers.

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One frequently-used method is to assign a cash drawer to one person who is responsible for the money at that POS. A privileged employee may use one of two [Assign Drawer] keys to assign a cash drawer to any employee. Once an employee is assigned a cash drawer, that person is the only one who can open that drawer – so long as the other employees have a Cash drawer status of “None”. This provides the highest level of security. The employee remains assigned to this cash drawer until the [Assign Drawer] key is pressed again and a new employee is assigned. In another scenario, a bartender may be allowed to use the same cash drawers at more than one POS. This allows them to “float” between work areas. Opening the Drawer A cash drawer may be opened inside a transaction (as part of or at the end of a transaction), or it may be opened outside of a transaction (when no transaction is taking place).

Inside a Transaction Any [Tender] key may be programmed to open the cash drawer when it is pressed. A revenue center may be programmed to prevent the cash drawer from opening unless the balance due is zero. This option is used by some establishments that wish to discourage opening the drawer for partial tenders. Outside a Transaction The [No Sale] key may be used by a privileged, signed-in employee to open the cash drawer when no transaction is in progress (e.g., to make change for a customer).

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Assign Drawer - From the POS Assign a Cash Drawer to One Employee

• When an employee signs in and then selects the Assign Drawer key (granted they have access), the reporting for their shift will exclusively be theirs – so long as no other employee signs on during this shift and repeats the process.

Assign a Cash Drawer to Several Employees

• All employees assigned to the same cash drawers (1 or 2) may open cash drawers on this POS, or any other POS for which this option is cleared.

The difference between these two options is nominal. Ultimately, a manager can control access to a cash register by updating the Cash drawer status within POS Configurator between: If multiple employees have a status of Cash drawer 1, all of them would have access to working off of the register. It then becomes necessary to run reports for all employees then that ring in a transaction during the shift/day in order for the till to balance. To heighten this security, the manager can grant access to only select employee(s), and have all others status be “None”. FYI – Cash Management is a software application available that allows for ultimate Single Drawer Accountability. For example, once an employee has been assigned to a specific register by a manager, only that employee may have access to the register for the duration of the shift. No till sharing is allowed. Ask your Micros rep for more information.

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Cashier Reporting Cashier totals are assigned to individual employees so that they may balance the flow of money into and out of a POS cash drawer. Thus, the purpose of a cashier designation is to assign responsibility and accountability of revenue through the 3700 tracking system. You can use the Managers Procedures module to change a cashier’s shift.

Cashier totals may be used in one of two ways: they may be linked to an individual employee, or they may be linked to a specific POS. Cashier Totals Linked to an Employee

Cashier totals may be linked to individual employees with the Assign Cashier key. • This type of cashier link may be needed if each employee needs to

balance an assigned cash drawer. Cashier Totals Linked to a POS

Cashier Totals may be linked to a specific POS. This method is used if cashier totals are to be used to balance an entire shift.

This type of cashier link may be needed if:

• The employee who begins checks is not the same employee who tenders checks.

• A consolidated shift total of several employees is required. Note If cashier totals are linked to a POS, they remain in effect even when employees sign in who are linked to their own cashier totals. In other words, the POS cashier assignment overrides the employee assignment.

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Display Cashier Name

The system can be programmed to display the name of the current cashier on the POS transaction display. If the signed-in employee is in Training Mode, then “Training” displays on the status line instead of the cashier’s name.

Link an Employee to a Cashier Total (Cash Drawer Balancing)

If the POS is programmed to assign cashier totals by employee, a single employee may be linked to a cashier total.

• Sign in to the POS. • Type a valid cashier number, and press Assign Cashier.

The employee is linked to that cashier total, and will remain so until their cashier assignment is changed.

Note If the Assign Cashier key is pressed without pressing a number first, then the system will display the cashier link currently assigned or “Not Assigned” if there is none. Link Several Employees to a Cashier Total (Shift Balancing)

If the POS is programmed to assign cashier totals by POS, several employees may be linked to a cashier total. This feature is used to obtain a combined total for several employees. The procedure is the same as for single employees:

• Sign in to the POS. • Type a valid cashier number, and press Assign Cashier.

Each additional employee who signs in to this POS will be linked to this cashier total, until the cashier assignment is changed.

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By selecting Begin Till Loan, you are attaching a starting bank to the reporting of your sales. For example, if your starting till is $200, the reporting of your sales will include this amount with Gross Sales. Net Sales will account for the till loan, along with taxes and other item discounts.

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Navigation keys are just that. By selecting on any of the examples below, you leave the current screen and immediately navigate to your selected choice. These choices are primarily selected during initial programming, but can by all means be modified to better suit your needs.

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Maintenance

Now and again, it will be necessary to re-boot your POS workstations as well as your main server, or just re-load your database. Perhaps you’ve had an update performed. Maybe you have new information on your database that you need uploaded immediately. An electrical surge from a passing storm may have even caused your system to freeze. Whatever the case may be, re-booting and re-loading your system is easy enough – but it does require a couple of necessary steps. Rebooting your system

The number one thing to remember for re-booting your server is that you must always shut down the POS workstations FIRST! Otherwise, data on the workstations could be lost. To do this, follow these steps:

1. Open up MICROS Control Panel

2. On the Status tab, switch Front Of House to Off

3. Click OK to “Changing state of Restaurant to Off.”

4. Restart your system now.

FYI – Your MICROS Control Panel will automatically revert to Front of House with the restart.

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Reloading the database

Your server automatically updates the workstations every few minutes. There will be times, though, when you don’t want to wait. For example, a new employee needs to begin working on the POS. After entering in all the necessary information in POS Configurator, you can speed up the time of having their information up front by reloading the database. To reload the database, follow these steps: 1. Open up the MICROS Control Panel

2. Select Reload DB key

3. You’ll note the status as the Restaurant index goes from a yellow circle

back to a check mark once the database has successfully reloaded.

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