e ze e o pt im u s f r ont o f fic e m an ua l · e ze e o pt im u s f r ont o f fic e m an ua l...

eZee Optimus Front Office Manual

Getting Started with eZee Optimus

Introduction --------------------------------------------------------------------------------------------------- 2 Getting started ----------------------------------------------------------------------------------------------- 2 eZee Optimus Main Window ----------------------------------------------------------------------------- 4 Main Window top-bar Options -------------------------------------------------------------------------- 5 Order Types --------------------------------------------------------------------------------------------------- 6 Dine-in --------------------------------------------------------------------------------------------------------- 7 Take new order ---------------------------------------------------------------------------------------------- 12 Order operations -------------------------------------------------------------------------------------------- 15 Payment methods ------------------------------------------------------------------------------------------ 24 More features of KOT and Receipt ---------------------------------------------------------------------- 28 Operation section ------------------------------------------------------------------------------------------- 29 Receipt level operations ----------------------------------------------------------------------------------- 33 Preview of Receipt ------------------------------------------------------------------------------------------ 33 Take away ----------------------------------------------------------------------------------------------------- 34 Room Service ------------------------------------------------------------------------------------------------ 35 Reports -------------------------------------------------------------------------------------------------------- 37 Day close ----------------------------------------------------------------------------------------------------- 37 Main window left panel options ------------------------------------------------------------------------ 39

1


Introduction:

Manage and control the daily operations of your restaurant from anywhere, anytime with eZee’s cloud-based POS system. Regardless of the type of eatery you own, eZee Optimus is an apt tool to regulate even the most minuscule activity without any interruptions. Encompassing different features of systematic restaurant management, eZee Optimus will take your restaurant to the next level through feature-rich and adaptive functioning. The cloud-based POS system will help you streamline your services while focusing on customer experience. Robust features like menu management, table reservation management and such likes will make your complex operations easy. eZee Optimus point-of-sale is the web-based solution to work in restaurants, bars, nightclubs, quick service restaurant and other services. The basic approach, ease of use and rock-solid reliability makes it a great system to work with. eZee Optimus has an intuitive user interface, performs fast operations and more. Anyone who is new to the system can refer to this manual and get started. This manual will also guide you with all the functionality available within eZee Optimus. Once the restaurant outlet configuration is done, you can use eZee Optimus. It can carry out various operations like taking the new order, modifying an existing order, generating KOT /Receipt, doing the settlement, reports, and many more. Let’s get started!!

How to start with eZee Optimus: Open your web browser and use the below-mentioned link to open the login page of eZee Optimus. http://app.ipos247.com/app/cloudPOS/#!/login The login screen will look like below:

2

http://app.ipos247.com/app/cloudPOS/#!/login


User Login Window:

In the above login window enter a username, password and provided restaurant code to login and click on “Login” button.

Shift Information:

You will get the shift information of the user. The software opens a new shift when the user logs in for the very first time in the software or when they start the day.

Opening Balance:

The user can enter the opening balance as per the currency configured in the system (as shown in the below image). Opening balance can be anything, carry forwarded amount from last shift, petty cash in your cash drawer etc.

Outlet Selection:

An outlet is a place where the menu items are sold. Once you enter login details, the system will redirect you to select shift, terminal and outlet. The terminal is the machine ID from where you place an order. Once you select the terminal and outlet, click on “Get Me In”. You will be then redirected to the order window.

3


Main Window (Appearance of eZee Optimus)

This is the very first window you will see, after getting started with the outlet selection. From order summary, you can take different types of order, generate receipts/KOT operations, day close operation and other basic/advanced settings. Through this window, you can perform all the primary operations such as, taking orders, generating KOT / Receipt, settle orders, etc. Let’s take a look at all the options in detail.

4


Options on the the top right of the window (Others):

You can add additional features as Favourites for easy access.

Switch Outlet from the main window:

The user can switch to the different outlet by clicking on the outlet name which is given on top right corner, right next to the login username.

Outlet selection window will open when you click on the outlet.

Switching from Front to Back (Configuration) and other operation:

Without logging out from the system, you can easily switch from front to back and vice versa, just by clicking on the user tab at the top the right corner. From switching to backend configuration- you can configure menu items, manage menu, add different user and provide privileges, add credit accounts and perform many more actions.

Change your password:

From this tab, you can change his password by selecting Change password option from above tab.

5


Update rate plan for different order type :

You can update different rate plan for Dine-in, Take away, Room service by selecting from change rate plan option available at the top right corner of the window.

Order Type Section:

Order type lets you punch new order for different order types such as - Dine in, Take away and Room service. “Dine in” orders consider orders that are associated with the table. When your guests want to eat at your restaurant, those orders are taken under “Dine in“. “Take away” option is for the orders to be taken away to eat elsewhere. “Takeaway” is used more

6


in the areas where home delivery services not provided. “Room service” is used to process the order for the guest staying in the hotel, who wants food to be served in the room.

Dine in: You can click on “Dine in” option to see the list of tables configured in the database.

Dine In Rooms (For eg; Main Hall, Cafeteria) with configured tables appear on the next window. Dine In Rooms: You can switch the Dine-in rooms given on the top right of the window, by clicking on respective names of other dine-in rooms that appear on the window.

Settings on the Dine in area : **Respective options are available when you click on such option.

Tables: To see the table(s) by their status. For example: To see the occupied table(s), vacant table(s) or table(s) running order duration.

7


All Order: In “Dine in” main window, all the running orders will get displayed at right side panel with Table#, Order# along with running order duration.

Table Lock or Network Lock: The system can lock a table for 2 reasons. They are:

1) If two users try to open/work on the same transaction/table at the same time. 2) Your transaction/table is open and you directly close the browser window or tab. In any of these cases, it will display a message as shown below.

8


Table Transfer: This option allows you to transfer the orders. These are same options which are explained while discussing how to punch an order in the Dine In.

9


Table Notification: You can set different icons for the specific event such has Birthday, Anniversary, etc.

10


Item On Hold: It will list all the item(s) which are on hold. You can extend hold or fire the item from the window itself.

11


Features on Right hand Panel:

Order View: It shows the order details of KOT(s) or Receipt(s) on all tables.

Waiter Count: One of the advance feature of eZee Optimus is that; it will show all the running order(s) assigned to the waiters.

Punch a new order on a table

Click on the particular table to enter order information and items available in the system.

12


Order information page will appear where you have to select the waiter (Server) name, Waiter code. Then you need to enter guest information followed by the guest name, email, guest phone number, any additional remarks, and table notification. These fields are not mandatory and can be skipped.

13


Order punching window appears after the Order information page, where list of items appears. You can select the required menu items and the quantity. Order punching window does have several other operations and features available. Let's look into each section closely.

14


Order operations

1) Right Panel:

It has main group and subgroup with respective items in it to punch an order.

2) Left Panel:

It displays the list items with the price and unit, which are already punched from the menu item.

15


The detail of the total amount can be seen by hovering the mouse pointer on TOTAL (as shown in the above screenshot.) Click on “Finish” button to generate KOT (Kitchen Order Ticket) to notify your kitchen staff (Chef) to prepare food as per the order.

You can punch new order, recall order, settle order, generate the guest check, get the table notification, transfer order to another table or split receipt by clicking on that particular table.

16


*Each option are explained in detail later in the tutorial.

Guest Check (Receipt):

Click on “Settle” to generate a guest check upon guest request, or to generate the receipt. From Recall receipt, click on the particular item from the item list. The system allows you to modify item quantity, add a modifier, apply the discount on item level, add preparation remark and more.

Order Punching window appears after the final changes such as - applying discount, or modification of item quantity, rate etc.

Preparation Remark: You can add the additional food preparation remarks to the selected item. For example: Chicken Biryani with bit Spicy, or Coffee to make Strong.

17


Hold item: From recall ordering window, when you add new item and if you want to hold that item unless the guest asks for, then you can do that easily while adding that item. From recall ordering window when you add a new item, hold that item and add it again as per guest’s request.

Fire Item: You can fire the item(s) as per guest’s request. This means that now the guest is ready for this item and you want to send it to kitchen for preparation.

18


Please note that It is the same window (order punching window) for generating KOT and receipt with some changes. When generating receipt from the KOT, the window which appears is the same window with New Receipt caption and few more buttons such discount, bill detail option. When you click on the discount icon, the discount window will get opened. There are 2 different types of discount available, order level discount and item(s) level discount.

19


Predefined discount appears as:

The open discount allows you to enter any value of discount either in percentage or amount.

20


Click on “Discount” button to apply discount on the receipt.

21


Once you click on the Discount button, the text - ‘disc’ will appear on the receipt. You can click on that text to remove the applied discount on that item.

Order level discount can also be removed from the recall receipt. It will be displayed at bottom of the receipt as shown in below screenshot.

22


Just by clicking on “i” (information icon) you can see the discount value. To remove order level discount, click on recycle icon.

When you hover your mouse pointer on total receipt amount, it will display total amount, tax information, discount (If any), adjustment, and gratuity (Tips). Once you’re done with all the changes, click on “Finish” button to print the guest check.

23


Sample of Guest Check (Receipt) :

When you double click on the table, you will find all the receipt related options.

Payment methods Click on “Settle Receipt” option to take payment in the system. When the guest pays the bill amount, settlement window appears with the bill detail and payment type.

24


There are 4 different payment methods available in the system.

1) Cash: When the guest does the payment by hard cash, then select payment mode as Cash.

2) Bank: If the guest choose to pay through credit card, visa or online transfer. More payment types can be created manually from the eZee Optimus back office configuration. Once you select that option, click to post payment by selecting respective payment method.

25


3) Credit: It is a credit account given to the guest or company. For example: A guest from

the corporate company had a meal in your restaurant and you allow them to pay after 15 days or 30 days, instead of instant payment. Then the bill amount will be posted to Company’s Ledger account.

Click on “Credit” to see the list of City ledger accounts, created in the system.

*Note: New City Ledger account can be created from the eZee Optimus Back configuration. 4) Posting: This is specially designed for users who are managing an in-house restaurant

with a hotel to post the restaurant charges to Guest Room (Folio).

26


Once you click on posting system, it will display an option which will be similar to that of the PMS system. Under those charges, as you see in the above screenshot, it shows “Room Posting”. So, it will redirect entire list of all the in-house guest when you click on the “Room Posting” charges box. Once you click on posting, the system will display some options. From the options, select the “Room Posting” option and it will redirect you to the list of in-house guest. Select the guests, and the charges will get automatically posted in the respective folio of that guest.

27


More features of KOT and Receipt:

We have seen more options are available, when you click on table in the KOT mode. Let's take close look to each option.

New Order: This is used to take another separate order on the same table. Recall option: This option is used when you want to make some changes in the order, such as add menu-item, quantity, apply the item-level discount, void item, add preparation remarks etc. The order punching window opens when you click on edit to perform the modification. Settle Receipt option: This option is used to skip generating Guest Check (Receipt) step and to settle the bill directly. Same settlement window gets open which was explained earlier while entering payment received from the guest. Guest Check Option: This option prints the guest check. Through guest check, the guest can check order item, quantity, rates etc before generating a receipt. Table Notification: This option allows you to set notification icons like birthday, anniversary, Meeting etc. Transfer KOT: The order (KOT) can be transferred from one table to another table. For example: Initially, a guest was sitting on one table B1 and order has been punched for him. Then, he wants to change the table to B6. So, the user will use the Transfer KOT option to transfer the entire order. Split: Split KOT option allows you to split the orders either equally, or order wise or seat wise or as per the guest’s request from the system.

28


Once you click on split equally or split by quantity, it will redirect you to below window. You have to enter any number between 0 to 9, in whatever way you want to split the bill.

Operation Section: Add Modifier: Modifiers are groups of items that are assigned to a product or category to add more details on an order. Such as - desired side dishes or preferred cooking temperature. Naturally, these items are not independently listed on your menu. While some Modifier items like “Extra Whipped Cream” may be priced, they cannot be rung up independently. This option gets activated only when the selected item does have modifier mapped from the Optimus Back office configuration. This option would get a list of mapped modifiers to select upon guest request.

29


Remove Item: To remove selected item from order.

When removing the item from the order, reason and remark is mandatory. You can configure reason and remark from Optimus Backend configuration.

30


System generates Void KOT after you are done with modification, to notify kitchen staff(chef) about the removed item. Transfer KOT: Order (KOT) can be transferred from one table to another table. For example: Initially, a guest was sitting on one table B1 and order has been punched for him. Then, he wants to change the table to B6. So, the user will use the Transfer KOT option to transfer the entire order.

31


32


Receipt level operations

Some more options are available when you click on the table while it is in Receipt mode. Let's take a close look to each option.

New Order: You can take a new order, even after generating receipt. New KOT window will appear to punch new order.

1. Recall Receipt: This option is used to re-open the receipt. It is also used to do modify

the receipt such as - apply the discount, exempt tax, etc. Order punching window gets open when you click on the option.

33


2. Split Receipt: Single receipt can be divide (split) into more than one receipts. There are two different split options available in the system. They are 1. Amount wise and 2. Quantity wise.

The split window opens when you click on the Split Receipt option. Split Equally: This option allows you to split the amount to equally among the total number of guests. For example, If receipt generated with the amount - $600 and you select no. of guests 2, the system will generate two receipts with $300 each.

Split by Quantity: This option allows you to split the invoice by item quantity. For an example, if the invoice has item summit with 2 QTY, the receipt can be split into two receipts having 1 QTY in each receipt.

**”Dine In” covers almost all the features required to operate the POS, so one will find similar window(s), flow and options available for different order types.

Let's take a look at Takeaway

When you click on Take Away, order punching window for new receipt appears. Take Away orders get processed very quickly in the system. You can take new order(s) as soon as he completes the current one.

34


The software generates KOT and Guest Check (Receipt) at the same time when you clicks on “Finish” button. You can also settle a receipt on the same window by clicking on the “Settle” button.

**Settlement window is explained in detailed while demonstrating Dine In process.

Room Service:

Room service is used to post restaurant charges to the guest’s room (Folio).

In-house guest appears with the Guest Name, Room No, Room Type, Folio #, Rate Type, Arrival and Departure date.

35


When you click on the guest name; the system will redirect to order window and you can take an order for the (room) guest.

Clicking on “Guest Name” will lead to an Order Punching window to punch an order with New Receipt for the selected room. *Same window was explained in Dine In and Take Away.

36


Reports: eZee Optimus provides 23 reports under below-mentioned report headings.

1. Menu Item Sales Report 2. Sales Report 3. Back Office Report 4. Statistical Report 5. Audit Report

Basic and useful reports related to sales, cashier, menu-item sales, payment, city ledger, daily flash, void etc along with the number of filters.

Day Close (Night Audit) :

Day close is the process in which you perform all the activities required before a day ends. The working/business date for the software gets changed once the day close is performed. This process has been kept compulsory because this process gives the user a clear-cut financial status and the log of activities done on a particular day and which can be quickly monitored by the management. Day Close (Night Audit) can be performed for individual outlet or multi-outlet in the software:

37


1. It indicates if the system have any pending KOT or Receipt with the options to further respective operations.

2. Day close gives a summary with number of orders taken in - Dine in, Take away, Room Service and it also displays total order & total void order.

3. The working date for the software gets changed once the day close is performed.

38


Options on left panel on Main window (Others):

Customer Lookup: This will allow you to search for a guest from the guest database and it also allows you to update guest detail in the database records.

Account Lookup: This option displays the list of all city ledger accounts (Credit account) added in the system and it allows to post payments received for the city ledger account. Cashiering Center is the option to accept and post payments for the business done on credit. As soon as the payment is made for credit business done in your restaurant, you can post that payment in the cashiering center.

To post the payment, in the city ledger account - click on company account name, you will be then redirected to cashiering center. From that window click on payment button; this will again redirect you to payment method and thus you can settle city ledger account.

39


Select payment type, payment method, write the comment and received amount and click on Save button.

40


Item Lookup: All the configured menu-items list is display under this option. You can search for any menu-item from that list. Menu items are displayed with item name, category, tax group, cost, price, min price and max price.

41

e ze e o pt im u s f r ont o f fic e m an ua l · e ze e o pt im u s f r ont o f fic e m an ua l...

Documents