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POS and ORDER Fundamentals

Updated

Introduction

This article is to introduce you to some of the daily POS / BOM practices to make sure business data is recorded accurately, quickly and securely.

This article is not really a “howto” do something, but is more akin to an overview with detailed information available from your support team and / or the knowledgebase.

What is a BUSINESS DAY ?

Your BUSINESS DAY is not when you open for trade. BUSINESS DAY is a specific term that determines default reporting periods.

Where you do not trade past midnight, your BUSINESS DAY will be set as midnight to midnight.

If you trade past midnight, this will ( usually ) be set as 0600 to 0600.

Why define a BUSINESS DAY in your BOM ?

So that when you are running reports, you are capturing all data that is relevant to that BUSINESS DAY.

If you START A SHIFT and END A SHIFT in the same BUSINESS DAY, everything will balance nicely.

CATEGORY SALES will equal TOTAL SALES will equal SHIFT SALES.

Is it 100% essential ? Not at all.

Is it desirable ? You bet !

What is a SHIFT ?

SHIFTS are the key functions of the YumaPOS POS APP. They are how access is controlled, orders are processed, data is collected and accuracy is maintained.

Familiar with old style X-Reports ?

Shifts are X-Reports on steroids.

What might a typical SHIFT look like ?

On each POS APP, you will be required to START A SHIFT before you can process sales.

During that SHIFT, provided the STAFF member has the required ROLE, the cashier may :

  • Perform a SYNCHRONISE MENU to pull the latest data updates from the BOM.
  • Do a CASH IN to record OPENING FLOAT.
  • Create ORDERS as Dine-In, Take-Away, Delivery, Retail or Online.
  • Give DISCOUNTS manually.
  • Get PROMOTIONS automatically triggered.
  • Process REFUNDS.
  • Use MIXED TENDERS and SPLIT BILLS.
  • Finalise ORDERS as cash, card, eftpos, loyalty points, to a CUSTOM PAYMENT or to a HOUSE ACCOUNT.
  • Receive INVENTORY
  • Write off INVENTORY
  • Do PETTY CASH transactions
  • LOG IN,  take a BREAK and LOG OUT for TIME KEEPING
  • Do a CASH OUT to record SAFE DROPS
  • Confirm all ORDERS are CLOSED
  • Do a CASH OUT to record CLOSING FLOAT
  • Do a CASH OUT to record the final SAFE DROP
  • Confirm the SHIFT END

The SHIFT may last a few hours or the entire day.

Many CASHIERS can interact with that SHIFT.

Each BUSINESS DAY can have one or many SHIFTS.

The only thing to remember is that a SHIFT can only be open for 24 hours. Why ? To make sure that all transactions are finalised so that the data you view in your BOM is accurate.

Service Types

YumaPOS is highly configurable, different SERVICES can be enabled depending on your business model. With this in mind, this will be a very high level discussion. Think of a seagull, high in the sky, eyeballing your chips on the beach !

I deliberately separate an ORDER from a SALE as the ORDER is not a SALE until it has been finalised via CHECKOUT to a valid PAYMENT METHOD.

We are only going to look briefly at 3 of the 5 SERVICE TYPES available

  • QSR ( aka Retail / Takeaway )
  • Dine In
  • Delivery

QSR

QSR is what YumaPOS will use for retail stores and takeaway outlets. It is also the preferred SERVICE TYPE used by STORES that use those nasty numbers on sticks. QSR is used because it is fast and requires the minimal amount of input, yet can be used with higher features like CUSTOMERS, ONLINE ORDERS ( for example eSHOP and Uber ), ORDER STATUS, etc

  1. START SHIFT & SYNCHRONISE MENU
  2. NEW ORDER or select an ONLINE ORDER from the LIST
  3. Scan, select or search for ITEMS to add to the ORDER
  4. Optionally update TIME TO READY for an ONLINE ORDER
  5. Optionally START an ONLINE ORDER to send a notification to the CUSTOMER
  6. Optionally add a CUSTOMER to the ORDER
  7. Optionally add the nasty stick number
  8. CHECKOUT the ORDER
  9. Repeat steps 2 to 8 
  10. END SHIFT

DINE-IN 

Dine-In allows for more controlled table service. While QSR is more useful for “prepay” ( order-pay-get ), DINE-IN works best for “post pay” ( order-get-order-get-pay ). This is not cast in stone though !

You should always drive from the FLOOR PLAN to avoid multiple ORDERS on the same table – unless that is your goal.

  1. START SHIFT & SYNCHRONISE MENU
  2. FLOOR PLAN
  3. Select the TABLE
  4. Add ITEMS
  5. START the ORDER to send to PRODUCTION PRINTERS.
  6. Repeat 3 & 4 to add more ITEMS to the TABLE ORDER
  7. Use KITCHEN to send new ITEMS to PRODUCTION PRINTERS
  8. Optionally move ITEMS to a different TABLE / ORDER
  9. If asked use PRINT to create a BILL
  10. CHECKOUT to start the finalisation process
  11. Optionally “split the bill” or use BY SEATS
  12. Finalise to available PAYMENT METHODS
  13. END SHIFT

DELIVERY

These are ORDERS that you will be delivering.

Integrations with delivery services like Uber-Eats are usually handled as QSR / Takeaway ORDERS.

DELIVERY ORDERS allow you to define your own DELIVERY TERMS ( suburbs and charges ) as well as control how you remunerate and manage your own DELIVERY DRIVERS.

  1. START SHIFT & SYNCHRONISE MENU
  2. Select an integrated ONLINE DELIVERY ORDER or select NEW DELIVERY
  3. An INTEGRATED ONLINE DELIVERY ORDER will already be allocated to the CUSTOMER and have a DELIVERY ADDRESS, while a NEW DELIVERY you will need to add an existing CUSTOMER to the ORDER or create a NEW CUSTOMER
  4. Optionally confirm or change DELIVERY ADDRESS
  5. Optionally add or confirm ITEMS in the ORDER
  6. Optionally update TIME TO READY
  7. START the ORDER
  8. Select MENU / DELIVERY to see the status of your DELIVERY ORDERS
  9. Under IN STORE select the DELIVERY and ASSIGN DRIVER
  10. Optionally START DELIVERY to send a notification to your CUSTOMER
  11. Once delivered, CLOSE ORDER and perform a MONEY DROP
  12. Repeat steps 2 to 11
  13. Optionally run a REPORT to pay your DELIVERY DRIVERS
  14. END SHIFT

It needs to be noted that DELIVERY ORDERS are highly configurable.

You may want to NOTIFY the CUSTOMER of every STATUS update. You may only want to tell them “IN PROGRESS” and “ON DELIVERY” and “DELIVERED”.

The more information you want to “share”, the more steps that will be required.

Want to shortcut the DELIVERY PROCESS ?

You have to START SHIFT Step #1

You have to do Step #2 or #3

If you then jump straight to Step #10, you will be prompted to assign a driver and do a money drop.

Then the final one is END SHIFT at #12

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