micros Systems, Inc. User’s Manual 3700 POS Restaurant Enterprise Series Copyright 1998 MICROS Systems, Inc.
Declarations Declarations Warranties Although the best efforts are made to ensure that the information in this manual is complete and correct, MICROS Systems, Inc. makes no warranty of any kind with regard to this material, including but not limited to the implied warranties of marketability and fitness for a particular purpose. Information in this manual is subject to change without notice.
Table of Contents Preface Welcome ............................................................................................... viii What’s New? ........................................................................................ xii Reader Response.................................................................................. xiii Chapter 1: Introduction to the 3700 System What is the 3700 System? ................................................................... 1-2 3700 Software ..............
Table of Contents Chapter 4: Basic Guest Check Operations Introduction ......................................................................................... 4-2 Assign a Cashier.................................................................................. 4-4 Begin Check by Check Number .......................................................... 4-6 Begin Check by Guest Check ID ........................................................ 4-8 Begin Check by Table Number .................................
Table of Contents Chapter 7: Correct a Mistake Introduction ......................................................................................... 7-2 Cancel a Transaction .......................................................................... 7-5 Void an Item ........................................................................................ 7-7 Return an Item .................................................................................... 7-10 Edit a Closed Check ..........................
Table of Contents Index vi
Preface This preface gives an overview of the manual’s contents, how they’re organized, and the various conventions used throughout the manual. It also includes a list of other manuals in the 3700 Restaurant Enterprise Series library. In this preface Welcome ..................................................................................... viii What’s New? ...............................................................................xii Reader Response .................................................
Preface Welcome Welcome Purpose Welcome to the 3700 User’s Manual. This manual is your guide to using the Micros 3700 POS System. All normal user and manager functions are explained here. The User’s Manual does not provide guidance for modifying or programming the 3700 system’s database, nor for installing, troubleshooting, or servicing the 3700 system. Most users will not need to perform these tasks.
Preface Welcome Chapter 2–10 focus on what the user must do to complete an operation. For more detailed information on a feature, refer to the 3700 Feature Reference Manual. Appendix The appendix gives a list and explanation of all POS prompts and messages that may display on the screen as you work in the POS module. Conventions The following conventions are used throughout this manual. Convention 3700 User’s Meaning [Key] Keys on a PC or user workstation.
Preface Welcome Symbols The following symbols are used throughout this manual: Begin SignTable In A key symbol appears at the beginning of a new procedure. All key legends are examples. Because legends are programmable, your key may have a different legend than the one shown in the manual. Note This symbol notes special information about a feature. Caution This symbol indicates that you should be careful when performing the action described.
Preface Welcome Related Manuals Here’s a list of other MICROS documentation in the 3700 System library, and other sources you may find helpful.
Preface What’s New? What’s New? What’s new in v1.01 There are no additions to this manual for this version of the software. What’s new in v1.02 Printers.................................................................................. 1-11 What’s new in v2.00 Confirm Customer Signature ............................................... 9-20 Increment Employee Shift at Clock In ................................ 3-3 Remote Line by Line Printing .............................................. 8-3 Voids..........
Preface Reader Response Reader Response As you read this, the documentation staff at MICROS is hard at work preparing the next edition of this manual. Your feedback could be instrumental in changing that next edition. Tell us what you think— we’d like to hear from you! We are very interested in hearing from you about: ❏ Good ideas Tell us about some part of this manual that you think works well– we’ll be sure to maintain it.
Preface Reader Response xiv Preface
Chapter 1 Introduction to the 3700 System This chapter introduces the 3700 system and describes the software platform, hardware components, and touchscreens. In this chapter What is the 3700 System?......................................................... 1-2 3700 Software ............................................................................ 1-3 3700 Hardware .......................................................................... 1-4 Peripherals .................................................
Introduction to the 3700 System What is the 3700 System? What is the 3700 System? The 3700 system is an integrated point-of-sale (POS) system that uses open PC and networking architecture, client/server architecture, a standard Microsoft © operating system, and flexible and configurable software. In addition to POS operations, the 3700 system also gives you: ❏ printing capabilities (guest checks and kitchen orders). ❏ sales and cost reporting. ❏ time and attendance.
Introduction to the 3700 System 3700 Software 3700 Software The basic 3700 system includes the modules listed below. Each module is represented by a startup icon on the Windows desktop. Here’s a brief explanation of each module: POS Operations This module performs the daily tasks of restaurant operations. Employees use POS Operations to perform sales, cash drawer tasks, and clock in/out functions. This manual explains the functions in this module.
Introduction to the 3700 System 3700 Hardware 3700 Hardware The 3700 system’s open architecture means it can run on any type of workstation that runs Windows 95 or Windows NT. A user workstation (UWS) can be any of these: ❏ a MICROS PC Workstation (PCWS) ❏ a desktop computer ❏ a laptop computer These different workstations can be used individually or in various combinations within the system. Workstations are described in the sections that follow.
Introduction to the 3700 System 3700 Hardware Currently, the PCWS family consists of the Model 64, the Model 32 and the Model 32L, which share common features and a common PC AT compatible architecture. Model 64 The PCWS Model 64 is the latest addition to the MICROS PC Workstation family, and is supplied with an Intel® Pentium® 166 MHz or 100 MHz processor.
Introduction to the 3700 System 3700 Hardware ❏ Configurable RS232 communications ports, one of which is based on the industry standard DB9 connector, and the other of which uses an RJ-11 connector (Model 32 only). ❏ An integral, rear-mounted customer display, and/or polemounted customer display, which provide transaction information to customers. ❏ Two MICROS DIN cash drawer interface ports, each of which can open an external cash drawer and detect its status.
Introduction to the 3700 System 3700 Hardware . Caution The glass LCD display screen is protected by a plastic cover. Never press, poke or draw on it. Clean it with a damp cloth. Complete care and cleaning instructions are included in the 3700 Hardware User’s Maintenance Guide.
Introduction to the 3700 System 3700 Hardware Desktop PC The 3700 system can operate fully on a desktop PC. There are advantages to including a traditional desktop PC in your system: ❏ You can use it as the server. A powerful PC means quick response time at the client workstations. ❏ POS Configurator may be easier to use. A traditional PC usually has a larger screen and a full-sized keyboard and mouse, which makes typing and editing easy.
Introduction to the 3700 System 3700 Hardware Laptop PC The 3700 system can also operate fully on a laptop PC. If you already have a laptop computer, you may decide to use it as a client or as the server. As with the traditional desktop PC, there are both advantages and disadvantages to including a laptop in your system. The main disadvantage is that is isn’t designed specifically for restaurant use and may get damaged quickly.
Introduction to the 3700 System Peripherals Peripherals Description MICROS supports third party hardware including cash drawers, customer displays, and magnetic card readers. These OPOS devices can be programmed to use vendor-specific options. Usage These peripherals can be MICROS or third party hardware. Cash Drawers Your UWS may have one or two cash drawers attached. Programming determines which keyboard keys and which employees will open each drawer.
Introduction to the 3700 System Printers Printers You use printers with the 3700 system to print guest checks, order receipts, time cards, and reports. The 3700 system supports these kinds of printers: ❏ roll printers (dot matrix and thermal) ❏ slip printers ❏ line printers (laser, ink jet, dot matrix) The 3700 system can automatically redirect print jobs to backup printers if a failure occurs, such as a paper jam or open door.
Introduction to the 3700 System Printers MICROS Standalone Roll MICROS Standalone Autocut Roll MICROS Express Thermal Epson TM-T85 Thermal Epson TM295 Slip Epson TM T88 Epson TM 200 Epson TM 300 Impact Impact Thermal Thermal Impact Thermal Impact Impact No Yes Yes Yes n/a Yes No Yes 32/40 32/40 32/40 32/40 32/40 32/40 32 32/40 6 6 6 6 6 6 6 6 Print 2.4 3.0 15.0 9.0 2.3 16.5 3.5 3.5 Line feed 7.1 18.0 30.0 18.0 25.0 16.
Introduction to the 3700 System Printers 3700 Printers Stand-alone Roll Printer Stand-alone Autocut Roll Printer MICROS Express Thermal Printer, also RS232 Express Printer Epson TM-T85 Thermal Printer Epson TM295 Slip Printer 3700 User’s 1-13
Introduction to the 3700 System Printers Epson TM-U200 Epson TM-T88 Epson TM-U300 1-14
Introduction to the 3700 System Printers Roll and slip printers are called system printers. Although they can perform any type of system printing, some items are better suited for one type of printer.
Introduction to the 3700 System Printers 1-16
Chapter 2 Touchscreens This chapter explains the different types of touchscreens and keys that the system uses. It also explains how touchscreens work. In this chapter Introduction ............................................................................... 2-2 Types of Touchscreens ......................................................... 2-2 Types of Keys ....................................................................... 2-6 Screen Save...........................................................
Touchscreens Introduction Introduction Touchscreens make the 3700 system flexible and easy to use because their keys change to reflect the function being performed. They can be programmed to display different sets of keys for different employees and revenue centers. The system uses several different types of touchscreens. This section explains different types. It also explains different kinds of keys that appear on the touchscreens.
Touchscreens Introduction Your restaurant decides which keys are programmed in each default touchscreen, and who sees each touchscreen. You can program more than one default screen for each type. For example, all employees use the same sign in touchscreen, so you may only program one default sign in screen. Once employees have signed in, however, you may want each different employee class (wait staff, cashier, manager) to have its own default transaction touchscreen.
Touchscreens Introduction Default Transaction Touchscreens A default transaction touchscreen is the first screen you see after signing in. The system allows several default transaction screens to be programmed. A hierarchy determines which touchscreen actually displays. The chart below shows the forms in POS Configurator where default transaction touchscreens are programmed, the field that determines which screen to display, and each screen’s priority level. (Level 1 is highest.
Touchscreens Introduction Here’s how the example works: BURGER CHEESE BURGER BACON BURGER CAJUN BURGER HICKORY BURGER VEGGIE BURGER CHILI BURGER CORDON BURGER WORKS BURGER KIDS BURGER STEAK SAND. GRILLED CHEESE BLT FISH SAND. HICKORY SAND. VEGGIE SAND. TEXICAN SAND. HAM SAND. CLUB SAND. PBJ SOUP/ DAY FRIES HOUSE SALAD NACHOS BUFALO WINGS SOUP/ SAND.
Touchscreens Introduction Types of Keys There are two types of keys used on 3700 system touchscreens: ❏ Direct access ❏ Lookup Both types are explained below. Direct Access Keys A direct access key posts a menu item or performs a function without any intermediate steps. For example, a [Shrimp Cocktail] key posts a shrimp cocktail. Keys may be optionally programmed to require intermediate steps, such as entering a price, reference number, or authorization number.
Touchscreens Screen Save Screen Save If a key has not been pressed for a pre-determined period of time, the PCWS’ backlight turns off and the screen automatically darkens. You can turn the backlight on again by pressing a key. [Any Key] Steps 1. Press anywhere on the touchscreen. The backlight turns on and the screen lights up. The screen displayed is the one that was showing when the backlight turned off. Notes General Information This feature extends the life of the backlight.
Touchscreens Screen Lighter/Darker Screen Lighter/Darker Contrast Up You can change the contrast of the touchscreen whenever you want. The PCWS saves your settings when you sign out. Steps Contrast Down 1. Press [Contrast Up] or [Contrast Down] to adjust the screen to your satisfaction. Each keypress gradually lightens or darkens the touchscreen. Notes General Information You can sign in to a PCWS, change the contrast of the screen, perform necessary transactions, and sign out.
Touchscreens Change Color Scheme Change Color Scheme Use this key to change the color scheme used by the POS Operations module on this UWS. Change Colors Steps 1. Press the [Change Colors] key. The color scheme changes. You can keep pressing the key to see all the available color schemes. The scheme displayed when you sign in is the scheme that will remain active until you change it again. Note The color scheme affects everything on the screen (even keys programmed with specific colors) except icons.
Touchscreens Previous Screen Previous Screen Previous Screen Use this key to return to the screen that was previously displayed. Your system may have a different name for this key. Steps 1. Press [Previous Screen]. The last user-defined touchscreen is displayed. You can press [Previous Screen] as many times as necessary until the screen you want appears. Be aware that you can only go back as far as the default transaction screen.
Touchscreens Page Up/Page Down Page Up/Page Down These keys scroll through the pages of either an SLU screen or a check’s transaction detail, depending on the type of touchscreen currently displayed. Page Down Steps Page Up 1. Press [Page Down]. The next page of the current SLU screen or check detail displays. 2. Press [Page Up]. The previous page of the current SLU screen or check detail displays. Notes General Information Keys display only when appropriate.
Touchscreens Home/End Home/End Home These keys jump to the first or last page of an SLU screen or a check’s transaction detail, depending on the type of touchscreen currently displayed. Steps End 1. From an SLU screen, press [Home]. The first page of the current SLU screen or check detail displays. 2. From an SLU screen, press [End]. The last page of the current SLU screen or check detail displays. Notes General Information Keys display only when appropriate.
Chapter 37 Basic POS Operations This chapter explains basic tasks you perform on the UWS, such as clocking in and signing in. In this chapter Introduction ............................................................................... 3-2 Clock In ......................................................................................3-3 Clock Out ...................................................................................3-5 Sign In...................................................................
Basic POS Operations Introduction Introduction Basic POS operations are tasks that employees perform on the UWS but that are not sales transactions or manager procedures. These operations include time and attendance tasks, signing in and out on the UWS, assigning and using cash drawers.
Basic POS Operations Clock In 1 Clock In/Out (: Clock In You clock in to begin recording the hours you work at a scheduled pay rate. You also clock in to record when you ended a break. If Employee Classes | Clock In/Sign In | Increment shift on Clock in is enabled your shift increment when you clock in if you are not returning from a break. Steps 1. Press [Clock In/Out]. The prompt Clock In/Out, Enter your ID number appears. 2. Enter your ID number.
Basic POS Operations Clock In Notes General Information The system figures an employee’s work time to the 1/100th of an hour. It uses this time to compute regular and overtime gross pay. Employees can clock in and out to record paid and unpaid break periods. Example Samantha, a employee in the restaurant, has just arrived at work. She goes to the UWS, presses [Clock In], then selects “server” as her job. Options Programming options for clock in procedures include: ❑ ❑ ❑ ❑ ❑ A time clock schedule.
Basic POS Operations Clock Out Clock Out Clock In/Out You clock out to record the hours you worked at a scheduled pay rate. You also clock out to record when you begin a break. Steps 1. Press [Clock In/Out]. The prompt Clock In/Out, Enter your ID number appears. 2. Enter your ID number. A series of prompts appears: ❏ Are you clocking out? ❏ Are you taking a break? ❏ Are you taking a paid break? These prompts help the system determine if you are taking a break or clocking out after your shift. 3.
Basic POS Operations Clock Out Message YOU ARE EARLY (LATE), BREAK BEGINS (BEGAN) AT AM (PM) What it Means You are clocking out earlier or later than your scheduled break. Action Required Press [Enter]. If you are not privileged to clock out (early or late for break), an authorized person’s ID number must be entered. Notes General Information The system figures an employee’s work time to the 1/100th of an hour. It uses this time to compute regular and overtime gross pay.
Basic POS Operations Sign In Sign In Sign In You must sign in before you can perform any POS operations, such as posting sales and tendering guest checks. Touchscreen Sign In 1. Type your ID number and press [Sign In]. For security reasons, your ID number does not display when you enter it. The prompt Ready for your next entry appears. Magnetic Card Sign In 1. Run your employee magnetic card through the card reader. The prompt Ready for your next entry appears.
Basic POS Operations Sign In Notes General Information Employees who use the system for timekeeping only (for example, kitchen staff) usually do not need to sign in. You may be required to declare a bank amount when you first sign in. For information on how to do this, see “Assign Cash Drawer” on page 3-21 and “Media Loan” on page 3-25. Example Samantha has just taken an order for drinks and appetizers from a table of four. She needs start a check and enter the orders.
Basic POS Operations Sign In Using One Touch Sign In Using One Touch Janice Use this key to sign in to a UWS without entering your employee ID. Your system must be programmed to allow onetouch sign in. Assign Key 1. Sign in to the UWS using your employee ID. The system assigns the first available [One Touch] key to you and displays the key on the sign-in touchscreen. Your first name appears on the key. You are automatically signed in. 2. For the rest of your shift, press the [One Touch] key to sign in.
Basic POS Operations Sign In Using One Touch Message What it Means Action Required NO JOB CODES ASSIGNED The Jobs form or your record in the Employees form does not include a job linked to this revenue center. Database programming error. Contact your support representative. PLEASE CLOCK IN The time clock feature is active but you are not clocked in. Clock in. Notes General Information One-touch sign in has no security features. Anyone can sign in to a UWS using another employee’s [One Touch] key.
Basic POS Operations Sign Out Sign Out Sign Out When you sign out, you are no longer active on the UWS. After an employee has signed out, another one can sign in. Automatic Sign Out If you are a pop-up employee, you are automatically signed out at the UWS when a transaction is completed or cancelled. Keys that always sign you out: ❏ [Service Total] ❏ [Transaction Cancel] A [Tender] key also signs you out if the tender transaction closes the check. If it does not close the check, you remain signed in.
Basic POS Operations Sign Out Notes General Information Automatic sign out is a security feature that prevents a manager or other pop-up employee from walking away from a UWS and remaining signed in. A pop-up employee is signed out automatically when: ❑ there is no active transaction or no keys are being pressed; and ❑ no activity has taken place for a set period of time.
Basic POS Operations Suspend/Resume Suspend/Resume Suspend/ Resume Suspending a transaction is like putting it on hold. You can suspend a transaction in progress, then automatically resume it when you sign in again.The system can also suspend a transaction automatically when Automatic Sign Out is enabled. Suspend 1. To suspend a check yourself, do one of the following: ❏ Press [Suspend] before completing a transaction. ❏ Sign in to a UWS while a transaction is active for another employee.
Basic POS Operations Suspend/Resume Notes General Information Suspending a transaction allows the system to post totals, but temporarily deactivates printing features. Nothing prints until you resume and finish the transaction. Items entered before the check was suspended are recognized as previous round items. When the check is resumed, these items are treated as if the check had been service totalled. A suspended guest check cannot be added to another guest check, nor transferred to another employee.
Basic POS Operations Information Screens Information Screens Info Information screens display specific information about your restaurant for employees. You can access information screens without being signed in. The Information screen can be accessed through the sign in screen. Note: No other transaction can be performed while the information screen is open. First Information Screen 1. Press [Information]. The first information screen appears. It contains the index and employee information.
Basic POS Operations Information Screens Notes General Information Information screens may include topics like a list of daily specials or directions to the restaurant. Example Samantha is a new employee. She happens to answer the phone during her shift and the caller asks for directions to the restaurant. Samantha presses [Information]. The first page of information screens displays: Samantha tabs forward until she finds the screen with directions to the restaurant.
Basic POS Operations Reprint Time Card Reprint Time Card Reprint Timecard Use this feature to replace a lost or damaged time card. Steps 1. Sign in. 2. Press [Reprint Timecard]. 3. If prompted, enter an authorization ID number. The time card reprints. Note You do not have to sign in to reprint a timecard. However, if you do not sign in, you will always be prompted for an authorization code, even if you are privileged to reprint timecards.
Basic POS Operations Reprint Time Card Notes Example Jorge lost his time card and needs a new one. He presses [Reprint Timecard] and is prompted for authorization. He asks his manager to authorize the reprint. She enters her ID number and the time card reprints.
Basic POS Operations Change Menu Level Change Menu Level Lunch Menu levels determine a menu item’s availability, price, and size. You change the current menu level using either a [Direct Menu Level] or an [NLU Menu Level] key. Direct Key 1. Sign in. 2. Press the key named for the menu level you want. Example: [Lunch] The active menu level changes to the one you chose, and its name appears on the status line. NLU Key 1. Sign in. 2. Enter the number of the menu level you want. 3. Press a [Menu NLU] key.
Basic POS Operations Change Menu Level Notes General Information Only one menu level is active at any time. Pressing a menu level change key overrides any other preset menu level. There are several methods that determine the active menu level: ❑ Each revenue center can be programmed to use a default menu level. This level ❑ ❑ ❑ ❑ is automatically in effect when an employee begins a transaction. The system can be programmed to change menu levels automatically at predetermined time periods.
Basic POS Operations Assign Cash Drawer Assign Cash Drawer Assign Cash Drawer Use this feature to assign a cash drawer to a single employee. This feature works only if the UWS is programmed to require a specific cash drawer assignment. Assign Cash Drawer to an Employee 1. Sign in. You are the person to whom the cash drawer will be assigned. 2. Press [Assign Cash Drawer] for the drawer you want. One of the following happens: ❏ If the drawer is currently assigned to someone, that person’s name displays.
Basic POS Operations Assign Cash Drawer Notes General Information There are two kinds of cash drawer assignments: ❑ Several employees—employees with the same cash drawer assignment can open the same cash drawers. This is done through Manager Procedures. ❑ Individual employee—assigned cash drawer opens for this employee only. This is done by assigning a cash drawer to yourself using the [Assign Cash Drawer] key.
Basic POS Operations No Sale No Sale No Sale Use this key to open the cash drawer outside of a transaction. The drawer opens only if the employee who is signed in is privileged to open a cash drawer. Steps 1. Sign in. 2. Press [No Sale]. 3. If prompted, enter your ID number. The assigned cash drawer opens. Messages What it Means Action Required AUTHORIZATION, ENTER ID NUMBER You are not privileged to use this key. Have an authorized person enter their ID number, or press [Clear] to cancel.
Basic POS Operations No Sale Notes General Information The cash drawer normally opens only at the end of a transaction, when you press a [Tender/Media] key programmed to open the drawer. [No Sale] allows a cash drawer to open outside of a transaction. Example The bartender needs to make change for customers. He presses [No Sale] to open the cash drawer. Reports This feature is noted in the following reports. It is also noted in any report that includes tracking groups.
Basic POS Operations Media Loan Media Loan Media Loan This key records cash added to a cash drawer (other than payments). Depending on system programming, an employee may be required to record a media loan after signing in for the first time during a shift. Required Loan 1. Sign in. The prompt Enter media loan amount appears. 2. Enter the amount of the cash you’re adding to the drawer. Example: [7500] for $75.00. The amount displays, and the cash drawer opens, if programmed.
Basic POS Operations Media Loan Notes General Information Media loans are often called an “opening bank.” Certain employees can be required to record a media loan after they sign in for the first time. The system automatically prompts them to enter a media loan amount after they sign in, and does not allow any other transactions until the loan has been made. Setting up an employee to require a loan is done in their Employee record.
Basic POS Operations Media Pickup Media Pickup Media Pickup This key records cash withdrawn from a cash drawer. This does not include cash withdrawn to make change. Steps 1. Sign in. 2. Enter the amount to pick up, then press [Media Pickup]. Example: [2500] [Media Pickup] The pickup amount displays, and the cash drawer opens, if programmed. A validation chit also prints if programmed. Message What it Means Action Required AUTHORIZATION, ENTER ID NUMBER You are not privileged to use this key.
Basic POS Operations Media Pickup Notes General Information Media Pickup can also be used to cash out an employee at the end of the shift. Examples During her Friday evening shift, the manager of a busy restaurant makes periodic “sweeps” of the two cash drawers to remove excess cash. Using [Media Pickup] to record the withdrawals and to open the cash drawer, she removes $100.00 from each cash drawer every two hours. Reports Media pickups are noted in any report that includes tracking groups.
Chapter 4 Basic Guest Check Operations This chapter explains basic guest check operations. In this chapter Introduction ............................................................................... 4-2 Guest Checks ....................................................................... 4-2 Seat Handling...................................................................... 4-3 Assign a Cashier........................................................................4-4 Begin Check by Check Number..........
Basic Guest Check Operations Introduction Introduction Sales transactions include such tasks as beginning a guest check, posting menu item sales, printing orders at the proper preparation areas, and recording payments and gratuities. These are all actions that can take place during a service round. A service round begins when a guest check is opened or picked up, and ends when a check is service totalled, closed, or cancelled.
Basic Guest Check Operations Introduction Guest Check Ownership An employee who begins a guest check is the “check employee” for that check. Later, if another employee picks up the same check, that employee is the “transaction employee.” The system can be programmed to post sales to either the check or transaction employee. Seat Handling You can assign seat numbers in order to identify each guest’s items on a guest check.
Basic Guest Check Operations Assign a Cashier Assign a Cashier Cashier Use this key to assign cashier totals. If you have to balance out at the end of your shift, or if you are a cashier, you may be assigned a cashier identity to track and report the information you need to help you balance out. Your system may be programmed to assign cashier numbers automatically or to allow employees to assign cashier numbers. Automatic No action is required.
Basic Guest Check Operations Assign a Cashier Notes General Information If employees assign cashier numbers, they can do it in two ways: ❑ assign a number to an individual employee, in order to balance a cash drawer ❑ assign a number to a UWS, in order to balance a shift When a cashier assignment is a group (for example, Breakfast), the totals are often called “shift totals.” The status line can be programmed to display the cashier name instead of the name of the current screen.
Basic Guest Check Operations Begin Check by Check Number Begin Check by Check Number Begin Check This key begins a check by check number. Each guest check opened in the system is assigned a unique check number. Depending on programming, your system may assign check numbers automatically or allow employees to assign them. System-Assigned 1. Sign in. 2. Press [Begin Check]. 3. Enter any other information required by your system, such as a table number or guest count.
Basic Guest Check Operations Begin Check by Check Number Notes General Information Employees usually assign check numbers when the restaurant uses hard guest checks that have consecutive check numbers preprinted on them. A manager may choose to use specific check numbers (such as 999) to ring complimentary menu items. Two checks with the same number cannot be open at the same time.
Basic Guest Check Operations Begin Check by Guest Check ID Begin Check by Guest Check ID Begin Check by ID Use this key to enter a unique identifier for a guest check. A guest check ID can be used in addition to a check number, a table number, or both. Your system may or may not be programmed to use guest check IDs. Steps 1. Sign in. 2. Type an ID and press [Begin Check by ID]. An ID is a description of up to 16 alphanumeric characters. Example: MAN IN RED HAT 3.
Basic Guest Check Operations Begin Check by Guest Check ID Notes General Information Guest check IDs appear on all forms of printed media, such as the guest check, customer receipt, order requisition, and journal and system reports. Example After winning a city-wide championship, a local ball team decides to celebrate their victory by having drinks at a local pub. When they arrive at the bar and order their drinks, they inform the bartender that each team member would like to “run a tab”.
Basic Guest Check Operations Begin Check by Table Number Begin Check by Table Number Begin Table Use this key to begin a check by specifying a table number. A table number can be used in addition to a check number, a guest check ID, or both. Your system may or may not be programmed to begin a check by table number. Steps 1. Sign in. 2. Type the table number and press [Begin Table]. 3. Enter any other information required by your system, such as a guest check ID or guest count.
Basic Guest Check Operations Begin Check by Table Number Notes General Information A table number display has two parts, the table number and the group number: table number LN12 / 1 group number The table number defines the table’s physical location. The group number refers to the group of people that this check is for. If subsequent checks are begun at the same table, the system assigns consecutive group numbers to each check.
Basic Guest Check Operations Begin Check for Another Employee Begin Check for Another Employee Begin Check Begin Table Use this feature to begin a check for another employee. You are the “check employee.” The employee you begin the check for is the “transaction employee.” Steps 1. Sign in. 2. If necessary, enter a check number. Begin Chk by ID 3. Press a [Begin Check] key. 4. If prompted, enter a check ID or table number. The system prompts you to enter the transaction employee’s number or ID. 5.
Basic Guest Check Operations Begin Check for Another Employee Notes General Information This feature may be used by room service cashiers who take room service orders, begin a check for each order, then pass the check to the room service staff. Managers or hosts also use this feature to start checks for employees. Example Maria, the room service cashier, takes a drink order over the phone.
Basic Guest Check Operations Edit Table Number Edit Table Number Table Number This key assigns a table number to a guest check that does not have one, or changes an existing table number. Steps 1. Pick up a guest check. 2. Press [Table Number]. The system prompts Enter table number. 3. Enter the table number. 4. Service total or tender the guest check. The system adds or changes the table number.
Basic Guest Check Operations Edit Table Number Notes Example A group in the bar has moved to a table in the dining room. Samantha opens the guest check for this group, presses [Table Number] and enters the table number. Then she service totals the guest check.
Basic Guest Check Operations Post Guest Count to Check Post Guest Count to Check Guests Cover Charge Use the [Guests] keys to enter the number of guests for a check, and to change a check’s guest count. Use other keys such as [Cover Charge] to post items that automatically increment the guest count. Post Guest Count to New Check 1. Begin a guest check. 2. Type the number of guests and press [Guests]. A new check appears with the guest count in the check heading. Change Guest Count 1.
Basic Guest Check Operations Post Guest Count to Check Message What it Means Action Required AUTHORIZATION, ENTER ID NUMBER You are not privileged to change the guest count. An authorized person’s ID number must be entered. MORE THAN 9 GUESTS? The system is programmed to require confirmation of a guest count higher than nine. Press [Enter] to accept or [Clear] to change. Notes General Information Your system should be programmed with only one or two methods of posting guests.
Basic Guest Check Operations Seat # Seat # Seat # This key changes the active seat on an open guest check. You generally use it when assigning items to different seats. Assign Items to Seats 1. Begin a guest check. 2. Do one of the following: ❏ If the system prompts Seat 1: Ready for your next entry, skip to step 3. ❏ If the system prompts Ready for your next entry, type the first seat number and press [Seat #]. 3. Enter menu item(s) for this seat. 4.
Basic Guest Check Operations Seat # Message What it Means Action Required ENTRY EXCEEDS GUEST COUNT The number of seats is more than the original number of guests. Your system may be programmed to limit seats to the number of guests on the check. Press [Clear] to continue. Increase the guest count to add another seat. ENTRY TOO LARGE The number you entered is higher than 32. Press [Clear] to continue. Enter the correct seat number.
Basic Guest Check Operations Edit Seat Edit Seat Edit Seat Use this key to move items from one seat to another. You can move more than one item at a time. Move Items to an Existing Seat 1. Pick up the guest check. 2. Press [Edit Seat]. The transaction detail for the first four seats appears: Amount due per seat Transaction detail Scroll buttons Seat identifier Add a new seat Share an item between seats 3. Touch the item(s) you want to move.
Basic Guest Check Operations Edit Seat If you try to move a consolidated item (e.g., 4 crab cakes), the system prompts for the number of items to be moved. 4. Enter the number of items to move, if necessary. 5. Touch the seat where you want to move the item(s). The items move. 6. Press [Done]. The system prompts Exit and save changes? 7. Press [Yes]. Move Items to a New Seat 1. Pick up the guest check and press [Edit Seat]. 2. Press [New] to create a new seat. A detail column for the new seat appears. 3.
Basic Guest Check Operations Share an Item Share an Item Edit Seat Use this key to share an item’s cost between two or more seats, or between two or more checks. 1. Pick up the guest check and press [Edit Seat]. Or, if you want to create a separate check for each portion of the shared item, press [Split Check]. 2. Touch the menu item you want to share. The system highlights it. 3. Press [Share]. A popup window appears with a key for each seat or check. 4.
Basic Guest Check Operations Share an Item Message What it Means Action Required ENTRY TOO LARGE The number you entered is higher than 32. Press [Clear] to continue. Enter the correct seat number. INVALID ENTRY: NO ACTIVE An incorrect seat number was entered. Number must be between 1-63. Press [Clear] and enter the correct seat number. Notes Example Two customers have asked to share a super-sized banana split with all the toppings.
Basic Guest Check Operations View by Seat View by Seat View by Seat Use this key to view items on a guest check by seat number. You can view items anytime during a service round. Steps 1. Pick up the guest check. 2. Press [View by Seat]. The system sorts and displays all of the entries by seat number. 3. Press [Clear] to exit the View Seat mode. Message INVALID ENTRY: NO ACTIVE 4-24 What it Means Action Required Seat numbers have not been assigned to any items on this check.
Basic Guest Check Operations View by Seat Notes General Information If your restaurant uses remote order devices, you can use the View by Seat feature to quickly check each guest’s order before sending it to be prepared. If you notice mistakes, use Edit Seat # to correct them. Example Jorge just finished taking a large order. He cannot remember if he included a drink for Seat #3. He picks up the guest check and presses [View by Seat] to verify that each seat includes a drink order.
Basic Guest Check Operations Fast Transaction Fast Transaction Burger Use this feature to skip the usual begin-check procedures for beginning a guest check. A fast transaction automatically begins a check when a menu item key is pressed. Steps 1. Sign in. 2. Press a [Menu Item] key. The system automatically opens a guest check with an assigned check number. Note: If the first key pressed is an NLU or an SLU, the check does not open until you select a menu item.
Basic Guest Check Operations Fast Transaction Notes General Information Fast transaction privileges are assigned by employee class. Fast transactions cannot have table numbers assigned. Depending on system programming, a fast transaction may be required to be fully tendered (the system may be programmed to prevent service totalling.). Example Bartender Jorge does not use table numbers. Because the bar is often crowded, he needs to ring up drinks as fast as possible.
Basic Guest Check Operations Service Total Service Total Service Total Use this key to save all check detail to the PC’s memory and to send order information (depending on how the system is programmed) to the appropriate remote order devices. This key ends the service round, but does not close the check. Service Total 1. Begin or pick up a guest check. 2. Post menu items. 3. If you are a by-round employee and using a slip printer, insert the guest check into the printer. 4. Press [Service Total].
Basic Guest Check Operations Service Total Notes General Information Service totalling frees the UWS for other activities such as opening another guest check. The UWS can be programmed to clear the display after a subtotal, or to leave the guest check detail on the display until another operation begins. Example Samantha presses [Service Total] to finish her transaction and send the order to the kitchen. Since Samantha is a by-round employee, her check prints.
Basic Guest Check Operations Chain/Fire Chain/Fire Chain This feature lets you post items to a series of checks without sending the check detail to remote order printers until you press a separate [Service Total] key. Steps 1. Begin the first of several checks that you want to chain. You may chain checks at the same table or different tables. If you are programmed to begin checks by table number and all the checks are at the same table, the group numbers will be different. 2. Post menu items. 3.
Basic Guest Check Operations Chain/Fire Notes General Information Chaining orders is useful when serving large groups that require separate checks. The advantage of chaining orders is that all of the remote printing occurs once, at the end of the operation. Remote order chits all print in the kitchen at the same time, and food preparation for all of the orders is (presumably!) begun and finished at the same time. Example A convention group of twenty people is dining out.
Basic Guest Check Operations Hold/Fire Hold/Fire Hold This feature lets you post items to and service total a check, then hold the order until you’re ready to “fire” (send) it to the order devices. Hold 1. Begin or pick up a guest check. 2. Enter any transaction items, except payment in full. 3. Press [Hold]. The order posts to the guest check but does not print at remote order printers. When you are ready to send the order, follow the steps below. Fire 1. Pick up the guest check. 2.
Basic Guest Check Operations Hold/Fire Notes Example The guests at table 27 give Samantha an order for their drinks, appetizers, and entrees, all at the same time. Samantha goes to the UWS and places the order for the drinks and appetizers, then service totals the check. The orders print at the remote printers. Samantha immediately picks up the check, places the order for the entrees, and this time presses [Hold], which service totals the check.
Basic Guest Check Operations Pick Up an Open Guest Check Pick Up an Open Guest Check Pickup Check Pickup Table These keys let you access an open guest check in order to post additional sales, edit sales, view seat numbers, transfer the check to a new employee, or add another guest check to it. By Check Number 1. Type the check number and press [Pickup Check]. The check detail and summary display on screen. Pickup Check ID By Table Number 1. Type the table number and press [Pickup Table].
Basic Guest Check Operations Pick Up an Open Guest Check Message What it Means Action Required CHECK NOT FOUND No check with this check, table, or guest check ID number exists. Verify the number or ID you entered and try again. NO MORE CHECKS AT THIS TABLE You have displayed all the open checks for this table, and there are no more to display. Press [Clear] to continue. OVERRIDE CHECK OPEN ON SYSTEM? This check is open on another UWS. Call manager, see prompt explanation in Appendix A.
Basic Guest Check Operations Add a Check Add a Check Add / Transfer Check Use this key to combine one or more other guest checks with your currently open guest check. The key may be a direct key or an SLU key, depending on programming. Direct Key 1. Sign in. 2. Begin or pick up the destination check. This is the check to which you’ll add another check. 3. Press [Add/Transfer Check]. The system displays an NLU list and prompts Select check’s revenue center. 4.
Basic Guest Check Operations Add a Check SLU Key 1. Sign in. 2. Begin or pick up the destination check. This is the check to which you’ll add another check. 3. Press [Add/Transfer Check]. The system displays an SLU screen with keys for each of the available checks. 4. Press the key for the check you want to add. The system prompts Add this check? 5. Press [Enter] to add the check. The added check’s detail is moved to the destination check.
Basic Guest Check Operations Add a Check Message What it Means AUTHORIZATION, ENTER ID NUMBER You are not privileged to pick up another employee’s check; or you are not privileged to add another employee’s check to one of yours. An authorized person’s ID must be entered. CANNOT ADD CHECK TO ITSELF You used the current open check’s number with the [Add/ Transfer] key. Press [Clear] and enter a different check number with [Add/Transfer].
Basic Guest Check Operations Add a Check Notes General Information You cannot add checks with different order types, such as “eat in” and “to go.” If you try, the system displays an error message. Example Two customers, Jason and Cheryl, are pleasantly surprised to bump into each other at a fine restaurant. They share a table but have separate checks. After lunch, when the checks arrive, Cheryl offers to pay Jason’s also. He accepts enthusiastically.
Basic Guest Check Operations Transfer a Check Transfer a Check Add/ Transfer Use this key to transfer ownership of another employee’s check to yourself. The key may be a direct key or an SLU key, depending on programming. Note: You cannot transfer one of your checks to someone else. Direct Key 1. Sign in and press [Add/Transfer]. The system displays an NLU list and prompts Select check’s revenue center. 2. Enter the line number for the revenue center of the check you want to transfer.
Basic Guest Check Operations Transfer a Check Message What it Means Action Required AUTHORIZATION, ENTER ID NUMBER You are not privileged for this operation. An authorized person’s ID must be entered. CHECK NOT FOUND You entered an invalid check number. Try again. CHECK TRANSFER NOT REQUIRED You already own the check you’re trying to transfer. Press [Clear] to continue.
Basic Guest Check Operations Block Transfer Block Transfer Use this key to transfer ownership of all of another employee’s open checks to yourself. Block Transfer Steps 1. Sign in. 2. Press [Block Transfer]. The system prompts for the employee number or ID of the employee whose checks you are transferring. 3. Enter the employee’s number or ID. The total number of checks for this employee displays on the screen. The system prompts Transfer from ? 4. Press [Enter] to confirm the transfer.
Chapter 5 Post Menu Items This chapter explains how to enter menu items on a guest check. In this chapter Introduction ............................................................................... 5-2 Regular Menu Items............................................................ 5-2 Condiments.......................................................................... 5-4 Declare Order Type ...................................................................5-6 Post Regular Menu Items ....................
Post Menu Items Introduction Introduction Posting menu items is an employee’s most common activity on the 3700 system. There are two basic types of menu items: regular menu items and condiments. The following sections explain both types in detail. Regular Menu Items Regular menu items are items that are commonly sold on a restaurant menu, such as a hamburger, shrimp, coffee, and apple pie. In the 3700 System, menu items can be grouped for easy access.
Post Menu Items Introduction Preset Pricing A preset menu item is programmed with a price, and automatically adds to the guest check. For example, when you press [Hamburger], the item and its price are automatically added to the check. Open Pricing An open price menu item requires you to enter a price. For example, a menu item labelled [Special] is programmed for special dishes prepared by the kitchen. The price varies each day, depending on what the kitchen prepares.
Post Menu Items Introduction Condiments Condiments are a type of menu item used to customize a menu item. Examples include accompaniment choices (a baked potato or rice) and preparation instructions (medium rare or well done). Condiments are categorized into groups according to a condiment’s characteristics. For example, salad dressings, soups, meat temperature, and preparation instructions are all common groups. A condiment can belong to more than one group.
Post Menu Items Introduction Allowed Condiments If a menu item has allowed (or optional) condiments, no condiment choices display when you post the menu item. Instead, you must access the allowed condiments group(s) using the touchscreen SLU or NLU keys. Only the condiment groups that are linked this menu item are available. Menu items may have more than one allowed condiment link. Allowed condiments can be selected in any order. Priced Condiments Condiments can be priced just like regular menu items.
Post Menu Items Declare Order Type Declare Order Type Eat In [Order Type] keys change the order type of the current guest check. Steps Take Out 1. Begin or pick up a guest check. 2. Press an [Order Type] key. Example: [Eat In]. The order type appears in the touchscreen’s check summary display area. The order type can also be programmed to print on the guest check and order receipts. Message What it Means Action Required AUTHORIZATION, ENTER ID NUMBER You are not privileged to use [Order Type].
Post Menu Items Declare Order Type Notes General Information Each UWS has a default order type programmed. The order type can be programmed to print on the guest check and order receipt. Order types are used to: ❑ define customer orders for special handling (such as To Go). ❑ apply different tax rates as required. ❑ categorize sales. A system may have several different order types programmed, such as To Go, Pickup, Eat In, and Room Service. Checks with different order types cannot be added.
Post Menu Items Post Regular Menu Items Post Regular Menu Items Entree You record the sale of a specific menu item by posting it to a guest check. There are several different ways to post items. Posting Regular Menu Items 1. Begin or pick up a guest check. 2. Press a [Menu Item] key. Example: [NY Strip] The menu item and price post to the check detail. If a condiment is required, a selection screen displays. 3. Select the condiment(s).
Post Menu Items Post Regular Menu Items Posting Menu Items with Menu Level Change 1. Begin or pick up a guest check. 2. Press a [menu level] key. Example: [Large] 3. Press the [Menu Item] key you want. Example: [Juice] The menu item and price from the selected menu level appear in the transaction detail. The menu level may be programmed to return to the default after the menu item is selected.
Post Menu Items Post Regular Menu Items Notes General Information NLU keys can list menu items, tender/media, discounts, and service charges. Screen Lookup (SLU) keys function similarly to NLU keys. However, instead of displaying a list of items, an SLU key generates a new touchscreen with a key for each item. A negative priced menu item is an item with a negative cost assigned to it.
Post Menu Items Post Multiple Menu Items Post Multiple Menu Items Use number keys to quickly post more than one order of the same menu item. Use the @/For key with SLU or NLU keys to post more than one item. 4 Number Keys Coffee 1. Begin or pick up a guest check. 2. Go to the screen that displays the item you want to post. 3. Type the quantity you want to order, then press the [Menu Item] key(s).
Post Menu Items Post Multiple Menu Items Notes General Information Menu items can be programmed with a High Amount Lockout (HALO), a value limit that warns of a possible mistaken entry. If you order a quantity that exceeds the HALO value for that menu item, the system prompts you to confirm the quantity. Example Samantha has a table of four guests who would all like coffee. To post an order for four coffees, Samantha presses [Beverage], then presses [4] [Coffee]. Samantha is serving a party of 25.
Post Menu Items Post Limited Availability Menu Items Post Limited Availability Menu Items Daily Special Your system may be programmed to sell a specific quantity of a particular menu item. The system prevents more orders when the limit is reached. Steps 1. Begin or pick up a guest check. 2. Press the quantity (if more than one), then press the [Menu Item] key. Example: [2] [Daily Special] The item quantity, name, and price posts to the check detail.
Post Menu Items Post Limited Availability Menu Items Notes The system can be programmed to display the available count on the menu item SLU General Information key. This way, the employee knows how many items are left. Example At the beginning of the lunch shift, the manager entered the number of daily specials available during lunch. Near the end of the lunch shift, Samantha enters an order for five daily specials. The system prompts Only 4 menu items remaining.
Post Menu Items Post Open Price Menu Item Post Open Price Menu Item Open Food You use an open price menu item key for items not on the menu, or for items sold at “market price.” Using Direct Entry Key 1. Begin or pick up a guest check. 2. Type the item price and press an [Open Price Menu Item] key. Example: [Open Food] 3. Enter a description, if prompted. The menu item, description, and price post to the transaction detail. Ordering Several at One Price 1. Type the quantity to order and press [@/For].
Post Menu Items Post Open Price Menu Item Notes Example Samantha’s customer orders a peanut butter and jelly sandwich for the little boy at the table. This item is not on the menu, but the chef has assured Samantha that the ingredients are available, and that he can remember the recipe. The manager has told Samantha the price to charge for this culinary delight. Samantha types the price and presses [Open Food]. At the prompt Enter open food information, Samantha types “PBJ”, or something similar.
Post Menu Items Post Split Price Menu Item Post Split Price Menu Item Donut Split price items are priced by quantity, such as “3 for $1.00.” You can also order a different quantity than the one advertised and the system computes the price for you. Steps 1. Begin or pick up a guest check. 2. Type the quantity to order and press [@/For]. Example: [3] [@/For] 3. Type the quantity that is priced and press [@/For]. Example: If the price is “12 for 6.00”, press [12] [@/For]. 4.
Post Menu Items Post Split Price Menu Item Notes Example Spying a platter of doughnuts on the counter, a group of Cub Scouts clamor for some. Doughnuts are priced at $6.50 per dozen. The Cub Scouts want ten. Samantha enters their order by pressing the following key sequence: [10] [@/For] [12] [@/For] [6.50] [Donuts] Reports Refer to “Reports” on page 5-10.
Post Menu Items Post Menu Item by Weight Post Menu Item by Weight Item Weight Menu items sold by weight can be placed on a scale and weighed automatically, or you can manually enter the weight with the [Item Weight] key. Using a Scale Interface 1. Begin or pick up a guest check. 2. Place the menu item on the scale. 3. Press the menu item key. Example: [Lobster] The item’s weight (less the tare weight), price, quantity, and name post to the check detail. Entering Weight Manually 1.
Post Menu Items Post Menu Item by Weight Notes General Information The weight of the container in which the item is sold, called the tare weight, is automatically subtracted. Example At Samantha’s restaurant, Maine lobster is sold by the pound. When her customer orders the 6 lb, 8 oz. lobster, Samantha enters the order by pressing the following key sequence: [6.5] [Item Weight] [Lobster/lb] Note that in her entry, “.5” is the decimal fraction for 1/2 pound, and does not indicate ounces.
Post Menu Items Post Condiments Post Condiments Condiment You order condiments immediately after ordering a menu item. Condiments are anything that modify a menu item, such as toppings, accompaniments, and preparation instructions. Required Condiments 1. Begin or pick up a guest check. 2. Post a menu item that requires a condiment. The system posts the item and displays the condiment choices linked to this menu item. 3. Select a condiment.
Post Menu Items Post Condiments Notes Note Menu items must be programmed to require or allow condiments. Sometimes a guest requests than an appetizer be served as an entree, or an entree be served as an appetizer. You use the allowed condiment keys [As Entree] or [As Appetizer] to make the item print in the kitchen in a different order than it normally would. This way, the item can be prepared and served at the appropriate time.
Post Menu Items Post a Fixed Price Meal Using Course Keys Post a Fixed Price Meal Using Course Keys Fixed Price A fixed price meal is a single menu item that includes several courses of food, all for a preset price. The meal price posts to the guest check when you press a [Fixed Price Meal] key. Menu items selected for each course appear on the guest check without a price. Steps 1. Begin or pick up a guest check. 2. Type a seat number and press [Seat #].
Post Menu Items Post a Fixed Price Meal Using Course Keys Notes General Information Fixed price meals use seat numbers to track meal items and their course selections. By designating a seat number and then posting menu items, the system can determine when the course requirements for a seat have been met. The system then posts any additional items as priced items.
Post Menu Items Post a Fixed Price Meal Using Menu Item Keys Post a Fixed Price Meal Using Menu Item Keys Fixed Price A fixed price meal is a single menu item that usually includes several courses of food, all for a preset price. The meal price posts to the guest check when you press a [Fixed Price Meal] key. Menu items selected for each course appear on the guest check without a price. Because your system does not have [Course] keys programmed, you must use regular [Menu Item] keys to post courses.
Post Menu Items Post a Fixed Price Meal Using Menu Item Keys Notes General Information Fixed price meals use the seat numbers to track meal items and their course selections. By designating a seat number and then posting menu items, the system can determine when the course requirements for a seat have been met. The system then posts additional items as priced items. The [@/FOR] key can be used to order more than one fixed price meal.
Post Menu Items Repeat Round Repeat Round Repeat Round This key lets you post a new round identical to the previous round. Only menu items that are programmed to repeat will do so when the [Repeat Round] key is pressed. Steps 1. Pick up a guest check. 2. Press [Repeat Round]. All repeatable menu items in the previous round are automatically posted to the current round. Required and allowed condiments also repeat. At this point, you can post additional menu items if you want.
Post Menu Items Repeat Round Notes General Information Repeated items are assigned to the same seat numbers (if any) as in the original service round. If a menu item is set to check availability, Repeat Round checks and updates this status. If an item is not available, none of the round is repeated. Required condiments automatically repeat with the parent menu item. Menu items can also be programmed to use the original menu level (and that level’s pricing) when repeated.
Chapter 6 Guest Check Adjustments This chapter explains how to adjust guest checks by adding discounts and service charges. It also explains how to exempt guest checks from taxes or autogratuities. In this chapter Introduction ............................................................................... 6-2 Discounts ............................................................................. 6-2 Service Charges ...................................................................
Guest Check Adjustments Introduction Introduction This chapter explains how to post discounts and service charges. It also explains how to exempt guest checks from taxes and automatic service charges. Discounts A discount reduces the price of an item or the subtotal of a check. A discount is either preset, meaning a preprogrammed dollar amount or percentage is deducted; or open, meaning the employee enters the dollar amount or percentage.
Guest Check Adjustments Introduction Service Charges A service charge is an amount added to the sales transaction for a service performed. Service charges can be a dollar amount or a percentage. Typical service charges include autogratuities, delivery charges, and entertainment cover charges. You can apply service charges manually by pressing a service charge key. There are four types of service charges: two have preset values: [Preset Amount $] and [Preset Percentage %].
Guest Check Adjustments Introduction Tax and Autogratuity Exemptions A tax or autogratuity exemption means the usual tax or automatic service charge is not applied to the guest check. Depending on local laws, certain individuals or groups may be eligible for tax exemptions. You may also decide to waive their autogratuities. You apply exemptions by pressing the correct [Exempt Tax Rate] and [Exempt Auto Service Charge] keys.
Guest Check Adjustments Post an Open Discount Post an Open Discount Coupon An [Open Discount] key lets you manually enter the dollar amount or percentage of the discount. Steps 1. Begin or pick up a guest check. 2. Post a discountable menu item. 3. Type the amount to discount (Do not type “$” or “%”.) Example: [5] 4. Press an [Open $ Discount] or [Open % Discount] key. Example: [Coupon] 5. Enter a discount description, if prompted.
Guest Check Adjustments Post an Open Discount Notes General Information To void a percentage discount in a previous service round, you must use Void/Edit or TouchVoid. You cannot do a direct item void of a percentage discount that was entered in a previous service round. You cannot use the [@/For] key with percentage discounts. If you try, the system prompts AT entry not allowed with percentage discount. Examples A customer wants to redeem a $2.50 discount coupon.
Guest Check Adjustments Post a Preset Discount Post a Preset Discount Senior Discount A [Preset Discount] key lets you add a discount with a fixed dollar amount or percentage to a check. Steps 1. Begin or pick up a guest check. 2. Post discountable sales. 3. Press a [Preset Discount] key. Example: [Senior Discount]. 4. Enter a discount description, if prompted. The discount posts to the check detail, and the balance due decreases by the amount of the discount.
Guest Check Adjustments Post a Preset Discount Notes General Information To void a percentage discount in a previous service round, you must use Void/Edit or TouchVoid. You cannot do a direct item void of a percentage discount in a previous service round. You cannot use the [@/For] key with percentage discounts. If you try, the system prompts AT entry not allowed with percentage discount. Example Before or after their shifts, employees at ABC Restaurant can order $5.00 worth of food for free.
Guest Check Adjustments Post an Item Discount Post an Item Discount 1/2 Off Sandwich An [Item Discount] key adjusts the price of the menu item that directly precedes it. Item discounts can be set up as preset dollar amount, preset percentage, open dollar amount, or open percentage. Steps 1. Begin or pick up a guest check. 2. Post a discountable menu item. 3. Immediately after posting, do one of the following: ❏ For a Preset $ or Preset % discount, press the appropriate [Item Discount] key.
Guest Check Adjustments Post an Item Discount Notes General Information An item discount will only discount an individual menu item if the item is programmed to allow it. Example Samantha’s customer has a coupon for 1/2 off selected sandwiches. When Samantha posts the customer’s order, she presses [Ham Sandwich], presses the [50% Item Discount] key, then enters the required condiments. The sandwich is discounted 50%. Reports Item discounts are noted in the following reports.
Guest Check Adjustments Post an Employee Discount Post an Employee Discount Employee Discount An [Employee Discount] key gives employees a discount on menu items or meals. It may be programmed to prompt for the employee’s ID and reference information. It can be a subtotal or item discount. Steps 1. Begin a guest check. 2. Post a menu item that is programmed to be used with an Employee Discount. 3. Press the appropriate [Discount] key. 4. Enter employee ID, if prompted. 5.
Guest Check Adjustments Post an Employee Discount Notes General Information An employee meal may be a “shift” meal that an employee consumes during the course of a shift, or it may be a meal that the employee consumes while dining in the establishment off-duty. A restaurant may offer an employee meal using a variety of methods: ❑ The employee may be offered a percentage discount (e.g., 50% off, 100% off, etc.). ❑ The employee may be offered a dollar amount discount (e.g., $3.
Guest Check Adjustments Post an Open Service Charge Post an Open Service Charge Misc Svc Chg An [Open Service Charge] key lets you manually enter the dollar amount or percentage of the service charge. A percentage service charge applies to all menu items that are linked to its itemizer. Steps 1. Begin or pick up a guest check. 2. Post menu items. Note: Items do not need to be posted to the check before posting an Open $ service charge. 3. Type the dollar amount or percentage of the service charge.
Guest Check Adjustments Post an Open Service Charge Notes General To void a percentage service charge that was entered in a previous service round, Information you must use Void/Edit or TouchVoid. You cannot do a direct item void of a percentage service charge from a previous service round. You cannot use the [@/For] key with percentage service charge. If you try, the system prompts AT entry not allowed with percentage service charge. Example There is a $100.00 equipment rental fee for a banquet.
Guest Check Adjustments Post a Preset Service Charge Post a Preset Service Charge Room Service A [Preset Service Charge] key posts a service charge with a fixed price to a guest check. Steps 1. Begin or pick up a guest check. 2. Post menu items. Note: Items do not need to be posted to the check before posting a Preset $ service charge. 3. Press a [Preset Service Charge] key. Example: [Room Service] 4. Enter a service charge description, if prompted.
Guest Check Adjustments Post a Preset Service Charge Notes General Information To void a percentage service charge that was entered in a previous service round, you must use Void/Edit or TouchVoid. You cannot do a direct item void of a percentage service charge from a previous service round. You cannot use the [@/For] key with percentage service charge. If you try, the system prompts AT entry not allowed with percentage service charge.
Guest Check Adjustments Post a Discount or Service Charge Using NLU Post a Discount or Service Charge Using NLU Discounts The [NLU] key displays a list of similar items from which you choose the discount or service charge you want. When You Know the NLU Number 1. Begin or pick up a guest check. 2. Type the number of the discount or service charge and press the [Discount NLU] or [Service Charge NLU] key. Example: [Discounts] The discount or service charge posts to the check detail.
Guest Check Adjustments Post a Discount or Service Charge Using NLU Notes Note NLU keys can list menu items, tender/media, discounts, and service charges. Screen Lookup (SLU) keys function similarly to NLU keys. However, instead of displaying a list of items, an SLU key generates a new touchscreen with a key for each item. Sample This illustration shows the NLU list of menu items that display when the [Entree] key is pressed: 1. Press the entree key 2.
Guest Check Adjustments Exempt Check from Tax Exempt Check from Tax Tax Exempt This key waives sales tax on a guest check. You can program one key to remove all taxes, and separate keys to each remove a specific tax. Steps 1. Begin or pick up a guest check. 2. Post all sales entries. 3. Press a [Tax Exempt] key. 4. Enter tax exemption information, if prompted. Note: If you press [Clear] while entering information, the operation is cancelled. 5. Service total or tender the guest check.
Guest Check Adjustments Exempt Check from Tax Notes General Information You cannot post additional menu items in the same service round after pressing a [Tax Exempt] key. If you add items in a later service round, tax accumulates on the new items only. Normally, you apply tax exemptions just before service totalling or tendering. Example The ambassador does not pay U.S. sales tax.
Guest Check Adjustments Exempt Check from Autogratuity Exempt Check from Autogratuity Exempt Auto Svc This key removes an automatic service charge from a guest check. Steps 1. Begin or pick up a guest check. 2. Post all sales entries. 3. Press [Exempt Auto Service Charge]. The autogratuity value on the check summary decreases to zero and the autogratuity entry in the transaction detail is removed.
Guest Check Adjustments Exempt Check from Autogratuity Notes General Information You cannot post additional menu items in the same service round after posting an autogratuity exemption. If you add items in a later service round, the autogratuity accumulates on the new items. Normally, you post autogratuity exemptions just before service totalling or tendering. Example A restaurant has an automatic 15% service charge on all guest checks.
Chapter 7 Correct a Mistake This chapter explains how to correct entry errors, cancel orders, void items, and post item returns. In this chapter Introduction ............................................................................... 7-2 Voids ..................................................................................... 7-2 Other Transactions.............................................................. 7-4 Cancel a Transaction.................................................................
Correct a Mistake Introduction Introduction There are several ways to correct a mistake made on a check. On an active check, you can cancel the transaction before service totalling. On a closed check, you can edit items or void items. Finally, if you can’t access the closed check for some reason, you can create a new check with a negative balance to cancel out the original check. You use the [Void] key to remove items from a check.
1 (: Correct a Mistake Introduction Limited Last Item Void To perform a last item void, press the [Void] key twice. This voids the last item ordered (the item at the end of the list in the transaction detail). There are several restrictions that can be placed on voids. Last item void only applies to current round entries. Limited last item void allows the employee to void only the last item entered.
Correct a Mistake Introduction Voiding a Check You can void a check that was service totalled but not closed by voiding all items on it. If you are not allowed to void items entered in a previous round, you can use the [Transaction Void] key to enter the same items you want to void but with negative prices. In this way, the items cancel each other out. Creating a Negative Check If you need to void a closed check, you can create a negative check (or negative fast transaction).
Correct a Mistake Cancel a Transaction Cancel a Transaction Transaction Cancel Use this key to end an open check’s current service round without posting any entries. Steps 1. From inside a transaction, press [Transaction Cancel]. The system prompts Cancel Transaction? 2. Press [Enter] or [Transaction Cancel] to confirm the cancellation. One of the following happens: ❏ If this is a new check that has not yet been service totalled, the transaction is cancelled and the check is not opened.
Correct a Mistake Cancel a Transaction Notes General Information A transaction consists of all entries posted to a guest check during a service round. When you cancel a transaction, you void all entries made during that service round. If your system assigns check numbers automatically, you cannot re-use a cancelled check’s number, even if it’s a new check. For example, if you begin check #250 and immediately cancel the transaction, the next check opened is #251.
Correct a Mistake Void an Item Void an Item Void This key lets you remove items from a guest check in either a current or previous round. Its operation depends on your revenue center’s settings. You must be privileged to void items. Voids print at order devices if programmed to do so. Last Item Void 1. Press [Void] twice. The system removes the last item entered in this round.
Correct a Mistake Void an Item Direct Item Void 1. Press [Void]. 2. Press the [Menu Item] key for the item you want to void. The voided item posts to the check detail as a negative value (a “V” appears next to the amount), and the balance due decreases by that amount.
Correct a Mistake Void an Item Notes General Information You cannot use Last Item Void to void entries after a PMS posting. Examples Samantha was just told by the kitchen that they are out of the lasagna she ordered. Samantha picks up the check and presses [Void] [Entree] [Lasagna]. The system prompts her for authorization since she’s not authorized to void items from a previous service round. Her manager enters an ID number to complete the void.
Correct a Mistake Return an Item Return an Item Use this key to return a menu item that was prepared but was rejected by or not delivered to the customer. Returned items are removed from the guest check. Return Steps 1. Pick up a guest check. 2. Press [Return]. (This is not the [Enter] key.) 3. Press the [menu item key] for the item you’re returning. 4. Enter a reason code if your system requires one.
Correct a Mistake Return an Item Notes General Information A return is treated differently than a void because inventory and preparation costs are incurred when a menu item is prepared but not paid for. The return is posted to the check as a negative amount, and reduces the check total. Example A customer orders cream of broccoli soup. Samantha delivers it, but the customer rejects it as too watery.
Correct a Mistake Edit a Closed Check Edit a Closed Check Edit Closed Check This key re-opens a closed guest check and allows you to change the following: ❏ payment method tax exemption status auto service charge charged tip cover count ❏ guest check ID ❏ ❏ ❏ ❏ Some of the steps below require you to void a tender/media entry before you can re-enter correct information. If your system has Touch Void enabled, void entries like this: ❏ Press Void.
Correct a Mistake Edit a Closed Check ❏ If this is not the correct check, press [Clear] or [No]. If there are other closed checks with the same check number, the system displays the payment information for each one until you press [Enter] to edit one, or until there are no more closed checks with this check number. Payment Method 1. Void the tender detail entry on the guest check. Note: Removing tender detail that includes a charged tip also removes the charged tip amount. 2.
Correct a Mistake Edit a Closed Check 2. Tender the guest check using the correct [Tender] key and amount. The system closes the check. The check reprints if the [Tender] key you used is programmed to print. Charged Tip Note: The charged tip must be linked to the tender amount in order for it to be edited. 1. Press [Void] twice to remove the amount tendered. Removing a tender entry that includes a charged tip also removes the charged tip. 2.
Correct a Mistake Edit a Closed Check Notes General Information You must always use a [Tender] key to exit Edit Closed Check. A [Service Total] key is not allowed. If you want to reprint a closed check after making changes to it, but the [Tender] key you use to close it again is not programmed to print, do this: first close the edited check with a [Tender] key, then reopen it and press [Reprint Check]. Example Samantha just closed the guest check for the couple at table 8, who paid with cash.
Correct a Mistake Transaction Void Transaction Void Transaction Void Use this key to create a negative check or negative fast transaction. Generally, you use this key to void a closed check. Steps 1. Begin a new check. 2. Press [Transaction Void]. 3. Press the [Menu Item] key for each item to be voided. The system posts the items with negative prices. 4. If the system displays a prompt window with a list of reasons for each void, enter a reason number. 5. Press a [Tender] key to close the check.
Correct a Mistake Transaction Void Notes General Information You must be privileged to create a negative check. Report This feature is noted in the following reports.
Correct a Mistake Transaction Void 7-18
Chapter 8 Print and Split Check Operations This chapter explains how to print and split guest checks. In this chapter Introduction ............................................................................... 8-2 By-Round Printing .............................................................. 8-2 Remote Line by Line Printing ............................................ 8-3 Special By-Round Printing ................................................. 8-3 Trailer Lines .....................................
Print and Split Check Operations Introduction Introduction Guest checks can be printed or reprinted at the end of a service round, when the customer pays, or when the customer asks for the check. The check employee’s status as on-demand, by-round, or special by-round determines when checks print. You can split a check into two or more checks by moving one or more items to another check. This second check is separate from the original check and must be tendered and closed separately.
Print and Split Check Operations Introduction 1 (: Remote Line by Line Printing When remote line by line printing is enabled, the order type name and the menu item and its condiments will print on the remote order printer after each new menu item, discount, service charge, or payment is selected. A service total will send all remaining items to the printer. This option is used to speed up service.
Print and Split Check Operations Introduction Trailer Lines In many hotels, guests can charge bills in the hotel restaurant to their room account. Guest checks can be programmed to print trailer lines for a guest to add a tip, sign their name, and print the room number. Below is a sample check printed by a by-round employee. After the guest wrote in the tip and signed the check, the employee tendered the check, and the tender and total information printed below the trailer lines.
Print and Split Check Operations Print a Guest Check Print a Guest Check Service Total The [Service Total] key prints checks for by-round employees. The [Print Check] key prints checks for on-demand employees. Service Total Print Check 1. Begin or pick up a guest check. 2. Enter transaction items (except payment in full.) 3. If you are a by-round employee, and if you are using a slip printer, insert the check. 4. Press [Service Total].
Print and Split Check Operations Print a Guest Check Notes General Information For on-demand employees, revenue center programming determines how many times you can reprint a check before authorization is required. For example, if the limit is set to “1”, an employee is only allowed to print a check once. Printing it a second time would require an authorized person’s ID number.
Print and Split Check Operations Reprint Guest Check Reprint Guest Check Reprint Check This key lets you reprint a lost or damaged check if you are a by-round employee. You must be privileged to reprint a check. Your system may or may not have this key. Reprint an Open Check Print Check 1. Pick up the guest check. 2. Press a [Reprint Check] key. 3. Enter an authorization code, if prompted. The guest check reprints. ❏ The system sorts and consolidates previous round entries based on their print groups.
Print and Split Check Operations Reprint Guest Check Notes General Information For on-demand employees, revenue center programming determines how many times you can reprint a check before authorization is required. For example, if the limit is set to “1”, an employee is only allowed to print a check once. Printing it a second time would require an authorized person’s ID number.
Print and Split Check Operations On-Demand Customer Receipt On-Demand Customer Receipt On-Demand Cust Rcpt This key lets you print a customer receipt for fast transactions. Steps 1. Begin a check and post detail items. 2. Tender the check to close the transaction. 3. While the closed transaction is still displayed on the screen, press [On-Demand Customer Receipt]. The receipt prints. Note The closed transaction must be displayed in order to print.
Print and Split Check Operations On-Demand Customer Receipt Notes General Information A customer receipt looks very similar to a guest check. Differences between the two are as follows: ❑ The check header for customer receipts has less options available than the check header for guest checks. ❑ Customer receipts can print line-by-line; guest checks print by-round or ondemand.
Print and Split Check Operations Filter Seat Filter Seat Filter Seat This key selects and displays only those items that apply to a particular seat or seats. Use the filter feature to review the items posted to a seat or to print a memo check. Steps 1. Begin or pick up a check. 2. Type the seat number to filter, then press [Filter Seat]. Example: [3] [Filter Seat] The screen displays transaction detail for only the seat number you entered.
Print and Split Check Operations Filter Seat Message What it Means Action Required PRESS CLEAR TO CONTINUE If a check is tendered while filtering, a “split check” transaction occurs. Press [Clear]. The remainder of the check may be filtered and tendered, or all of the check may be tendered. HAS BEEN CLOSED The seat entered has already been tendered. Enter correct seat number. Notes General Information Press the [Filter Seat] key to turn filtering on and off.
Print and Split Check Operations Print a Memo Check Print a Memo Check Use these keys to print check detail, tax, and subtotal for each seat number. Memo checks are not separate from the original check; they simply let you print detail for seats separately. Filter Seat Steps Print Memo Check 1. Pick up a check. 2. Enter the seat number and press [Filter Seat]. The transaction detail for this seat displays. 3. Press [Print Memo Check]. The memo check for this seat prints.
Print and Split Check Operations Print a Memo Check Notes General Information The [Print Memo Check] key can be programmed to automatically increment the seat filter. A memo check shows the detail and subtotal for one or more (but not all) seats assigned to the check. The totals of individual checks may not add up to the original check’s total because of tax break points. The advantage of memo checks over split checks is that they reduce the number of real guest checks that an employee must close.
Print and Split Check Operations Split a Guest Check Split a Guest Check Split Check This key moves a portion of the original guest check detail to a new check. The way it works depends on if you have TouchSplit enabled or not. You can also split the cost of one menu item between checks. Split a Check 1. Pick up a check and press [Split Check]. The Split Check screen appears.
Print and Split Check Operations Split a Guest Check 7. Press [Yes]. The system saves the changes and returns to the original check which now reflects the split check changes. Note You can press [New] to add more new checks. If you have more than four checks, use the scroll buttons at the bottom of the screen to move between checks. Scroll buttons Message What it Means Action Required AUTHORIZATION, ENTER ID NUMBER You are not privileged to perform this operation.
Print and Split Check Operations Split a Guest Check Notes General Information Splitting a check results in two or more separate checks. Split checks must be tendered and closed, just like the original check. Example Four people at a table order appetizers. After a 5% sales tax is added, the total for this check (#981) is $40.01. One of the customers informs Samantha that she would like a separate check.
Print and Split Check Operations Print a Shared Check Print a Shared Check Use this key to divide a guest check into several equal parts, and print a chit showing each guest’s share of the check. The shared check chit provides summary totals only. Printing shared check chits does not split the check; it remains intact in the UWS. Shared Check Steps 1. Pick up a check. 2. Type the number of customers who will share the check. 3. Press [Shared Check].
Print and Split Check Operations Print a Shared Check Notes General Information Shared checks may be given to customer who ask to have the check split evenly. If the balance due is not equally divisible, the last shared check chit(s) have the lower amount. If the revenue center is prgrammed to round the balance due, shared check chits may not balance to the guest check. Example A party of three couples whose balance due is $36.
Print and Split Check Operations Print a Shared Check 8-20
Chapter 9 Tender a Guest Check This chapter explains how to tender a guest check. In this chapter Introduction ............................................................................... 9-2 Automatic Full Payment..................................................... 9-2 Closing a Guest Check ........................................................ 9-2 Credit Cards ........................................................................ 9-2 Tender Guest Check to Cash ...................................
Tender a Guest Check Introduction Introduction Customers can pay guest checks using several different payment methods: cash, credit card, room charge, or employee meal. In some restaurants, a guest check can be tendered to an alternate currency. Guest checks may be partially tendered by seat number, or split into more than one check. Payments can also be “split-tendered,” paid partly in cash and partly by credit card.
Tender a Guest Check Introduction Credit Authorizations Depending on your revenue center’s guidelines, you may authorize a credit card at different points during the customer’s stay. For example, a bar usually requests authorization for a credit card before a customer orders anything. This is called an “initial credit authorization.” On the other hand, a restaurant generally requests the authorization after the meal is finished, when the customer presents her credit card for payment.
Tender a Guest Check Introduction Credit Authorization Limits A credit authorization limit is a programmed amount that determines if an authorization is required and, if so, for what amount. There are four limits that can be programmed: 9-4 ❏ Initial authorization amount. The amount of sales that is pre-approved for all initial credit authorizations. For example, say this amount is set at $20.00. When you request an initial authorization on a credit card, the processor checks to see if a $20.
Tender a Guest Check Introduction ❏ Secondary authorization difference percentage. The maximum percentage amount that the payment amount can exceed previous authorizations without requiring another credit authorization. For example, a credit card is authorized for $10.00. The secondary authorization difference percentage is 10%. When the final bill is presented and tip is added, the payment amount is $12.00. Because $12.
Tender a Guest Check Tender Guest Check to Cash Tender Guest Check to Cash Use this key to tender a guest check paid with cash. Your system may have preset cash keys ( [$5], [$10], etc.) to make payment entry quicker. Cash Open Entry Cash Key 1. Pick up a guest check. 2. Do one of the following: ❏ Type the amount received from the customer and press [Cash]. ❏ Press [Cash]. This tenders the check with the exact amount due. The check is closed.
Tender a Guest Check Tender Guest Check to Cash Notes General Information The [Cash] key can be programmed to assume “paid in full” when the key is pressed and no amount was entered. Example Samantha’s customers are paying their check with cash. The check total is $32.59 and they give Samantha $40.00. Samantha uses the numeric keypad to enter the amount tendered and presses [Cash]. The change due ($7.41) displays on the screen and prints on the guest check.
Tender a Guest Check Tender a Memo Check Tender a Memo Check Filter Seat Use these keys to tender each memo check. Memo checks are not separate from the original check; they simply let you tender seats separately. Steps Tender 1. Pick up the guest check to be tendered. 2. Enter the seat number and press [Seat Filter]. The detail, including subtotal and tax, for this seat displays. 3. Press a [Tender] key.
Tender a Guest Check Tender a Memo Check Notes General Information If multiple seats are in the filter, the filter is always turned off after tendering. Individual memo check totals may occasionally not add up to the original check’s total, due to differences in tax rounding. Memo checks use a *** MEMO CHECK *** header. Reprinted memo checks use a *** REPRINT MEMO CHECK *** header. Memo checks cannot be printed by-round. The parent check is closed on the system only when all its seat have been tendered.
Tender a Guest Check Tender Guest Check to Alternate Currency Tender Guest Check to Alternate Currency Canadian Currency Canadian Cash You can convert the amount due on a guest check into alternate currency. The system can compute change due in either alternate currency or base currency, depending on its programming. Steps 1. Pick up a guest check. 2. Press the alternate currency conversion key.
Tender a Guest Check Tender Guest Check to Alternate Currency Notes General Information The exchange rates for each currency can be updated in Manager Procedures. Example A U.S. restaurant near the Canadian border accepts Canadian dollars. A customer pays her check with $50.00 Canadian. The server picks up the check and presses [Canadian Conversion]. The amount due of $43.05 U.S. is equivalent to $48.84 Canadian. The server enters 50.00 and presses [Canadian Cash]. The check detail shows payment as $44.
Tender a Guest Check Tender a Guest Check Using Number Lookup (NLU) Tender a Guest Check Using Number Lookup (NLU) Tender NLU A [Tender NLU] key displays a list of payment methods. You choose the method you want to use. When You Know the NLU Number 1. Pick up a guest check. 2. Type the number of the tender method, then press [Tender NLU]. 3. Follow the steps for the tender method chosen (refer to the appropriate pages in this chapter). When You Don’t Know the NLU Number 1. Pick up a guest check. 2.
Tender a Guest Check Tender a Guest Check Using Number Lookup (NLU) Notes Sample Reports Here’s a sample credit card NLU list: Tendered guest checks are noted in any report that includes tracking groups for the payment method used.
Tender a Guest Check Enter Credit Card Information Enter Credit Card Information There are two ways to enter credit card information in the system: you can use a magnetic card reader, or you can enter the information manually. Use the instructions below to help you complete the credit card procedures on the following pages. Using the Magnetic Card Reader 1. Hold the card with the stripe facing: ❏ down and away from the UWS (see example 1); or ❏ down and toward the UWS (see example 2) 2.
Tender a Guest Check Enter Credit Card Information .
Tender a Guest Check Tender Guest Check to Credit Card (No Authorization) Tender Guest Check to Credit Card (No Authorization) Use a [Credit Card] key to tender a guest check that is paid with a credit card. This procedure only applies to restaurants that do not authorize credit cards with the 3700 system. If you do authorize credit cards, follow the applicable credit card procedures beginning on page 9-18. Visa Amex Steps 1. Pick up a guest check. 2.
Tender a Guest Check Tender Guest Check to Credit Card (No Authorization) Notes General Information If your establishment processes credit authorizations before accepting credit cards as payment, this procedure does not apply. Follow the applicable credit card payment procedures, including processing credit authorizations and finalizing credit card payments, that follow this entry. Example Table 8 has a balance of $106.34.
Tender a Guest Check Process Initial Credit Authorization (Start a Tab) Process Initial Credit Authorization (Start a Tab) Initial Auth When CA/EDC is in use, an initial credit authorization lets you authorize a specific charge amount before sales are actually posted. Steps 1. Begin a guest check. 2. Press the [Initial Authorization] key. The prompt Enter credit card info appears. 3. Run the card through the magnetic card reader, or enter the information manually.
Tender a Guest Check Process Initial Credit Authorization (Start a Tab) Notes General Information Initial credit authorization lets customers order items up to a specified amount with the assurance that the credit card processor will cover their charge. It also ensures that your restaurant will be paid. An initial authorization does not print a credit card voucher (unless programmed to do so).
Tender a Guest Check Process Credit Authorization Process Credit Authorization Credit Auth You process a credit authorization to ensure that a credit card is valid for payment and to print the credit card voucher. Steps 1. Pick up a guest check. 2. Type the amount to authorize. (If you want to authorize the balance due, skip this step). 3. Press [Credit Auth]. The system prompts Enter credit card info. 4. Run the card through the magnetic card reader, or enter the information manually.
Tender a Guest Check Process Credit Authorization Message What it Means Action Required CREDIT AUTH AMOUNT EXCEEDS AMOUNT DUE You entered an amount greater than the guest check total. Enter an amount less than or equal to the guest check total. If you’re trying to include a tip, cancel this transaction and perform a credit finalize. INCORRECT CREDIT CARD TYPE You entered an account number whose preamble is not recognized by the system. Verify and re-enter the number, or ask for another credit card.
Tender a Guest Check Process Credit Authorization Manually Process Credit Authorization Manually Manual Auth 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. Steps 1. Pick-up a guest check. 2.
Tender a Guest Check Process Credit Authorization Manually Message What it Means Action Required INCORRECT CREDIT CARD TYPE You entered an account number whose preamble is not recognized by the system. Verify and re-enter the number, or ask for another credit card. INVALID CREDIT CARD NUMBER You entered an account number with the wrong number of digits. Verify the number and re-enter it.
Tender a Guest Check Suspend Credit Authorization Suspend Credit Authorization Service Total Depending on system programming, you may be able to process other transactions, such as beginning another check, while waiting for a credit authorization. The credit authorization processes in the background while you work. Steps 1. Pick up a guest check and perform an initial or credit authorization. The system displays Waiting for authorization. 2. Press [Service Total].
Tender a Guest Check Suspend Credit Authorization Notes General Information An authorization request can only be suspended from the UWS that made the request. The system displays the status of the suspended credit authorization requests in the detail section of the display screen. The statuses are: pending, approved, declined, queued, and error. Example It’s a busy night and Jorge has three checks to close. Two paid with cash and one with a credit card.
Tender a Guest Check Assign Credit Authorization to a Seat Assign Credit Authorization to a Seat You can perform a credit authorization for one or more seats without splitting the check. Filter Seat Steps 1. Pick up the guest check. 2. Filter a seat’s items (as if you were going to print a memo check). 3. With the seat filter active, perform the credit authorization as you normally would. The authorization applies to the filtered items only. You may repeat this process for each seat .
Tender a Guest Check Assign Credit Authorization to a Seat Notes Example Two couples are at dinner together. When the check comes, they decide to split it between the two couples. One couple pays its share with cash, the other with a credit card. Samantha goes to the UWS, picks up the check, and filters the appropriate seats. She then presses [Credit Auth] and performs the authorization for the amount of those items.
Tender a Guest Check Finalize a Credit Card Payment Finalize a Credit Card Payment Credit Finalize To post payment and close a check that has had a credit authorization performed, you must finalize the charged payment. Steps 1. Pick up the guest check. 2. Do one of the following: ❏ If the credit card key has a charged tip link, go to Step 3. ❏ If the credit card key is not programmed with a charged tip link, type the charged tip amount (from the voucher) and press the [Charged Tip] key. 3.
Tender a Guest Check Finalize a Credit Card Payment Message What it Means Action Required CHARGE PAYMENT REQUIRED You tried to do something other than tender the check after entering a charged tip. Enter the credit card payment, or void the charged tip. CREDIT CARD ALREADY TENDERED You tried to tender the check with a credit card that has already tendered part of this check. Cancel the transaction. You can’t make more than one partial payment to a check with the same credit card.
Tender a Guest Check Use Credit Card Lookup Use Credit Card Lookup Credit Card Lookup [Credit Card Lookup] checks a list of allowed credit card types programmed in your system and verifies that the card is accepted. If accepted, you can then post payment or just store the credit card number for later use. Do not use this key if your establishment uses the 3700 system to request credit authorization. Instead, perform a credit authorization for a zero amount to store the credit card information. Steps 1.
Tender a Guest Check Use Credit Card Lookup Notes General Information Use this key when credit authorization (CA) is not performed at all, or is performed by a separate CA machine. This key cannot be used with 3700 Credit Authorization/ Electronic Draft Capture (CA/EDC) operations. If [Credit Card Lookup] is programmed to post to a Property Management System (PMS), your UWS may be programmed to automatically query the PMS computer and determine if this card has been accepted.
Tender a Guest Check Recall a Credit Card Recall a Credit Card Credit Card Recall Use this key to recall credit card information you stored for a check using [Credit Card Lookup]. This key also recalls credit card information you may have stored by posting a $0.00 credit card payment. Steps 1. Pick up the guest check. 2. Type the total amount from the voucher and press [Credit Card Recall]. The system recalls information from the last credit card entered for this check. 3.
Tender a Guest Check Recall a Credit Card Notes General Information For [Credit Card Recall] to work, the credit card information must first have been stored using [Credit Card Lookup] or by posting a $0.00 payment to the check. If more than one credit card number has been stored for this check, the [Credit Card Recall] key only retrieves the last card’s information. For example, if DISCOVER and then VISA card information was stored, only the VISA information is recalled.
Tender a Guest Check Correct a Credit Card Voucher Correct a Credit Card Voucher If the amount due on the credit card voucher is incorrect, you can void the incorrect items and add new ones, then reauthorize the amount. Void Steps 1. Pick up the guest check. Credit Auth 2. Void the erroneous menu item(s), if necessary. 3. Add correct menu items, if necessary. 4. Press [Credit Auth]. Process the credit authorization as you normally would.
Tender a Guest Check Correct a Credit Card Voucher Notes Example The customer presents a credit card after receiving the check. You authorize the credit card, print a credit card voucher and give it to the customer for approval, signature, and a total. At this point the customer finds an erroneous item on the guest check. You take the voucher, pick up the check and void the erroneous item. Then you press the [Credit Auth] key to re-authorize the amount and print a new credit card voucher for the customer.
Tender a Guest Check Reprint a Credit Card Voucher Reprint a Credit Card Voucher Credit Auth Follow these steps to reprint a credit card voucher that was lost or damaged. Using this procedure, you can only reprint a voucher identical the one you lost. If you need to change the amount due (i.e., add or delete items), follow the steps for “Correct a Credit Card Voucher” on page 9-34. Steps 1. Pick up a guest check. 2. Press the [Credit Auth] key. One of the following happens: ❏ The voucher reprints.
Tender a Guest Check Reprint a Credit Card Voucher Notes Example The customer presents a credit card after receiving the check. You authorize the credit card, print a credit card voucher and give it to the customer for approval, signature, and a total. At this point the customer finds an erroneous item on the guest check. You must void the erroneous item from the check, and print a new credit card voucher for the customer.
Tender a Guest Check Conduct a PMS Inquire Conduct a PMS Inquire PMS Inquire A PMS (Propert Management System) Inquire takes place when your UWS sends a charge posting inquiry to an external PMS computer. The main purpose of a PMS Inquire function is to communicate with a hotel or motel front desk terminal or other property management system to determine if a guest check may be charged to the customer’s folio. Steps 1. Press the [PMS Inquire] key. 2.
Tender a Guest Check Conduct a PMS Inquire Notes Example Mary’s costomer at table four has requested to charge his restaurant bill to his roo in the adjoining hotel. He gives Mary his name (Mr. Jones) and hotel room number (108). Mary presses [PMS Inquire]. At the prompt, Mary enters the required customer information. The PMS response indicates that Mr. Jones is authorized to charge his room for his $20.00 restaurant bill.
Tender a Guest Check PMS Posting PMS Posting Room Charge [Room Charge] is used to tender a guest check by electronically by posting the ammount due to the customer’s front desk folio. Steps With Ammount Required Key 1. Pick up guest check to tender. 2. If necessarey, printthe check (usually with a trailer for guest signature) and present to guest for signature. 3. Type ammount tendered and press [Room Charge]. 4. At the prompt “CHARGED TIP AMMOUNT IS ($x.xx)?”, press [Enter] for “YES”, [Clear] for “NO”.
Tender a Guest Check PMS Posting Message ONE MOMENT PLEASE, SENDING MESSAGE 3700 User’s What it Means The 3700 System is attempting to establish communication with the PMS. Action Required Wait.
Tender a Guest Check PMS Posting 9-42
Chapter 10 Tip Operations This chapter explains banking procedures, how to declare tips, and how to pay out tips. In this chapter Introduction ............................................................................. 10-2 Declare Cash Tips ...................................................................10-5 Pay Tips ...................................................................................
Tip Operations Introduction Introduction There are two banking systems common to restaurants: employee banking and cashier banking. The banking system you use determines how you handle tips. Banking Systems Employee Banking With this type of banking, employees are issued a supply of coins and small bills called a bank. They close their own checks and use their banks to make change for their customers. The system tracks their totals. At the end of the shift, employees return their banks to the house.
Tip Operations Introduction Cashier Banking With cashier banking, one person—usually a cashier or bartender—closes guest checks and makes change for all employees during a shift. At the end of the shift, the cashier pays employees their charged tips and autogratuities, then reconciles the cashier bank. Here is a typical cashier banking model. Your restaurant’s methods may vary. FINE FINE DINING 1 Beer 1 xxxxxxxxx Subtotal Tax Total 103 102 FINE 101 2.50 6.50 9.00 0.50 9.
Tip Operations Introduction Tips Handling The system can keep track of all tips employees receive. To assist with IRS reporting requirements, the system also records tips paid to employees. There are several types of tips. Each is described below. Direct and Indirect Tips i Direct tips are cash tips that a customer gives directly to an employee. Indirect tips are cash tips that an employee splits with other employees, such as a bus person.
Tip Operations Declare Cash Tips Declare Cash Tips Tips Declared This key records the amount of cash tips an employee is taking home. Steps 1. Sign in. 2. Type the amount of tips received and press [Declare Tips]. The system prompts Is <$> correct? 3. Do one of the following: Message AUTHORIZATION, ENTER ID NUMBER 3700 User’s ❏ Press [Enter] to confirm the amount. The amount displays, and a validation chit (if used) prints. ❏ Press [Clear] if the amount is wrong. The amount clears.
Tip Operations Declare Cash Tips Notes Example At the end of her shift, Samantha has $26.00 in direct cash tips. First she pays Grant, the busboy, $4.00 in indirect tips. Then she declares her cash tips by signing in, typing [2200] and pressing [Tips Declared]. When Grant’s shift is over, he declares the $4.00 in indirect tips that Samantha gave him. He signs in, types [400] and presses [Indirect Tips].
Tip Operations Pay Tips Pay Tips Tips Paid Use this key to pay an employee in cash the value of his or her charged tips. Steps 1. Sign in. 2. Type the amount of cash to pay out and press [Tips Paid]. 3. If the prompt Enter tips paid info appears, enter the required information. The prompt Enter tip employee ID (number) appears. 4. Enter your employee number or employee ID number. The amount paid displays, the cash drawer opens, and a validation chit (if used) prints.
Tip Operations Pay Tips Notes General Information If your system is programmed to record charged tips automatically, a cashier does not use [Tips Paid]. He or she simply pays the employee. See the Cashier Banking diagram on page 10-2. Example At the end of her shift, Samantha has her manager print her Employee Sales and Tip Totals Report. It shows Samantha earned $42.00 in charged tips. Samantha takes the report to the cashier, who enters the amount and presses [Tips Paid].
Appendix A4 Prompts and Messages This appendix lists and defines the messages thar may appear while you’re using the 3700 System. In this appendix Introduction ...............................................................................A-2 List of Prompts and Messages .................................................
Prompts and Messages Introduction Introduction Prompts, messages and status lines give you instructions or information you need to complete transactions. They also tell you when you’ve entered incorrect information or attempted an invalid operation. The illustration below shows where to look for these three types of information.
Prompts and Messages Introduction Error Messages Error messages display when you try to perform an incorrect action. They either tell you the action is not allowed, or prompt you to enter correct information. Here’s an example: You must press [Clear] to clear the message and continue. Programming Error Messages Some error messages may display as a result of incorrect database programming.
Prompts and Messages List of Prompts and Messages List of Prompts and Messages # guest entry required This message displays when you pick up a guest check that does not have a required guest count entered. # time clock detail limit reached The system allows 256 clock in/out cycles per employee per pay period. This message displays if you have clocked in and then out more than 256 times in this pay period.
Prompts and Messages List of Prompts and Messages Amount less than discount This message displays if you try to post a discount to this guest check, and the discount requires a minimum guest check amount which has not yet been reached. Amount required This message displays if you press a key for an open-priced item (menu item, discount, service charge) without first entering an amount. Press [Clear], then type an amount or percentage and press the correct item key.
Prompts and Messages List of Prompts and Messages Bank entry required This message displays if you try to begin a transaction without declaring an opening bank amount for your cash drawer. Press [Clear] to continue and enter the opening bank amount with a [Media Loan] type tendering key. Begin a new guest check? This prompt displays if the UWS is programmed to confirm beginning a new guest check. Press [Enter] to begin a new check or [Clear] to cancel.
Prompts and Messages List of Prompts and Messages Cancel this transaction This message follows the prompt “Authorization is required for:” It displays if you try to cancel a transaction and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Cancel transaction? This prompt displays if the UWS is programmed to confirm a [Transaction Cancel] keypress. Press [Transaction Cancel] again to accept the cancellation, or [Clear] to cancel the cancellation.
Prompts and Messages List of Prompts and Messages Cannot cancel after authorization This message displays when you try to use the [Transaction Cancel] key and there is a credit authorization posted to the guest check in the current service round. Cannot cancel after charge posting This message displays when you press the [Transaction Cancel] key after a PMS posting has already taken place in this service round.
Prompts and Messages List of Prompts and Messages Cannot edit cancelled check This message displays when you try to use the Edit Closed Check procedure and there is no check detail because the transaction was cancelled in the system. Press [Clear] to continue. Cannot edit check in training mode This message displays when you try to edit a closed check while in training mode. Press [Clear] to continue Cannot edit empty check This message displays if you try to edit a closed check that cannot be accessed.
Prompts and Messages List of Prompts and Messages Cannot split auth from tender This message displays when you try to split a check that has been partially tendered, and the credit authorization posted to the check does not have the same seat number as that of the seat being tendered. Press [Clear] to continue. Use [Edit Seat] to move the tender and authorization to the same seat.
Prompts and Messages List of Prompts and Messages Cannot use with item weight This message displays if you try to use the [Item Weight] key to enter a weight for a menu item that is not sold by weight. Press [Clear] to continue. Cannot use void This prompt appears if you try to void an item using [Void], and it is prohibited by the system. Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages Cash drawer assignment This message follows the prompt “Authorization is required for:” It displays if you try to change a cash drawer assignment using the [Assign Cash Drawer] key and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Cashier/shift assignment This message displays if you try to assign or change the active cashier link using the [Assign Cashier] key and are not privileged to do so.
Prompts and Messages List of Prompts and Messages Chaining table This message displays when you are in the middle of chaining tables and you try to perform another operation, such as pick up a check. You must send chained orders to the kitchen before performing a new transaction. Change cash drawer # 1 [or 2] assignment? This prompt requires you to confirm that you want to assign cash drawer 1 (or 2). Press [Enter] to confirm or [Clear] to cancel the operation.
Prompts and Messages List of Prompts and Messages Change sub sales level This message follows the prompt “Authorization is required for:” It displays if you try to change the current sub menu level and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Charge payment required This message appears if you try to do anything but tender a guest check after having entered a charged tip. Enter the credit card payment, or void the charged tip.
Prompts and Messages List of Prompts and Messages Check no longer owned by this UWS This prompt displays when you try to pick up a check on this UWS that was initially started here but was subsequently picked up by another UWS after it became “Open On System.” Cancel the current transaction, then pick up the check again.
Prompts and Messages List of Prompts and Messages ❏ You press a [Discount], [Service Charge], or [Tender/Media] key outside of a transaction. ❏ You press a [Menu Item] key outside of a transaction and you are not privileged to begin a fast transaction or the revenue center is programmed to prevent fast transactions. Press [Clear] to continue and begin or pick up a guest check. Check total read failed Programming error. Contact your support representative.
Prompts and Messages List of Prompts and Messages Clock out? This prompt displays if the UWS is programmed to confirm clock out. Press [Enter] to confirm or [Clear] to cancel Close cash drawer This prompt displays if you try to begin a transaction when the cash drawer is open. Press [Clear] and close the cash drawer, then begin the transaction again. Close out, transaction file full This message displays if the check has become too long (114 or more lines of detail entries).
Prompts and Messages List of Prompts and Messages Confirm account This prompt displays during PMS posting to confirm the account to which the charge is being posted. Press [Enter] to confirm, or [Clear] to cancel. Confirm your job assignment This prompt displays if the UWS is programmed to request a confirmation when you clock in to a specific job code. Press [Enter] to confirm, or [Clear] to cancel.
Prompts and Messages List of Prompts and Messages Credit card type not found This message displays if all of these three conditions are true: ❏ The [Credit Card Lookup] key is used. ❏ A credit card number is entered. ❏ The beginning digits of the credit card number do not correspond to any of those stored in the Tender/Media File. This message indicates that either the number was entered incorrectly, or the system is not programmed to accept that type of credit card.
Prompts and Messages List of Prompts and Messages Discount group This message follows the prompt “Authorization is required for:” It displays if you try to use a [Discount] key you’re not privileged to use. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Discount not found This message displays under one of the following conditions: ❏ You entered a discount NLU number that does not exist.
Prompts and Messages List of Prompts and Messages Edit reconciled closed check This message follows the prompt “Authorization is required for:” It displays when you try to edit a closed check whose credit card payment has already been settled and you are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Edit this closed guest check? This prompt displays when you pick up a closed check with the [Edit Closed Check] key.
Prompts and Messages List of Prompts and Messages Employee open on This message displays if you try to access a time card record (by clocking in or out, by editing a time card, or by running a labor report) and the time card is already in use for one of these actions elsewhere on the system.Wait until the procedure or report is complete, then clock in or out. The system can be programmed to allow reports to ignore this condition.
Prompts and Messages List of Prompts and Messages Enter credit card info This prompt displays when a [Credit Card] key is pressed. Enter the credit card account number manually or with the magnetic card reader. The system uses this entry to search the Tender/Media File for a credit card preamble that matches the initial character(s) of this entry.
Prompts and Messages List of Prompts and Messages Revenue center programming determines which of these two prompts displays. The field displays one of the following three terms, depending on the action taken: ❏ Meal displays if you’re posting an employee meal. ❏ Tip displays if you’re using [Direct Tips] or [Indirect Tips]. ❏ Check displays if you’re picking up a check.
Prompts and Messages List of Prompts and Messages ❏ You press a function key (e.g., [Sign In], [Pickup Check], etc.) that should be preceded by letter or number entries and was not. ❏ An NLU screen is displayed and you press [Enter] without first typing a number. Entry too large This message displays in response to one of the following: ❏ You try to post an open percentage service charge greater than 100%. Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages Error connecting to host This message displays during any type of credit authorization if the CA/EDC driver has a problem connecting to the credit card processor. Try again, then contact your support representative. Error running autosequence This message displays if the UWS on which you are running an autosequence has a problem while communicating with the autosequence server that is running on another PC.
Prompts and Messages List of Prompts and Messages ❏ You try to post a subtotal discount while seat filtering is active, and your system has been programmed to prevent this. Press [Clear] to continue. Guest Check ID This message follows the prompt “Authorization is required for:” It displays when you try to enter or change a guest check ID and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel.
Prompts and Messages List of Prompts and Messages Incorrect response to message This message displays when the response from the credit card processor cannot be interpreted by the CA/EDC driver. Incorrect credit card type This message displays when you enter an account number whose preamble is not programmed in the Tender/Media form in POS Configurator. Press [Clear] and either verify the number and re-enter it, or ask for another credit card.
Prompts and Messages List of Prompts and Messages Invalid characters entered This message displays if you enter characters other than “0123456789” when entering a credit card’s issue number. Press [Clear] and enter the correct issue number. Invalid charged tip link Programming error. Contact your support representative. Invalid check number This message displays if you press [Clear] or [Cancel] when prompted for the number of a memo tendered check. Enter the memo check number.
Prompts and Messages List of Prompts and Messages Invalid entry: is closed This message displays if you are trying to split a seat number that has already been split or memo tendered. Press [Clear] to continue. Invalid magnetic card This message displays if you run a card of the wrong type through the magnetic card reader. For example, if you run a library card through the card reader while tendering a guest check, this message displays. Press [Clear] and use the correct type of card.
Prompts and Messages List of Prompts and Messages ❏ You try to service total a fast transaction and your system is not programmed to allow this. Tender and close the guest check on the system, then begin another transaction. ❏ You try to perform a partial tender with a credit card on a fast transaction when using line-by-line printing. Press [Clear] to cancel. ❏ You press an [Add/Transfer Check] key.
Prompts and Messages List of Prompts and Messages Last item void This message follows the prompt “Authorization is required for:” It displays if you try to perform a last item void and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Last item void not allowed This message displays for either of these reasons: ❏ You partially tender a guest check to a PMS then try to void it using last item void.
Prompts and Messages List of Prompts and Messages Macro undefined This message displays if you press a [Macro] key and it does not exist for this revenue center. Press [Clear] to continue. Magnetic card entry not allowed This message displays if you run a magnetic card through the card reader in response to a system prompt that does not recognize card entries. For example, this message would display if you used a magnetic card to respond to an “Enter table number” prompt.
Prompts and Messages List of Prompts and Messages The number available for this menu item may be changed by an authorized employee using Manager Procedures. More than 9 guests? This prompt displays when you enter more than 9 guests for one check. Press [Enter] to confirm the number, or [Clear] to cancel it. Multiple incl tax rates not allowed This prompt displays when you try to post more than one U.S. inclusive tax to a check. Only one U.S. inclusive tax may be used. Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages Must void authorization This message displays when you try to add a credit authorization for a positive amount to a guest check that has a negative balance. Press [Clear] and void the credit authorization. You cannot post an authorization to this check.
Prompts and Messages List of Prompts and Messages No entered? This message displays when beverage control is used, and no beverages were ordered for the current round. Press [Enter] to confirm and end the service round, or [Clear] to remain in the service round so that you can enter more beverages. No cash drawer assigned This prompt displays if you use the [No Sale] key to open a cash drawer and there is no cash drawer assigned to you.
Prompts and Messages List of Prompts and Messages No groups available This message displays when you are beginning a check by table number and the table entered already has the maximum number of groups open (99). Close some of the open checks for this table and try again. No info screens allocated This message displays if you press an [Info] key and no information screens are programmed in your system. Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages No more sign in keys available This message displays when you try to sign in to a UWS using a [One Touch Sign In] key, and all of the keys available in this revenue center are already assigned to other employees. Press [Clear] to continue, and re-assign a key to yourself. No open checks found This message appears if you try to block transfer an employee’s checks and that employee has no open checks. Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages No sale This message follows the prompt “Authorization is required for:” It displays if you try to use the [No Sale] key to open a cash drawer and you are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel.
Prompts and Messages List of Prompts and Messages Nothing on scale This message displays if the weight registered on an attached electronic scale is zero. Press [Clear] to cancel. Nothing to repeat This message displays if you press the [Repeat Round] key and no items from the previous service rounds are programmed to repeat. Menu items must be programmed to repeat.
Prompts and Messages List of Prompts and Messages If this problem recurs, it may be a programming error. More memory must be allocated for open checks in POS Configurator. Order chaining active This message displays if you have service totalled one or more checks with a [Chain] key and then try to add, transfer, or close the check, or begin or pick up another check, before completing the chain and fire procedure. You can end the chaining process by pressing a regular [Service Total] key.
Prompts and Messages List of Prompts and Messages Override check open on system? This message displays if you try to pick up, add, or transfer a guest check that is already open on another UWS. A privileged employee may use the Override Check Open On System function to “break” one UWS’s hold on a guest check. Press [Enter] to confirm the override, or press [Clear] to cancel it. Use the override function with caution.
Prompts and Messages List of Prompts and Messages Payment amount over limit This message follows the prompt “Authorization is required for:” It displays when you post a tender to a guest check under all of these conditions: ❏ The amount tendered is greater than the High Amount Lockout (HALO) value programmed for this [Tender/media] key. ❏ This revenue center requires authorization to exceed a HALO. ❏ You are not privileged to exceed a HALO.
Prompts and Messages List of Prompts and Messages Pickup this guest check? This prompt displays if you press [Pickup By Table Number] for a table with multiple checks. The display shows the detail for the first check at the table and displays this prompt. Press [Enter] for yes, or [Clear] to go to the next check. Please clock in This message displays if you try to sign in before you have clocked in. Press [Clear] and clock in, then sign in.
Prompts and Messages List of Prompts and Messages Print optional trailer lines? This message displays when the tender is programmed to prompt the employee to print optional trailer lines. Press [Enter] for yes, or [Clear] for no. Print shared check This message follows the prompt “Authorization is required for:” It displays when you try to print a shared check and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel.
Prompts and Messages List of Prompts and Messages Reprint guest check This message follows the prompt “Authorization is required for:” It displays if you are a by-round employee and try to use a [Print Check] key to print a guest check but are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Reprint memo check This message follows the prompt “Authorization is required for:” It displays if you try to reprint a memo check and are not privileged to do so.
Prompts and Messages List of Prompts and Messages Scale calibration error This message displays if the scale is not calibrated to zero. Press [Clear] and recalibrate the scale. Refer to the documentation provided with your scale, if necessary. Scale error This message may display if the UWS is not configurated properly or if there is a malfunction with the scale itself. Press [Clear] to cancel and contact your service representative.
Prompts and Messages List of Prompts and Messages number entry required This message displays for either of these reasons: ❏ You begin a check and try to post items without entering a seat number. Press [Clear] and declare an active seat before posting detail. ❏ You try to change the current active seat without entering a seat number. Enter the seat number you want to change to, or press [Clear] to cancel.
Prompts and Messages List of Prompts and Messages Select your job assignment This prompt may display when you clock in, if the time clock schedule is programmed to let you to select your job code for this shift. The available job codes display in a popup window. Enter the number for the job code. Send authorization request again? This prompt displays when the 3700 system does not receive a reply from a credit card processor to an authorization request message in the time allotted.
Prompts and Messages List of Prompts and Messages Settlement in progress This message displays during any credit authorization or credit card tender when the modem is busy processing credit card settlement. Settlement can take up to several minutes. Wait for settlement to finish, then try again. (You will not be prompted when the modem is free, so just keep trying periodically.
Prompts and Messages List of Prompts and Messages Split check This message follows the prompt “Authorization is required for:” It displays if you try to use the [Split Check] key and are not privileged to do so. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Split this guest check? This prompt displays to confirm a [Split Check] operation. Press [Enter] to split the seat numbers shown on the screen to a new check. Press [Clear] to cancel the split check.
Prompts and Messages List of Prompts and Messages Table number entry required This message displays if you are programmed to handle checks by table number, and you try to post detail to the check without entering a table number. Enter a table number to continue. Tare too large This message displays if you enter a weight for a weighed menu item that is smaller than the tare weight (the weight of the empty packaging). Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages Time clock detail read failure Programming error. Contact your support representative. Timeout awaiting POLL This message displays during any type of credit authorization or settlement if the CA/EDC driver does not receive a communications control character from the credit card processor. The control character (ENQ) tells the driver that the processor is ready to receive information.
Prompts and Messages List of Prompts and Messages Transaction buffer full—see manager This message displays if you try to add checks, and the number of detail entries on the two checks exceeds the number allowed at this UWS. Press [Clear] to cancel the operation and tell your manager. Transaction file full This message displays if you try to post more detail entries to a guest check than the system allows. Press [Clear] and service total the check.
Prompts and Messages List of Prompts and Messages Unexpected host response This message displays during any type of credit authorization or settlement if the credit card driver receives data from the credit card processor in an incorrect format. Check the driver configuration (including the processor’s phone number) in POS Configurator. If the problem persists, contact your support representative.
Prompts and Messages List of Prompts and Messages Void service charge This message follows the prompt “Authorization is required for:” It may display if you try a void operation for which you are not privileged. Enter an authorized employee’s ID to continue, or press [Clear] to cancel. Waiting for authorization This message displays while the 3700 system waits for a response from a credit card processor.
Prompts and Messages List of Prompts and Messages Zero credit auth amount not allowed This prompt displays when you try to process a credit card authorization for a zero amount, and your system is programmed to prevent zero-amount authorizations. Press [Clear] to continue. An authorization is not required. Zero entry not allowed This message displays if you enter zero at any time that the UWS is expecting a nonzero numeric entry. Press [Clear] to continue.
Prompts and Messages List of Prompts and Messages A-58
Index Note: A Master Index is located in the 3700 Feature Quick Reference Manual.
Index D credit card entering information 9-14 to 9-15 finalizing payment 9-28 to 9-29 lookup, using 9-30 to 9-31 recalling 9-32 to 9-33 using for payment 9-2 to 9-5 voucher, correcting 9-34 to 9-35 voucher, reprinting 9-36 to 9-37 [Credit Card Lookup] key 9-30 [Credit Card Recall] key 9-32 credit finalization defined 9-5 current round void 7-3 customer display types of 1-10 customer receipt on-demand, procedure 8-9 to 8-10 printers supporting 1-15 D [Declare Tips] key 10-5 default menu level 3-20 descript
Index G G guest check adding 4-36 to 4-39 autogratuities, exempting 6-21 to 6-22 beginning 4-2 beginning as fast transaction 4-26 to 4-27 beginning by check number 4-6 to 4-7 beginning by guest check ID 4-8 to 4-9 beginning by table number 4-10 to 4-11 beginning for another employee 4-12 to 4-13 block transfer, using 4-42 by-round 1-15 chain and fire, using 4-30 to 4-31 closed, editing 7-12 to 7-15 closed, reprinting 7-15 closing 9-2 guest count, entering or changing 4-16 to 4-17 hold and fire, using 4-32
Index N menu items appetizer, serving as entree 5-22 limited-availability, posting 5-13 to 5-14 negative priced 5-10 open price, posting 5-15 to 5-16 posting multiple 5-11 to 5-12 posting, regular 5-8 to 5-10 regular, defined 5-2 shared between seats 4-22 to 4-23 split price, posting 5-17 to 5-18 using for cover count 4-16 weighed 5-3, 5-24 weighed, posting 5-19 to 5-20 menu levels changing 3-19 to 3-20 Model 32L description 1-5 Model 32R description 1-5 Model 64 description 1-5 modifiers.
Index S resume transaction procedure 3-13 to 3-14 returns features 7-4 procedure 7-10 to 7-11 with repeat round 5-28 roll printer features 1-11 to 1-15 round repeating 5-27 to 5-28 round-by-round printing. See by-round printing RS232 Express Printer illustrated 1-13 S scale interface using 5-19 screen saver on touchscreen 2-7 seat check.
Index U tip handling features 10-4 tip percentage for credit authorization 9-4 tips cash, declaring 10-5 to 10-6 paying 10-7 to 10-8 tips paid described 10-4 procedure 10-7 to 10-8 touchscreen contrast 2-8 on PCWS 1-6 pop-up 2-4 to 2-5 screen saver 2-7 screen types 2-2 to 2-5 sign in 2-2 to 2-3 touchscreen keys types 2-6 tracking group reports 6-6, 6-10, 6-12, 6-14 tracking groups using 3-26, 3-28 training mode default touchscreen 2-2 transaction default touchscreen 2-2, 2-4 transaction cancel features 7-4
