Contents

Last Updated 9th October 2014 ................................. 31

Idealpos 6.0 Licence Agreement .............................. 45
Introduction to Idealpos 6.03 .................................. 49
Idealpos 6.03 ...................................................................................... 49
Licensing ............................................................................................ 50
Idealpos Icons .................................................................................... 53
POS Screen in Idealpos ........................................................................ 54
Back Office ......................................................................................... 56
Hierarchy of Stock ............................................................................... 58
Stock Items ........................................................................................ 60
Stock Item Types ................................................................................ 62
Stocktake ........................................................................................... 76
POS Screen Setup ............................................................................... 78
Restaurant and Table Map .................................................................... 91
Using the Table Map ............................................................................ 93
Suppliers .......................................................................................... 104
Stock Purchases ................................................................................ 106
Stock Received.................................................................................. 108
Purchase Orders ................................................................................ 110
Process Invoices ................................................................................ 111
Network Printers ............................................................................... 113
IPS Utility ......................................................................................... 116
IPS Client ......................................................................................... 117
Global Options .................................................................................. 118
Stock Manage ................................................................................... 120
Ideal Handheld .................................................................................. 122

Alerts ..................................................................... 125

Alerts in Idealpos .............................................................................. 125

Setup Alerts ...................................................................................... 126

Receiving Alerts ................................................................................ 132

Amount Override .................................................... 133

Amount Override in Idealpos ............................................................... 133
Using Amount Override ...................................................................... 134
Amount Override Recording ................................................................ 140

Archive Data ........................................................... 145

Archive Data in Idealpos..................................................................... 145
Go to Archived Database Menu............................................................ 146
Archive Data Menu ............................................................................ 147
Compact Archive Database Menu ......................................................... 151

Back Office ............................................................. 155

Back Office in Idealpos ....................................................................... 155
Dashboard Shortcuts ......................................................................... 159
Activity Log ...................................................................................... 161
Dashboard ........................................................................................ 164
Back Office Menus ............................................................................. 169

Bar Tabs ................................................................. 185

Bar Tabs in Idealpos .......................................................................... 185
Bar Tab Accounts .............................................................................. 186
Bar Tab Buttons ................................................................................ 191
Bar Tab Settings................................................................................ 197
Using Bar Tabs .................................................................................. 202
Adding Bar Tabs ........................................................................................... 202
Print Bar Tab Bill .......................................................................................... 204
Print Bar Tab Report ..................................................................................... 206
Pay Bar Tab ................................................................................................. 209
Void Items from a Bar Tab ............................................................................ 212
Transfer Bar Tab to Table .............................................................................. 214
Transfer Table to a Bar Tab ........................................................................... 217
Transfer Bar Tab to Customer Account ............................................................ 220

Pre-Paid Bar Tabs .............................................................................. 222

Using Tyro for Bar Tab PreAuth ...................................................................... 227

Bar Tab Related Reports ..................................................................... 237

Barcode Scanning ................................................... 239

Barcode Scanning in Idealpos ............................................................. 239

Stock Item Scanning .......................................................................... 241

Bar Tabs, Accounts & Membership ....................................................... 247
Gift Vouchers & Credit Notes ............................................................... 248
Receipts ........................................................................................... 250
Tenders ............................................................................................ 252

Beverage Monitoring .............................................. 253

Bevcon Interface ............................................................................... 253
Settings ...................................................................................................... 253

Biometric Data Entry .............................................. 255

Biometric Entry and Idealpos .............................................................. 255
M2SYS Software (BioPlugIn) ............................................................... 256
Setup M2SYS ............................................................................................... 259
Add Fingerprints........................................................................................... 262
Idealpos and M2SYS ..................................................................................... 268

Blackboard ............................................................. 271

Blackboard in Idealpos ....................................................................... 271
Settings ........................................................................................... 274
Edit Blackboard ................................................................................. 277

Caller ID ................................................................. 279

Caller ID in Idealpos .......................................................................... 279
Settings ........................................................................................... 280
Using Caller ID .................................................................................. 284

Cash Dispenser ....................................................... 291

Talaris NMD Cash Dispenser................................................................ 291
Setup Dispenser ................................................................................ 292
Using Cash Dispenser......................................................................... 294

Chinese Character Printing/Display ....................... 297

Chinese Characters ............................................................................ 297
Setup Windows ................................................................................. 298
Setup Idealpos .................................................................................. 303
Chinese Characters In Idealpos ........................................................... 308

Clerks ..................................................................... 311

Clerks in Idealpos .............................................................................. 311

Clerk Setup ...................................................................................... 313

Settings ........................................................................................... 320
Using Clerks ..................................................................................... 343
Clerk Related Reports ........................................................................ 344

Clipp Interface ....................................................... 349

Clipp Bar Tab Interface ...................................................................... 349
Install Clipp POS Terminal Adapter ...................................................... 350
Configure Idealpos with Clipp .............................................................. 357
Setup Clipp ....................................................................................... 362
Using Clipp with Idealpos ................................................................... 367
Clipp Tab Enquiry .............................................................................. 378
Clipp details in Journal History ............................................................ 380

Communications ..................................................... 383

Communication and Connection Details ................................................ 383
Default Connection ............................................................................ 384
Connection with Packet Filtering .......................................................... 385
Connection with Proxy........................................................................ 388
Packet Delivery ................................................................................. 389
Physical Network Connection............................................................... 392
POSServer Priority Request................................................................. 394

Cooking the Books Interface .................................. 397

Cooking the Books ............................................................................. 397
Configure Windows ............................................................................ 398
Configure Idealpos............................................................................. 399

Coupon Promotions ................................................ 401

Coupon Promotions in Idealpos ........................................................... 401
Promotion Groups .............................................................................. 402
Using Logos On Coupons .................................................................... 404
Coupon Promotion Settings ................................................................. 415
Create Coupon Promotion ................................................................... 417
Copy Promotions .......................................................................................... 419
Delete Promotions ........................................................................................ 421
Add/Modify Promotions ................................................................................. 422

Create Coupon Design........................................................................ 441

Advanced ......................................................................................... 446
Birthday Coupon Promotions.......................................................................... 448

Perform a Sale to Issue a Coupon ........................................................ 459

Redeem a Coupon ............................................................................. 461
Customer Rewards & Coupons ............................................................ 462
Coupon Related Reports ..................................................................... 465

Customer Reward Promotions ................................ 467

Customer Reward Promotions in Idealpos ............................................. 467
Reward Settings ................................................................................ 469
Create a Customer Reward Promotion .................................................. 472
Customer Reward Promotion Setup...................................................... 474
Accumulating Customer Rewards ......................................................... 482
Redeeming a Customer Reward ........................................................... 486
Customer Rewards and Coupons ......................................................... 490

Customer Type Incentives ...................................... 493

Customer Type Incentives in Idealpos .................................................. 493
Settings ........................................................................................... 494
Incentive Programming ...................................................................... 497
Using Customer Incentives ................................................................. 507

Customers .............................................................. 511

Customers in Idealpos........................................................................ 511
Customer Types ................................................................................ 512
Add Customers.................................................................................. 516
Importing Customers .................................................................................... 517
Manually Add Customers ............................................................................... 519
POS Screen Add Customers ........................................................................... 522

Modify Customers .............................................................................. 526

Back Office Customer Modify ......................................................................... 526
POS Screen Customer Modify ......................................................................... 529

Delete Customers .............................................................................. 534

Customer List .............................................................................................. 534

Customer Fields ................................................................................ 537

Customer Settings ............................................................................. 543
POS Terminal Settings .................................................................................. 543
Global Option Settings .................................................................................. 548
Yes/No Option Settings ................................................................................. 565
Function Settings ......................................................................................... 566
POS Screen Button Settings .......................................................................... 569

CUST Button on POS Screen ............................................................... 576

Customer Accounts ............................................................................ 579
Customer Account On Hold function via User-Defined Yes/No Option ................ 582

Master/Sub Accounts .................................................................................... 584

Customer Loyalty Points ..................................................................... 591

Points per Dollar .......................................................................................... 593
Points per Item (Special Points) ..................................................................... 594
Points per Price Level .................................................................................... 595

Customer Loyalty Interfaces ............................................................... 599

Kinnov Customer Loyalty Interface ................................................................. 599

Customer Sales ................................................................................. 608

Customer Transactions ....................................................................... 610
Acc/LB Adjustment ....................................................................................... 611
Un-allocated Adjustment ............................................................................... 615
Acc/LB Credit ............................................................................................... 620
Acc/LB Payment ........................................................................................... 623
Account Refund ............................................................................................ 627

Customer Enquiry .............................................................................. 633

Mag Card Printing .............................................................................. 639
Customer Related Reports .................................................................. 643

Database Maintenance ........................................... 673

Database Maintenance ....................................................................... 673
Maintenance Schedules ...................................................................... 675

Departments .......................................................... 677

Departments in Idealpos .................................................................... 677
Hierarchy of Stock ............................................................................. 678
Edit Departments .............................................................................. 680
Direct Department Sale ...................................................................... 686
Stock Item Points .............................................................................. 691
Department Related Reports ............................................................... 694

Discounts ............................................................... 701

Discounts in Idealpos ......................................................................... 701
Discount Settings .............................................................................. 703
Item Discounts .................................................................................. 720
Subtotal Discounts............................................................................. 723
Customer Type Discounts ................................................................... 726
Automatic Customer Discounts ............................................................ 728
Discount Related Reports.................................................................... 730

Dry Cleaning Features ............................................ 735

Dry Cleaning Features in Idealpos ....................................................... 735

Dry Cleaning Configuration ................................................................. 736

Dry Cleaning Printing ......................................................................... 739
Using Dry Cleaning Features ............................................................... 744

EFTPOS ................................................................... 749

EFTPOS Button Functions ................................................................... 749
Chase Paymentech ............................................................................ 756
Configuration Settings .................................................................................. 756
Tendering a Sale on Chase Paymentech .......................................................... 759
Tendering a Sale using the Manual Account Entry Function ................................ 762
Other Chase Paymentech Functions ................................................................ 763

DPS ................................................................................................. 767

Installation .................................................................................................. 767
Configure Idealpos ....................................................................................... 769

Mercury (Non-EMV) ........................................................................... 772

Configure Idealpos ....................................................................................... 772
Perform a Sale using Mercury ........................................................................ 776

PC EFTPOS ....................................................................................... 778

Installation .................................................................................................. 778
Configure Idealpos ....................................................................................... 796

Quest ............................................................................................... 799

Configure Idealpos ....................................................................................... 799
Using Quest ................................................................................................. 800

Skyzer Nitro...................................................................................... 804

Installation .................................................................................................. 804
Configure Idealpos ....................................................................................... 819

Smartlink ......................................................................................... 822

Configure Idealpos ....................................................................................... 822
Using Smartlink ........................................................................................... 824

Tyro................................................................................................. 828
Installation .................................................................................................. 828
Configure Tyro ............................................................................................. 832
Configure Idealpos ....................................................................................... 841
Perform a Sale using Tyro ............................................................................. 847
Tipping ....................................................................................................... 852
Using Tyro for Bar Tab PreAuth ...................................................................... 876
Tyro Pay@Table Support ............................................................................... 885

Vault ................................................................................................ 887

Installation .................................................................................................. 887
Configuration Settings .................................................................................. 887
Perform a Sale using Vault ............................................................................ 903

Zintel Hypercom ................................................................................ 909

Installation .................................................................................................. 909
Configure Zintel ........................................................................................... 915
Configure Idealpos ....................................................................................... 917

Perform a Sale using Zintel............................................................................ 920

Employee Log ......................................................... 927

Employee Log in Idealpos ................................................................... 927
Setting up Employee Log .................................................................... 929
Using Employee Log........................................................................... 932
Edit Employee Log ............................................................................. 937
Employee Related Reports .................................................................. 944

End of Shift............................................................. 951

End of Shift in Idealpos ...................................................................... 951
End of Shift Settings .......................................................................... 952
Using End of Shift .............................................................................. 964
Edit Cash Declaration ......................................................................... 970
Float Count Entry .............................................................................. 974

epay Interface ........................................................ 977

epay ................................................................................................ 977
Idealpos epay Setup .......................................................................... 978
Using epay ....................................................................................... 983
Reprint epay Voucher ......................................................................... 994
Additional epay Information ................................................................ 996

Export Data .......................................................... 1005

Export Data in Idealpos .................................................................... 1005
Department Sales ............................................................................ 1008
Stock Item Sales ............................................................................. 1011
Supplier Invoices and Credits ............................................................ 1019
Stock Items .................................................................................... 1024
Departments ................................................................................... 1029
Special Prices .................................................................................. 1030
Financial Data ................................................................................. 1031
Web Reporting ................................................................................ 1034
Other Data ..................................................................................... 1035
Customers ...................................................................................... 1037
Reports/Listings .............................................................................. 1039

External Application Function ............................... 1041

External Application in Idealpos ......................................................... 1041

Floating Clerks ..................................................... 1043

Floating Clerks in Idealpos ................................................................ 1043
Settings ......................................................................................... 1044

Fuel Console ......................................................... 1047

POSTEC Interface ............................................................................ 1047
Idealpos Settings............................................................................. 1048
Registration ............................................................................................... 1048
Stock Items ............................................................................................... 1049
Clerks ....................................................................................................... 1051
Global Options ........................................................................................... 1052
POS Screen & Grids .................................................................................... 1053

POSTEC Settings ............................................................................. 1054

PCC Connection Wizard ............................................................................... 1055
Forecourt Manager ..................................................................................... 1060
Visual Console ........................................................................................... 1069

Performing a Sale ............................................................................ 1070

Functions.............................................................. 1077
Functions Menu ............................................................................... 1077
Functions ....................................................................................... 1078
Using Functions ............................................................................... 1105

Gaming ................................................................. 1107

Gaming Interface ............................................................................ 1107
Registration ............................................................................................... 1107
Settings .................................................................................................... 1109
Additional Functions ................................................................................... 1112

Aristocrat ....................................................................................... 1115

Aristocrat Membership Database .................................................................. 1115
Install & Configure Oracle ODBC .................................................................. 1115
Settings .................................................................................................... 1133

eBet .............................................................................................. 1139

eBet Membership Database ......................................................................... 1139
Settings .................................................................................................... 1140

Flexi-NET........................................................................................ 1147
Flexi-NET Membership Database .................................................................. 1147
Settings .................................................................................................... 1148

IGT ................................................................................................ 1150

IGT Membership Database .......................................................................... 1150
Settings .................................................................................................... 1151

Max Gaming ................................................................................... 1158

Max Gaming Membership Database .............................................................. 1158

Settings .................................................................................................... 1159

Max Gaming Troubleshooting ....................................................................... 1164

Maxetag ......................................................................................... 1165

Maxetag Membership Database .................................................................... 1165
Settings .................................................................................................... 1166
Maxetag Troubleshooting ............................................................................ 1168

Titan .............................................................................................. 1171

Titan Membership Database......................................................................... 1171
Settings .................................................................................................... 1172

Gift Vouchers........................................................ 1175

Gift Vouchers in Idealpos .................................................................. 1175
Setting up Gift Vouchers................................................................... 1176
Selling a Gift Voucher ...................................................................... 1186
Redeem Gift Voucher ....................................................................... 1192
Gift Voucher Enquiry ........................................................................ 1205
Gift Voucher Related Reports ............................................................ 1207

Global Options ...................................................... 1211

Global Options in Idealpos ................................................................ 1211
General .......................................................................................... 1213
Miscellaneous .................................................................................. 1224
Purchases ....................................................................................... 1237
Restaurant...................................................................................... 1244
Customers ...................................................................................... 1251
Sales ............................................................................................. 1265
Reservations ................................................................................... 1285
Accounting ..................................................................................... 1291
Credit Notes/Gift Vouchers ............................................................... 1292
Interfaces ....................................................................................... 1298
Interfaces 2 .................................................................................... 1307
Printing .......................................................................................... 1313
Other Options ................................................................................. 1363
Gaming .......................................................................................... 1370

Hold Print Function............................................... 1375

Hold Print Function in Idealpos .......................................................... 1375
Setup Hold Print .............................................................................. 1378
Using Hold Print .............................................................................. 1381
Entering the First Order .............................................................................. 1381
Adding subsequent Orders........................................................................... 1383

Entering the Last Order ............................................................................... 1387

Finalize and Print........................................................................................ 1391
How to View a Held Order ........................................................................... 1392
Bar Tabs and Hold Print Function.................................................................. 1395

Inserting lines on a Kitchen Docket using the Print Group Shift Function . 1396

Ideal Handheld ..................................................... 1405

Ideal Handheld in Idealpos ............................................................... 1405
Handheld Options ............................................................................ 1406
Supported Models ............................................................................ 1412
Handheld Menus .............................................................................. 1413
Handheld Screens ............................................................................ 1415
Using Ideal Handheld ....................................................................... 1426

Ideal Kitchen Monitor ........................................... 1435

Introduction to Ideal Kitchen Monitor ................................................. 1435
System Configuration ....................................................................... 1437
Hardware Configuration.................................................................... 1442
IKM Installation ............................................................................... 1443
IKM First Use .................................................................................. 1447
Icons ........................................................................................................ 1448
Server Mode .............................................................................................. 1449
Client Mode ............................................................................................... 1451

IKM Program................................................................................... 1464

File Menu .................................................................................................. 1465
IKM Utilities Menu ...................................................................................... 1466
IKM Setup Menu ........................................................................................ 1468
IKM Reports Menu ...................................................................................... 1530
IKM Diagnostics Menu ................................................................................. 1533
IKM Help Menu .......................................................................................... 1535

IKM Utility ...................................................................................... 1537

Backup ..................................................................................................... 1538
Restore ..................................................................................................... 1539
System Reset ............................................................................................ 1541
Open Containing Folder ............................................................................... 1542
SQL Cmd Line ............................................................................................ 1543

IKM Display .................................................................................... 1544

Kitchen Monitor .......................................................................................... 1545
Customer Order Display .............................................................................. 1563

IKM & Idealpos................................................................................ 1571

Using IKM ....................................................................................... 1574
IKM Graphic .................................................................................... 1578

Ideal WebIT ......................................................... 1579

Ideal WebIT & Idealpos .................................................................... 1579

WebIT Installation ........................................................................... 1581
WebIT Configuration ........................................................................ 1585
Plugin ....................................................................................................... 1586
POS .......................................................................................................... 1591
Schedule ................................................................................................... 1592
Security .................................................................................................... 1595
User Registration ....................................................................................... 1597

Idealpos Configuration ..................................................................... 1598

Stock Items ............................................................................................... 1598
Clerks ....................................................................................................... 1601
Tenders .................................................................................................... 1603
Global Options ........................................................................................... 1604
Yes No Options .......................................................................................... 1606
POS Screen Buttons ................................................................................... 1607

Using Web Orders ............................................................................ 1609

Impact Data Integration ...................................... 1617

Impact Data in Idealpos ................................................................... 1617
Install Impact Data Integration ......................................................... 1618
Configure Windows .......................................................................... 1625
Configure Idealpos........................................................................... 1627

Import Data ......................................................... 1629

Import Data in Idealpos ................................................................... 1629
How to Import Data ......................................................................... 1631
Format of Import Files ..................................................................... 1634
Departments ............................................................................................. 1635
Stock Items ............................................................................................... 1635
Alternate Codes ......................................................................................... 1635
Indirect Items ............................................................................................ 1636
Stock Levels .............................................................................................. 1636
Customers ................................................................................................. 1636
Suppliers ................................................................................................... 1637
Import PriceBook Links ............................................................................... 1638

Installation & Upgrade ......................................... 1643

Installation and Upgrade of Idealpos .................................................. 1643
Installing Idealpos Framework .......................................................... 1648
Windows 8 ................................................................................................ 1660

Installing Idealpos 6.03.xxxx.exe ...................................................... 1665

Free Trial / Demo ....................................................................................... 1672
New / Blank Database................................................................................. 1677

Possible Errors when Installing Idealpos ............................................. 1679

Upgrading to Idealpos 6.03 ............................................................... 1681

Pre-Install Idealpos 6.0 .NET Framework and SQL Support Files ....................... 1683
Upgrading a Live Site to Idealpos 6.0 ........................................................... 1684
Upgrade Procedure from 6.0, 6.01 and 6.02 .................................................. 1685

Configure Error Reports .................................................................... 1691

Inter-Store Ordering Head Office ...................... 1693

Inter-Store Ordering in Idealpos Head Office .................................... 1693
Settings ......................................................................................... 1695
Purchase Order Screen Overview ....................................................... 1710
Create an Order .............................................................................. 1712
Supply an Order .............................................................................. 1715
Receive an Order ............................................................................. 1718
Invoice an Order ............................................................................. 1721
Process an Order ............................................................................. 1723
Additional Information...................................................................... 1728

Inter-Store Ordering Sites ................................. 1730

Inter-Store Ordering in Idealpos Site............................................... 1730
Purchase Order Screen Overview ....................................................... 1732
Create an Order .............................................................................. 1734
Receive an Order ............................................................................. 1737

iPad and Idealpos................................................. 1739

Requirements ................................................................................. 1739
Configure Application ....................................................................... 1740
Connect to the PC............................................................................ 1746

IPS Client ............................................................. 1753

IPS Client in Idealpos ....................................................................... 1753
Client Icons .................................................................................... 1754
Client File Menu............................................................................... 1757
Open ........................................................................................................ 1757
Options ..................................................................................................... 1757
Exit .......................................................................................................... 1759

Client Network Menu ........................................................................ 1760

Overwrite .................................................................................................. 1761
Remote ..................................................................................................... 1781
Packet Filtering .......................................................................................... 1789
Proxy Configuration .................................................................................... 1794
Housekeeping ............................................................................................ 1800
Terminal Visibility ....................................................................................... 1803

Configure Error Reports .............................................................................. 1809

Configuration ............................................................................................. 1810

Client Diagnostics Menu ................................................................... 1818

Packets ..................................................................................................... 1818
Saved Packets ........................................................................................... 1819
Transmission Trace..................................................................................... 1820
Network Traffic .......................................................................................... 1822
Pool Information ........................................................................................ 1822
Connection Status ...................................................................................... 1823

Client View Menu ............................................................................. 1824

Icon View .................................................................................................. 1824
Detail View ................................................................................................ 1825

Client Help Menu ............................................................................. 1828

Terminal Overview ..................................................................................... 1828
Icons ........................................................................................................ 1830
Support .................................................................................................... 1831
About ....................................................................................................... 1831

Data Packet .................................................................................... 1832

IPS Deploy ........................................................... 1835

IPS Deploy in Idealpos ..................................................................... 1835

IPS Utility ............................................................. 1839

IPS Utility in Idealpos ....................................................................... 1839
System Menu .................................................................................. 1841
Support Menu ................................................................................. 1847
Maintenance Menu ........................................................................... 1849
Advanced Menu ............................................................................... 1856

Jackpot ................................................................. 1863

Jackpot in Idealpos .......................................................................... 1863
Jackpot Configuration....................................................................... 1864
Using Jackpot.................................................................................. 1867

Journal Enquiry .................................................... 1873

Journal Enquiry in Idealpos ............................................................... 1873
Search Criteria ................................................................................ 1876
Transactions Display ........................................................................ 1879
Transaction Detail............................................................................ 1880
Additional Functions ......................................................................... 1882
Journal Enquiry Related Reports ........................................................ 1887

Keyboard Program ............................................... 1889

Keyboard Program in Idealpos .......................................................... 1889

Programming Key Functions.............................................................. 1890
Keyboard Function List ..................................................................... 1895

Labels ................................................................... 1935

Labels in Idealpos ............................................................................ 1935
Stock Item Labels ............................................................................ 1937
Customer Labels.............................................................................. 1943
Promotion Labels ............................................................................. 1946
IPS Label Formats ........................................................................... 1950
Avery Design Pro ............................................................................. 1953
Install Avery Design Pro 4.0 ........................................................................ 1954
Create Data File ......................................................................................... 1961
Create the Format File ................................................................................ 1964
Export Label to Format File .......................................................................... 1978
Design the Label ........................................................................................ 1979

Laybys .................................................................. 1987

Laybys in Idealpos ........................................................................... 1987
Layby Settings ................................................................................ 1989
Place Items on Layby ....................................................................... 1996
Make a Layby Payment .................................................................... 2001
Make a Layby Adjustment................................................................. 2004
Make a Layby Credit ........................................................................ 2007
Cancel a Layby ................................................................................ 2009
Layby Reports ................................................................................. 2013

Locations .............................................................. 2017

Locations in Idealpos ....................................................................... 2017
Add & Modify, Locations ................................................................... 2018
Location Details ............................................................................... 2019
Stock Items by Location ................................................................... 2021

Macros.................................................................. 2023
Macros in Idealpos ........................................................................... 2023
Setting Macros ................................................................................ 2024
Examples of Macros ......................................................................... 2027

Mealcard System .................................................. 2039

Southern Foods Mealcard System ...................................................... 2039
Setup Idealpos for Mealcards ............................................................ 2040

Topup Mealcard ............................................................................... 2044

Charge to Mealcard .......................................................................... 2048
Mealcard Transaction without Credit .................................................. 2052
Discounted Mealcard Transaction ....................................................... 2053
Split Tender Mealcard Transaction ..................................................... 2054
Messages Staff May Receive ............................................................. 2056

Messages.............................................................. 2057
Messages in Idealpos ....................................................................... 2057
Setup Messages .............................................................................. 2058
Sending Messages ........................................................................... 2061

Mobile Apps .......................................................... 2065

Ideal Handheld ................................................................................ 2066
Handheld Options ....................................................................................... 2068
Handheld Menus ........................................................................................ 2074
Handheld Screens ...................................................................................... 2076
Using Ideal Handheld .................................................................................. 2084

Stock Manage ................................................................................. 2094

Setup Idealpos........................................................................................... 2096
Setup Stock Manage ................................................................................... 2098
Download .................................................................................................. 2114
Stocktake .................................................................................................. 2119
Transfer .................................................................................................... 2127
Receiving .................................................................................................. 2137
Barcodes ................................................................................................... 2149
Upload ...................................................................................................... 2156
Additional Information ................................................................................ 2161
Process Stocktake ...................................................................................... 2162
Process Stock Transfers .............................................................................. 2166
Process Stock Received ............................................................................... 2171
Process Scan Codes .................................................................................... 2174
Compatible Hardware ................................................................................. 2177

Multiple Terminal Setup ....................................... 2181

Multiple Terminal Setup in Idealpos ................................................... 2181
Before You Begin ............................................................................. 2183
Configure Idealpos........................................................................... 2184
Overwrite New Terminals.................................................................. 2187

Multi-Site Management ........................................ 2191

Overview of Functions ...................................................................... 2191
Registration .................................................................................... 2195
Sites .............................................................................................. 2197

Locations ........................................................................................ 2199

POS Terminals ................................................................................ 2201
Global Options ................................................................................ 2203
Yes/No Options ............................................................................... 2205
Clerks and Employees ...................................................................... 2207
POS Screen Setup ........................................................................... 2208
Network Printers ............................................................................. 2210
Users ............................................................................................. 2212
Stock Items .................................................................................... 2214
Site Management ............................................................................ 2220
Journal History Enquiry .................................................................... 2223

MYOB Accounting Interface .................................. 2225

MYOB Accounting Interface in Idealpos .............................................. 2225
MYOB Installation ............................................................................ 2227
MYOB ODBC Direct .......................................................................... 2238
Testing the ODBC Connection ...................................................................... 2247

Accounting Module Global Debtor Export for Cash Based Accounting ... 2251
How to enable the Global Debtor Export for Cash-Based Accounting ................. 2254
Performing a Sale on a Customer Account ..................................................... 2256
Performing an Account Payment ................................................................... 2257
Edit Sales Reconciliation screen shows Sales Categories and GST Collected amounts
separately ................................................................................................. 2259

GST Accounting Basis Cash or Accrual ............................................. 2261

Connection Settings for Idealpos ....................................................... 2263
Tender Types with MYOB Accounting Interface ............................................... 2267
Sales Categories with MYOB Accounting Interface .......................................... 2271
Purchase Categories with MYOB Accounting Interface ..................................... 2273

Other POS Functions for MYOB Accounting Interface ............................ 2275

End Sales Period ............................................................................. 2286
IPS Import Data to MYOB Utility ........................................................ 2303
Reconciled Sales and Takings Report ................................................. 2306
POS Transaction Examples................................................................ 2308
Explanation of Account Adjustments .................................................. 2313
Explanation of Account Sales with Cash GST Cash Basis...................... 2315
View transferred Supplier Invoice data in MYOB .................................. 2321

Network Printers .................................................. 2325

Network Printers in Idealpos ............................................................. 2325
Adding a Printer .............................................................................. 2330
Test Printers ................................................................................... 2334

Link Printers to POS Terminals .......................................................... 2338

Change Kitchen Printer Mapping in POS Screen ................................... 2341
Redirect EVERY Print Job .................................................................. 2345

Networking .......................................................... 2349

Networking Configuration ................................................................. 2349

Order Numbers ..................................................... 2357

Order Numbers in Idealpos ............................................................... 2357
Order Number Settings .................................................................... 2358
Using Order Numbers ....................................................................... 2363

PayPal Interface ................................................... 2367

PayPal App ..................................................................................... 2367
Setup ............................................................................................. 2368
Online ....................................................................................................... 2368
Idealpos .................................................................................................... 2369

Using PayPal ................................................................................... 2384

PDE ...................................................................... 2393

PDE in Idealpos ............................................................................... 2393
Initialize PDE .................................................................................. 2394
Prepare PDE for Communication ........................................................ 2397
Download and Execute Program on PDE ............................................. 2401
Download Stock Items and Scan Codes to the PDE .............................. 2410
Download Only New Items to the PDE ................................................ 2415
Link Scan Codes to Stock Items Using PDE ......................................... 2418
Stock Received Using PDE ................................................................ 2427
Stock Transfers Using PDE ................................................................ 2438
Stocktake Using PDE ........................................................................ 2447
Stock Labels Using PDE .................................................................... 2457

Pending Sales ....................................................... 2467

Pending Sales in Idealpos ................................................................. 2467
Pending Sale Settings ...................................................................... 2469
Saving a Sale .................................................................................. 2478
Retrieve a Saved Sale ...................................................................... 2480
Pending Sales Related Reports .......................................................... 2483

POS Screen Setup ................................................. 2485

POS Screen Setup in Idealpos ........................................................... 2485

Screen Resolution ............................................................................ 2487
Buttons .......................................................................................... 2489
Function List ................................................................................... 2497
POS Screen Layouts ......................................................................... 2565
POS Screen Programming ................................................................. 2570
Creating New Buttons ................................................................................. 2576
Additional Links.......................................................................................... 2580
Delete Buttons ........................................................................................... 2580
Moving Buttons between Tabs ...................................................................... 2580
Copy Tabs ................................................................................................. 2580
Allow Live Button Programming.................................................................... 2582

Grids.............................................................................................. 2584
Menus ............................................................................................ 2593

POS Screen ........................................................... 2603

POS Screen in Idealpos .................................................................... 2603
Sale Details Window Top Left ......................................................... 2607
Advanced Functions and Numeric Buttons Top Right ......................... 2609
Tabs or Pages Bottom Half ............................................................. 2610
Tender Section Bottom Half ........................................................... 2611
Customer Section Bottom Right ...................................................... 2612

POS Terminal Settings .......................................... 2613

POS Terminals ................................................................................ 2613
Networking ..................................................................................... 2615
Copy Settings from POS # ................................................................ 2618
POS Terminal Programming .............................................................. 2621
Receipt Printer ................................................................................ 2623
Kitchen Printers ............................................................................... 2631
Customer Display ............................................................................ 2636
Clerk/Customer Readers ................................................................... 2653
Other Peripherals ............................................................................ 2657
EFTPOS .......................................................................................... 2662
Miscellaneous .................................................................................. 2664
Import/Export ................................................................................. 2670
POS Settings ................................................................................... 2680
Other ............................................................................................. 2684

POSServer ............................................................ 2687

POSServer in Idealpos ..................................................................... 2687

POSServer Installation ..................................................................... 2688

POSServer Configuration .................................................................. 2693
Backup Menu ............................................................................................. 2696
Stock Manage Menu ................................................................................... 2703
Advanced Menu ......................................................................................... 2708
PayPal ...................................................................................................... 2712
Options ..................................................................................................... 2713

POSServer Settings ......................................................................... 2715

POSServer Communications .............................................................. 2727
If POSServer Fails ........................................................................... 2730

Price Levels .......................................................... 2733

Price Levels .................................................................................... 2733
Settings ......................................................................................... 2735
Clerk .............................................................................................. 2736
Price Level Override ......................................................................... 2741
POS Terminal .................................................................................. 2742
Special Price Schedule...................................................................... 2743
Buttons .......................................................................................... 2744
Grid/Menu ...................................................................................... 2745
Customer ....................................................................................... 2747
Customer Type................................................................................ 2748
Customer Date ................................................................................ 2749
StarrServer..................................................................................... 2750
Sale Type ....................................................................................... 2751
Price Level Mapping ......................................................................... 2752
Price Level Related Reports ............................................................... 2753

Promotions ........................................................... 2757

Promotions in Idealpos ..................................................................... 2757
Promotion Link Enquiry ............................................................................... 2760
Order of Priority for Discounts/Surcharges/Promotions .................................... 2762
Promotion Discount Distributed Amongst Stock Items ..................................... 2764
Selecting Stock Items ................................................................................. 2766

Promotion Discount Types ................................................................ 2770

$ Discount off Items ................................................................................... 2771
% Discount off Items .................................................................................. 2772
Fixed Price for Items................................................................................... 2775
Bonus Stock Item ....................................................................................... 2776
Cheapest Item % Discount .......................................................................... 2778
Unit Price Each ........................................................................................... 2781
$ Discount off Total .................................................................................... 2782
Expensive Item % Discount ......................................................................... 2784

$ Discount Each Item ................................................................................. 2787

Promotion Groups ............................................................................ 2789

Promotions Grid .............................................................................. 2791
Expired Promotions .................................................................................... 2793
Promotion Priority Level .............................................................................. 2794
Copy Promotion ......................................................................................... 2796

Promotion On/Off ............................................................................ 2798

Promotion Examples ........................................................................ 2802
Priority Change Affects Same Items .............................................................. 2802
Set Multiple Trip Levels for the Same Items ................................................... 2804
Promotion Tripped by Quantity or Amount ..................................................... 2806
Multiple Trip Quantities and Amounts ............................................................ 2808
Promotions Tripped Multiple Times ............................................................... 2810

Promotion Filters ............................................................................. 2811

Promotion Labels ............................................................................. 2813
Promotions Related Reports .............................................................. 2817

Purchase Categories ............................................. 2819

Purchase Categories in Idealpos ........................................................ 2819
Create Purchase Category ................................................................ 2820
Linking Purchase Categories to Stock Items ........................................ 2822
Purchase Category Reports ............................................................... 2823
Purchase Category Related Reports ................................................... 2824

Raffles .................................................................. 2827

Raffles in Idealpos ........................................................................... 2827
Raffle Setup .................................................................................... 2828
Configure Raffles ............................................................................. 2829
Raffles and Promotions..................................................................... 2835
Inhibit Raffle Ticket Sales ................................................................. 2837
Selling Raffle Tickets ........................................................................ 2840
Drawing Raffles ............................................................................... 2842

Range Programming ............................................. 2851

Range Programming Stock Items ...................................................... 2851

Receipt On/Off ..................................................... 2855

Receipt On/Off Function ................................................................... 2855
Using Receipt On/Off ....................................................................... 2856

Received Account/Paid Out Functions .................. 2857

Received Account/Paid Out ............................................................... 2857

Received Account and Paid Out Settings ............................................. 2859
Using Paid Out ................................................................................ 2860
Using Paid In .................................................................................. 2862

Refunds and Credit Notes ..................................... 2865

Refunds and Credit Notes in Idealpos ................................................. 2865
Refund and Credit Note Settings ........................................................ 2866
Refunds.......................................................................................... 2875
Credit Notes ................................................................................... 2877
Refunds & Credit Notes Related Reports ............................................. 2885

Reports ................................................................ 2893

Reports in Idealpos .......................................................................... 2893
Financial ......................................................................................... 2897
Sales ............................................................................................. 2908
Stock Control .................................................................................. 2957
Purchases ....................................................................................... 2981
Customers ...................................................................................... 2993
Employees ...................................................................................... 3023
Restaurant...................................................................................... 3030

Reservations ........................................................ 3039

Reservations in Idealpos................................................................... 3039
Accessing Reservations .................................................................... 3040
Reservation Settings ........................................................................ 3042
Setup Reservations .......................................................................... 3048
Reservation Screens ........................................................................ 3052
Using Reservations .......................................................................... 3063
Reservations Support ....................................................................... 3071

ResPAK Interface ................................................. 3075

ResPAK Interface in Idealpos ............................................................ 3075
ResPAK License ............................................................................... 3077
Settings Idealpos .......................................................................... 3078
Settings ResPAK ........................................................................... 3080

Restaurant & Table Map ....................................... 3083

Restaurant & Table Map in Idealpos ................................................... 3083

Restaurant Settings ......................................................................... 3085

POS Options .............................................................................................. 3085
Global Options ........................................................................................... 3089

Table Maps ..................................................................................... 3148

Table Details ................................................................................... 3154
Table Summary ............................................................................... 3158
Using the Table Map ........................................................................ 3159
Bill Splitting .................................................................................... 3170
Using Seat Numbers ........................................................................ 3177
Fine Dining Options ......................................................................... 3178

Room Interface .................................................... 3185

Room Interface Module .................................................................... 3185
Registration Settings .................................................................................. 3185
Settings .................................................................................................... 3186

Charts ............................................................................................ 3188

Settings .................................................................................................... 3188
Using Charts .............................................................................................. 3190

ChoiceAdvantage ............................................................................. 3195

Settings .................................................................................................... 3195

Guest Centrix .................................................................................. 3196

Settings .................................................................................................... 3196
Using Guest Centrix .................................................................................... 3199

GuestPoint ...................................................................................... 3202

Settings .................................................................................................... 3202

Hirum ............................................................................................ 3203

Settings .................................................................................................... 3203
Using Hirum .............................................................................................. 3206

Newbook ........................................................................................ 3210

Settings .................................................................................................... 3210
Using Newbook .......................................................................................... 3212

RezBook ......................................................................................... 3216

Settings .................................................................................................... 3216
Using RezBook ........................................................................................... 3218

RMS............................................................................................... 3222
Settings .................................................................................................... 3222
Using RMS ................................................................................................. 3225

RoomMaster ................................................................................... 3229

Settings .................................................................................................... 3229
Using RoomMaster ..................................................................................... 3235

Satin .............................................................................................. 3238

Settings .................................................................................................... 3238
Using Satin ................................................................................................ 3240

StarFleet ........................................................................................ 3241

Settings .................................................................................................... 3241
Using StarFleet .......................................................................................... 3243

WebRezPro ..................................................................................... 3246

Settings .................................................................................................... 3246
Using WebRezPro ....................................................................................... 3248

Sales Categories ................................................... 3253

Sales Categories in Idealpos ............................................................. 3253
Hierarchy of Stock ........................................................................... 3254
Edit Sales Categories ....................................................................... 3256
Sales Categories Related Reports ...................................................... 3258

Scales ................................................................... 3263

Scales in Idealpos ............................................................................ 3263
Configure Scales ............................................................................. 3264
Scale Options .................................................................................. 3267
Using Scales ................................................................................... 3269

Scheduled Reports ............................................... 3271

Scheduled Reports in Idealpos .......................................................... 3271
Adding Reports for Schedules............................................................ 3272
Email Reports ................................................................................. 3275
Setting Schedules ............................................................................ 3277
Schedules at Work ........................................................................... 3281

Selling Price Calculator......................................... 3283

Selling Price Calculator in Idealpos .................................................... 3283
Selling Price Calculator Settings ........................................................ 3285
Changing Prices............................................................................... 3286

Send Pictures/ Display Folder .............................. 3289

Send Pictures/Display Folder in Idealpos ............................................ 3289
Send from Back Office...................................................................... 3291

Shortcuts .............................................................. 3295

Dashboard Shortcuts ....................................................................... 3295
BackOffice Shortcut Buttons ............................................................. 3299

Signs .................................................................... 3301

Signs in Idealpos ............................................................................. 3301

Create Signs ................................................................................... 3302
Examples ....................................................................................... 3309

Software Updates ................................................. 3315

Software Updates in Idealpos ............................................................ 3315
Download & Install Updates .............................................................. 3317
Copy to Update Folder...................................................................... 3325
Manually Install ............................................................................... 3327

Special Price Schedule .......................................... 3331

Special Price Schedule in Idealpos ..................................................... 3331

Stock Exchange Interface ..................................... 3343

The Exchange ................................................................................ 3343
Setup Idealpos ................................................................................ 3349
Setup The Exchange ....................................................................... 3351
Using The Exchange ....................................................................... 3365
Reporting ....................................................................................... 3368

Stock Item Alert Levels ........................................ 3369

Stock Item Alert Levels in Idealpos .................................................... 3369
Adding Alert Levels .......................................................................... 3370
Using Alert Levels ............................................................................ 3377

Stock Items .......................................................... 3379

Stock Items in Idealpos .................................................................... 3379
Non-Turnover Stock Item Sales ................................................................... 3380

Hierarchy of Stock ........................................................................... 3383

Stock Code Search ..................................................................................... 3385
Sorting the Stock Item Grid ......................................................................... 3389
Customizing the Columns by User ................................................................ 3390
Edit Mode .................................................................................................. 3392
Stock Item Enquiry..................................................................................... 3393
Alternate Codes ......................................................................................... 3396
Locations .................................................................................................. 3398
Supplier Codes ........................................................................................... 3404
Promotion Enquiry ...................................................................................... 3408
Discontinue ............................................................................................... 3410

General Tab .................................................................................... 3412

Stock Code ................................................................................................ 3413
Description ................................................................................................ 3414
Department ............................................................................................... 3416

Selling Prices ............................................................................................. 3417

Open Stock Item ........................................................................................ 3419
Cost Prices ................................................................................................ 3423
Purchase Category ..................................................................................... 3424
Default Supplier & Default Supplier Stock Code .............................................. 3425
Scan Code ................................................................................................. 3426
Printer Settings .......................................................................................... 3427
Indirect Item Components go to Kitchen Printers ......................................... 3428
Other Settings ........................................................................................... 3429
TAX Settings.............................................................................................. 3431

Stock Item Types ............................................................................ 3432

Advanced Tab ................................................................................. 3436
Description 2 Field ...................................................................................... 3437
Sales Prompt ............................................................................................. 3438
Link to Menu .............................................................................................. 3440
Link to Touchscreen Grid ............................................................................. 3442
Link Table ................................................................................................. 3444
Location Details on Stock Levels................................................................... 3446
Amount Override Limits .............................................................................. 3448
Stock Notes ............................................................................................... 3450
Special Points ............................................................................................ 3455
Inhibit Points Accrual .................................................................................. 3457
Inhibit Purchase with Points ......................................................................... 3457
Points by Price Level ................................................................................... 3457

Indirect Tab .................................................................................... 3459

Stock Purchases ................................................... 3463

Stock Purchases in Idealpos .............................................................. 3463
Stock Purchase Settings ................................................................... 3475
Stock Received................................................................................ 3481
Purchase Orders .............................................................................. 3489
Process Invoices .............................................................................. 3499
Process Purchase Orders .................................................................. 3502
Stock Purchases Related Reports ....................................................... 3506

Stock Transfers .................................................... 3513

Stock Transfers in Idealpos ............................................................... 3513
Transfer as a Transaction ................................................................. 3514
Transfer Mode ................................................................................. 3522
Transfer Using a PDE ....................................................................... 3523
Transfer Stock during Stocktake ........................................................ 3524
Stock Transfers Related Reports ........................................................ 3525

Stocktake ............................................................. 3529

Stocktake in Idealpos ....................................................................... 3529

Stocktake Settings........................................................................... 3531

Start Stocktake ............................................................................... 3535
Stocktake Forms ............................................................................. 3537
Enter Stocktake............................................................................... 3539
Stocktake Variance Report ................................................................ 3545
Stocktake Valuation Report ............................................................... 3549
Generate Stock Transfer ................................................................... 3552
Update Stock Levels ........................................................................ 3555
Clear Stocktake ............................................................................... 3558
Archived Stocktake Variance ............................................................. 3560
Archived Stocktake Valuation ............................................................ 3563

Suppliers .............................................................. 3567

Suppliers in Idealpos........................................................................ 3567
Add, Modify and Delete Suppliers ...................................................... 3568
Supplier Enquiry .............................................................................. 3573
Supplier Stock Codes ....................................................................... 3576
Supplier Payments and Adjustments .................................................. 3582

Surcharges ........................................................... 3593

Surcharges in Idealpos ..................................................................... 3593
Surcharge Settings .......................................................................... 3594
Item Surcharge ............................................................................... 3605
Subtotal Surcharge .......................................................................... 3606
Automatic Surcharge ....................................................................... 3607
Tender Surcharge ............................................................................ 3608

Synchronize Database .......................................... 3611

Synchronize Database in Idealpos ..................................................... 3611
Using Synchronize ........................................................................... 3613

Thor Transactor Interface .................................... 3617

Transactor Technologies ................................................................... 3617
Configure ThorLink .......................................................................... 3618
Configure Idealpos with ThorLink ....................................................... 3619
Use Idealpos with ThorLink ............................................................... 3624
Add ThorLink Card to a Sale ........................................................................ 3624
Add Value to ThorLink ................................................................................. 3625
Use iCash to Pay ........................................................................................ 3630
Use Thor Points to Pay ................................................................................ 3633

Training Mode ...................................................... 3637

Training Mode in Idealpos ................................................................. 3637
Starting Training Mode ..................................................................... 3640
Exiting Training Mode....................................................................... 3643

Transfer Mode ...................................................... 3645

Transfer Mode in Idealpos ................................................................ 3645
Using Transfer Mode ........................................................................ 3646
Transfer Reports ............................................................................. 3650

Unlock Permissions .............................................. 3659

Unlock Permissions in Idealpos .......................................................... 3659
Unlock Permission Settings ............................................................... 3660
Using Unlock Permissions ................................................................. 3664

Users .................................................................... 3667

Users in Idealpos ............................................................................. 3667
Change User Password ..................................................................... 3668
Users Menu..................................................................................... 3669
Log User On/Off .............................................................................. 3691

Void Mode ............................................................ 3693

Void Mode in Idealpos ...................................................................... 3693
Void Mode Settings .......................................................................... 3694
Using Void Mode .............................................................................. 3699

Voids .................................................................... 3703

Voids in Idealpos ............................................................................. 3703
Void Settings .................................................................................. 3704
Voiding Items within the Sale ............................................................ 3715
Voiding Items after the Sale is Complete ............................................ 3727
Void Related Reports........................................................................ 3731

Waste Mode .......................................................... 3737

Waste Mode in Idealpos ................................................................... 3737
Waste Mode Settings ....................................................................... 3738
Using Waste Mode ........................................................................... 3741
Waste Mode Related Reports............................................................. 3745

Web Reporting Summa ...................................... 3749

Web Reporting Interface................................................................... 3749
Settings ......................................................................................... 3750
Initial Use ....................................................................................... 3752
Accessing Summa Web Reports ......................................................... 3755

Yes/No Options .................................................... 3759

Yes/No Options in Idealpos ............................................................... 3759
Clerks ............................................................................................ 3762
Confirmation ................................................................................... 3777
Customers ...................................................................................... 3803
Home Screen .................................................................................. 3824
Miscellaneous .................................................................................. 3833
POS Screen .................................................................................... 3849
Receipt/Kitchen ............................................................................... 3885
Restaurant...................................................................................... 3920
Stock Control .................................................................................. 3939
Tenders .......................................................................................... 3950

Last Updated 9th October 2014

Download October PDF

If you find mistakes or have specific topics you would like better documented, please
email them to UserGuide@Idealpos.com.au

Change Log:
Import Data, Reports, Room Interface and Yes/No Options Updated.
6.03 build 103

9th October
2014

This month we have changed the layout of the User Guide to only use the
Mobile version.
EFTPOS Tyro Pay@Table, Room Interface ChoiceAdvantage &
GuestPoint Added
22nd
September
2014

Back Office, Global Options, Hold Print Function, Introduction to Idealpos,

Mobile App, Scheduled Reports and Yes/No Options Updated.
6.03 build 101
Bar Tabs, Clerks, Coupon Promotions, Employee Log, Functions, Global

11th August
2014

Options, Introduction to Idealpos, Multi-Site Management, POS Screen

Setup, POS Terminals, Reports, Room Interface, Stock Items, Stock
Purchases, Suppliers, Yes/No Options Updated
6.03 build 97

25th July

Bar Tabs, Clerks, Coupon Promotions, Employee Log, Functions, Global

2014

Options, Introduction to Idealpos, Multi-Site Management, POS Screen

Setup, POS Terminals, Reports, Room Interface, Stock Items, Stock

Purchases, Suppliers, Yes/No Options Updated
6.03 build 96
Coupon Promotions, Customer Reward Promotions, Gaming, Global Options,
9th

July

2014

Installation and Upgrade, PayPal Interface, POS Screen Setup, POS

Terminals, Promotions Updated.
6.03 build 95
Chinese Character Printing/Display, epay Interface Added

27 June
2014

Clipp Interface, Customers, Employee Log, Export Data, Gaming, Global

Options, Import Data, Laybys, Mobile App, Multi-Site Management,
Promotions, Reports, Room Interface, Special Price Schedule, Stock Items
and Yes/No Options Updated.
6.03 build 94
EFTPOS Smartlink, Room Interface Newbook Added

19th May
2014

Customers, Export Data, Fuel Console, Gaming, Gift Vouchers, Global

Options, Hold Print Function, Ideal WebIT, Inter-Store Ordering, Mobile App,
Multi-Site Management, Reports, Stock Purchases, Stocktake, Yes/No
Options Updated
6.03 build 89

27th March
2014
19th March
2014

EFTPOS Quest, Mobile App Ideal Handheld Added

Introduction to Idealpos 6.0, POS Screen Setup, POS Screen, POS Terminals,
Reports and Yes/No Options Updated
6.03 build 84
ThorLink Interface Added

7th March
2014

Gaming, Global Options, Ideal WebIT, MYOB Accounting Interface, Reports,

Stock Purchases Updated
PayPal Interface Added

4th March
2014

Amount Override, Bar Tabs, Barcode Scanning, Caller ID, Clipp Interface,
Customer Type Incentive, Customers, Discounts, Dry Cleaning Features,
EFTPOS, Fuel Console, Global Options, Hold Print Function, Ideal Kitchen
Monitor, Ideal WebIT, Installation & Upgrade, Inter-Store Ordering,
Introduction to Idealpos, Laybys, Licence Agreement, Multi-Site
Management, Network Printers, POS Terminals, Purchase Categories,

Restaurant & Table Map, Room Interface, Stock Items and Yes/No Options
Updated.
6.03 build 83
21st

Clipp Interface, Global Options, Jackpot Function, Labels, POSServer and

January

Promotions Updated

2014
8th January
2014
3rd
December

6.03 build 79
Gaming, Installation & Upgrade, Promotions, Room Interface and Stock
Exchange Interface Updated
6.03 build 78
Labels, Users and Yes/No Options Updated
6.03 build 74

2013

Customers, Global Options, Hold Print Function, Ideal WebIT, Introduction to

26th
November
2013

Idealpos, Journal Enquiry, Mobile App, MYOB Accounting Interface, Network

Printers, Pending Sales, POS Screen Setup, Restaurant & Table Map, Stock
Items and Yes/No Options Updated
6.03 build 73

7th
November

EFTPOS and Reports Updated

6.03 build 71

2013
EFTPOS PC EFTPOS & Skyzer Nitro Added
6th
November

Back Office, Export Data, POS Terminals, Reports, Room Interface, Users

2013

and Web Reporting Interface Updated

6.03 build 70
Yes/No Options Confirmation Options Added

Archive Data, Back Office, Bar Tabs, Coupon Promotions, Customer

23rd

Reward Promotions, Customers, EFTPOS, End of Shift, Hold Print

October

Function, Membership Interface, Promotions, Raffles, Reservations,

2013

Restaurant & Table Map, Room Interface, Selling Price Calculator, Stock
Items, Stock Purchases, Stock Transfers, Stocktake, Suppliers,
Synchronize, Transfer Mode, Waste Mode and Yes/No Options Updated
6.03 build 68

10th

Gaming, Reservations, Scales, Suppliers, Users and Yes/No Options

October

Updated

2013

6.03 build 67

Customers Customer Loyalty Interfaces, Membership

Interfaces Added

1st October
2013

Archive Data, Back Office, Bar Tabs, Blackboard, Clipp Interface, Coupon
Promotions, Customers, EFTPOS, Employee Log, Export Data, Gaming,
Gift Vouchers, Global Options, Ideal Handheld, Ideal Kitchen Monitor,
Installation & Upgrade, Introduction to Idealpos, IPS Client, POS
Terminals, Stock Purchases Updated
6.03 build 65

20th
September
2013

Back Office, Customers, Gaming, POS Screen Setup, POS Terminals,

Reports, Room Interface, Stock Items, Users and Yes/No Options
Updated
6.03 build 64
Clipp Interface, End of Shift, Gaming, Labels, POS Screen Setup, Stock
Items, Stock Purchases, Stock Transfers, Suppliers, Training Mode,

27th August

Transfer Mode, Unlock Permissions, Users and Yes/No Options Updated

2013
6.03 build 62
Jackpot Function, POS Screen and Reports Updated
12th August
2013
6.03 build 60
Bar Tabs, Blackboard, Clerks, Clipp Interface, Coupon Promotions,
Customer Type Incentives, Customers, Departments, Dry Cleaning
Features, EFTPOS, Employee Log, End of Shift, Export Data, Functions,
30th July
2013

Global Options, Hold Print Function, Ideal Handheld, Ideal Kitchen

Monitor, Ideal WebIT, Installation & Upgrade, Inter-Store Ordering, iPad
& Idealpos, IPS Client, IPS Utility, Jackpot Function, Labels, MealCard,
Multi-Site Management, MYOB Accounting Interface, Networking, PDE,
POS Screen Setup, POS Terminals, POSServer, Promotions,
Reservations, Room Interface, Stock Items, Yes/No Options Updated
Alerts, Amount Override, Archive Data, Back Office, Bar Tabs, Barcode
Scanning, Blackboard, Caller ID, Clerks, Clipp Interface, Coupon
Promotions, Customer Reward Promotions, Customer Type Incentives,
Customers, Database Maintenance, Departments, Discounts, Dry

22nd July
2013

Cleaning Features, EFTPOS, End of Shift, Export Data, Fuel Console,

Gaming, Gift Vouchers, Global Options, Hold Print Function, Ideal
Handheld, Ideal Kitchen Monitor, Ideal WebIT, Import Data, Installation
& Upgrade, Inter-Store Ordering, IPS Client, IPS Deploy, Jackpot,
Keyboard Program, Labels, Laybys, Locations, Macros, MealCard,
Messages, Mobile App, Multiple Terminal Setup, MYOB Accounting
Interface, Network Printers, Networking, PDE, Pending Sales, POS

Screen, Price Levels, Promotions, Purchase Categories, Raffles, Range

Programming, Received Account & Paid Out, Refunds & Credit Notes,
Reports, Reservations, ResPAK Interface, Restaurant & Table Map, Room
Interface, Sales Categories, Scales, Scheduled Reports, Send Pictures or
Display Folders, Shortcuts, Signs, Software Updates, Special Price
Schedule, Stock Exchange Interface, Stock Items, Stock Purchases,
Stock Transfers, Stocktake, Suppliers, Surcharges, Synchronize, Training
Mode, Transfer Mode, Unlock Permissions, Users, Void Mode, Voids,
Waste Mode, Web Reporting Interface and Yes/No Options Updated
Clerks, Gaming, Introduction to Idealpos, Journal Enquiry, Multi-Site
Management, POS Screen Setup, POS Terminals, Reports, Signs, Stock
5th July

Items, Suppliers, Voids and Waste Mode Updated

2013
6.03 build 54
Gaming Aristocrat Added

Bar Tabs, Clerks, Coupon Promotions, Customers, Departments,

2nd July
2013

Discounts, Employee Log, Gift Vouchers, Journal Enquiry, Laybys,

MealCard, Pending Sales, POS Terminals, Price Levels, Promotions,
Purchase Categories, Refunds & Credit Notes, Reports, Sales Categories,
Stock Purchases, Stock Transfers, Stocktake and Transfer Mode updated.

6.03 build 53
Bar Tabs, Barcode Scanning, Clipp Interface, Communications, Coupon
24th June

Promotions, Customer Type Incentives, Discounts, Gift Vouchers,

2013

Refunds & Credit Notes, Reports, Stock Transfers, Surcharges, Voids

Updated
Back Office, Clipp Interface, EFTPOS, Import Data, Journal Enquiry,

19th June

Multi-Site Management, POS Terminals and Yes/No Options Updated

2013
6.03 build 50
Cash Dispenser, Clipp Interface, MealCard, Room Interface
Hirum & GuestCentrix Added
5th June
2013

Clerks, Gift Vouchers, Ideal WebIT, Multi-Site Management, POS Screen

Setup, Yes/No Options Updated

6.03 build 46

Coupon Promotions, Global Options, Yes/No Options Updated

14th May
2013
6.03 build 44
7th May
2013
10th April
2013

Customers, Ideal Kitchen Monitor, IPS Client, Mobile App, POS Screen
Setup, POS Terminals, Reports, Room Interface, Yes/No Options
Updated
EFTPOS, Inter-Store Ordering, Stock Items Updated
Gaming & IPS Client Updated

27th March
2013
6.03 build 37
Biometric Data Entry, Database Maintenance, EFTPOS Mercury
(Non-EMV) and Signs Added

25th March

Customer Reward Promotions, EFTPOS, Gift Vouchers, Introduction to

2013

Idealpos, IPS Client, POS Screen Setup, POS Terminals, Room Interface,
Stock Exchange Interface, Stock Items and Yes/No Options Updated

6.03 build 36
Stock Exchange Interface Added

4th March

Fuel Console, Gaming, Ideal Kitchen Monitor, Keyboard Program, POS

2013

Screen Setup, POS Terminals, Reports, Room Interface Updated

6.03 build 35
8th
February
2013

Global Options, Ideal WebIT, Import Data, Mobile App, POSServer

Updated
Mobile App Chapter Added

5th
February
2013

Gaming, Import Data, Introduction to Idealpos, POS Terminals, Reports,

Room Interface, Yes/No Options Updated

6.03 build 34
18th

Bar Tabs, Communications, Customer Reward Promotions, Customers,

January

Departments, Global Options, Laybys, Price Levels, Room Interface and

2013

Yes/No Options Updated

6.03 build 33
16th

Price Levels Chapter Added

January
2013
10th
January
2013

Coupon Promotions, Fuel Console and Users Updated

Coupon Promotions, Dry Cleaning Features, Gaming, Global Options,
Reports, Transfer Mode Updated
Back Office, Communications, Installation & Upgrade, Introduction to
Idealpos 6.0, Jackpot, Labels, Laybys, Networking, Order numbers, POS

19th

Screen Setup, POS Terminals, Software Updates, Stock Items, Users and

December

Web Reporting Interface Updated.

2012
6.03 build 30
10th

Customers, Export Data, Gaming, Gift Vouchers and POSServer Updated

December
2012

6.03 build 27
Alerts Chapter Added

22nd

Back Office, Customers, Global Options, Ideal WebIT, Import Data,

November

Introduction to Idealpos, Pending Sales, Reservations, Scheduled

2012

Reports, Stock Purchases, Users and Yes/No Options Updated

6.03 build 26
Bar Tabs, EFTPOS, Ideal WebIT, Introduction to Idealpos, PDE, POS
9th

Screen Setup, POS Terminals, Reports, Users Updated

November
2012
6.03 build 22
Coupon Promotions, Customer Reward Promotions, End of Shift, Global
24th
October

Options, Ideal Kitchen Monitor, Labels, POS Terminals, Promotions,

Reports and Stock Items Updated

2012
6.03 build 19
Back Office, Bar Tabs, Caller ID, Communications, Global Options, Ideal
9th October

Handheld, IPS Utility, Multiple Terminal Setup, POS Terminals, Raffles,

2012

Training Mode, Transfer Mode Updated

6.03 build 17
The User Guide is now mobile and formatted for use on your
smartphone. Navigate to www.idealpos.com.au/mobile.
3rd October
2012
External Application, Import Data, Keyboard Program, POS Screen
Setup, Unlock Permissions, Waste Mode Updated
Cooking the Books, Impact Data Integration Chapters Added

26th

Customers, Dry Cleaning Features, Gaming, Global Options, Ideal

September

Kitchen Monitor, Ideal WebIT, Installation & Upgrade, POS Terminals,

2012

Reports, ResPAK Interface, Synchronize Updated

6.03 build 16
Departments, Gaming, Ideal Kitchen Monitor, IPS Client, Networking,
14th

POS Screen, POS Terminals, Sales Categories, Stock Items Updated,

September
2012
6.03 build 14
POS Terminals, Reports, Reservations, Restaurant & Table Map,
11th

Stocktake and Yes/No Options Updated

September
2012
6.03 build 13
Ideal WebIT, Master/Slave License Chapters Added

3rd
September
2012

Back Office, Bar Tabs, Dry Cleaning Features, Gaming, Global Options,
Import Data, Installation and Upgrade, IPS Client, Networking, POS
Screen Setup, POS Terminals, Reports, Stocktake, Yes/No Options
Updated.

6.03 build 12
Archive Data, Back Office, Barcode Scanning, Caller ID, Clerks,
Communications, Customer Reward Promotions, Customer Type
8th August
2012

Incentives, Customers, Discounts, Ideal Kitchen Monitor, Introduction to

Idealpos 6.0, IPS Client, Stock Purchases, Suppliers Updated

6.03 build 11
18th July

Customers, Gift Vouchers, IPS Client, POS Terminals, Reports,

2012

Reservations, Users Updated

New Framework - Major Update to 6.03 build 5

Floating Clerks, IPS Client, Web Reporting Interface Chapters
Added

Amount Override, Back Office, Bar Tabs, Beverage Monitoring,

9th

July

2012

Communications, Coupon Promotions, Customers, Employee Log, Export

Data, Floating Clerks, Gaming, Global Options, Installation & Upgrade,
Inter-store Ordering, Introduction to Idealpos 6.0, IPS Utility, Journal
Enquiry, Network Printers, PDE, POS Screen Setup, POS Terminals,
POSServer, Promotions, Reports, Reservations, Room Interface,
Scheduled Reports, Special Price Schedule, Stock Items, Stocktake,
Users, Yes/No Options Updated
Blackboard, Communications, Global Options, Reports, Users, Yes/No

10th April

Options Updated

2012
6.02 build 21
Archive Data, Blackboard, Fuel Console and Synchronize Chapters
Added

Back Office, Barcode Scanning, Caller ID, Clerks, Customer Type

Incentives, Customers, Departments, Discounts, Dry Cleaning Features,
Employee Log, Export Data, Functions, Gift Vouchers, Global Options,
Glossary of Terms, Hold Print, Ideal Kitchen Monitor, iPad & Idealpos,
Jackpot Function, Journal Enquiry, Laybys, Licence Agreement,
27th March

Messages, MYOB Accounting Interface, Network Printers, Order

2012

Numbers, Pending Sales, POS Screen Setup, POS Terminals, Promotions,

Purchase Categories, Raffles, Received Account & Paid Out, Refunds &
Credit Notes, Reports, Reservations, Restaurant & Table Map, Room
Interface, Sales Categories, Scheduled Reports, Software Updates,
Stocktake, Stock Items, Stock Purchases, Stock Transfers, Surcharges,
Transfer Mode, Users, Void Mode, Voids, Waste Mode, Yes/No Options
Updated

6.02 build 20
9th

IPS Utility and Reports Updated

February
2012

6.02 build 16

Customers, End of Shift, Gaming, Global Options, POS Terminals, Reports,

6th

ResPAK Interface, Yes/No Options Updated

February
2012
6.02 build 15
Communication & Connection, EFTPOS (Tyro), Ideal Kitchen Monitor, Multi25th

Site Management, ResPAK Interface Updated

January
2012
6.02 build 14
ResPAK Reservations Interface Chapter Added

16th

Coupon Promotions, Customer Reward Promotions, EFTPOS Tyro, Ideal

January

Handheld, Introduction to Idealpos, Networking, Promotions, Reports, Stock

2012

Items Updated

6.02 build 13
6th January

Inter-Store Ordering, Introduction to Idealpos, Locations, Macros (4 new

2012

examples), Multi-Site Management, Networking Updated

Multiple Terminal Setup Chapter Added

22nd
December
2011

Communication & Connection, Customers, Installation & Upgrade, PDE, POS

Screen Setup, POS Terminals, Promotions, Yes/No Options Updated
Ideal WebIT Chapter Added

15th
December
2011

External Application, Inter-Store Ordering, Multi-Site Management,

POSServer, Send Pictures or Display Folder Updated

6.02 build 12
Keyboard Program Chapter Added
8th
December
2011

Bar Tabs, EFTPOS Vault, End of Shift, Ideal Handheld, Labels, POS Screen
Setup, Yes/No Options Updated

6.02 build 11
5th
December
2011

Communication & Connection Chapter Added

Amount Override, Customer Reward Promotions, Customers, Functions,

Gaming, Ideal Handheld, Ideal Kitchen Monitor, Import Data, Inter-Store
Ordering, Labels, Network Printers, POS Screen, Scales, Selling Price
Calculator, Stock Item Alert Levels, Stock Transfers, Stocktake, Suppliers,
Training Mode, Yes/No Options Updated
Export Data Chapter Added

24th

Back Office, Customers, Introduction to Idealpos, iPad and Idealpos, IPS

November

Utility, POS Terminals, Purchase Categories, Send Pictures & Display Folder,

2011

Special Price Schedule, Stock Items, Stock Purchases and Users Updated

6.02 build 9
Back Office, Bar Tabs, Barcode Scanning, Clerks, Coupon Promotions,
Customers, Departments, Discounts, Dry Cleaning Features, EFTPOS,
Employee Time Clock, End of Shift, External Application, Gift Vouchers,
Global Options, Hold Print Function, Introduction to Idealpos, IPS Client,
Jackpot Function, Journal Enquiry, Laybys, Messages, MYOB Accounting
21st
November
2011

Interface, Order Numbers, Pending Sales, POS Screen Setup, POS Terminals,
Promotions, Raffles, Range Programming, Receipt On/Off, Received Account
& Paid Out, Refunds & Credit Notes, Reports, Reservations, Restaurant &
Table Map, Room Interface, Scheduled Reports, Sales Categories, Shortcuts,
Software Updates, Surcharges, Transfer Mode, Unlock Permissions, Void
Mode, Voids, Waste Mode, and Yes/No Options Updated

6.02 build 8
Software Updates, IPS Deploy Chapters Added
16th
November

Reports, Stock Items and Ideal Kitchen Monitor Updated

2011
6.02 build 6
Void Mode, EFTPOS, Introduction to Idealpos, Bar Tabs, Coupon Promotions,
Customer Reward Promotions, Departments, Discounts, Ideal Handheld,
9th

Hold Print Function, Installation & Upgrade, Inter-Store Ordering, Messages,

November

Order Numbers, Promotions, Restaurant & Table Map, Suppliers, Training

2011

Mode, Receipt On/Off, Voids, Laybys, POS Screen Setup, Reservations,

MYOB Accounting Interface, Barcode Scanning, Yes/No Options, POS
Terminals, and Unlock Permissions Updated

4th
November
2011

Ideal Kitchen Monitor Chapter Added

Reports, Waste Mode, Scheduled Reports, POS Screen, Selling Price

Calculator, Unlock Permissions, Surcharges, EFTPOS and POSServer Updated
Functions Chapter Added

19th
October
2011

Discounts, End of Shift, Gift Vouchers, Import Data, Jackpot Function,

Network Printers, Received Account & Paid Out, Labels, Refunds & Credit
Notes, Scales, Stock Item Alert Levels, Journal Enquiry, Stock Items, Stock
Transfers, Stock Write-offs, Stocktake, POS Screen Setup Updated

6.02 build 5
Beverage Monitoring, Clerks and Users Chapters Added

17th
October
2011

Bar Tabs, Yes/No Options, Customers, Global Options, Caller ID, Hold Print
Function, Laybys, Customer Reward Promotions, Customer Type Incentives,
Room Interface, POS Screen Setup, Departments, Gaming, Installation &
Upgrade, POSServer and Back Office Updated

6.02 build 3
4th October

Reports, Yes/No Options, Send Pictures/Display Folder, POSServer and POS

2011

Screen Setup Updated

POSServer, Raffles, Room Interface, Customer Type Incentives and
Send Pictures/Display Folder, Dry Cleaning Feature Chapters Added

28th
September
2011

Back Office, Messages, Gaming, Yes/No Options, Employee Time Clock,

Global Options, Restaurant & Table Map, Bar Tabs, Order Numbers, Hold
Print Function, Suppliers, Customers, and Installation & Upgrade Updated

New Framework Major Update to 6.02 build 1

Glossary of Terms, Stock Received and Introduction to Idealpos 6.0
Chapters Added
21st
September
2011

IPS Utility, Training Mode, EFTPOS, Suppliers, POS Screen Setup Updated

6.01 build 22
5th
September
2011

EFTPOS and Gaming Chapters Added

Locations and Backoffice Chapters Added

31st August
2011

Multi-Site Management, POS Terminals, Yes/No Options, Reports Updated

6.01 build 21
Multi-Site Management, Inter-Store Ordering, Handheld, Interface
EFTPOS Hypercom/Zintel and PDE Chapters Added
23rd
August

Promotions, Transfer Mode, POS Terminals, Global Options and Customers

2011

Updated

6.01 build 20
IPS Utility, IPS Client, Special Price Schedule, Range Programming,
Networking and Integrated EFTPOS Tyro Chapters Added
9th August
2011

Reports and Yes/No Options Updated

6.01 build 17
Global Options, Using an iPad & Idealpos and POS Screen Setup
2nd August

Chapters Added

2011
Restaurant & Table Maps and Barcode Scanning Updated
Hold Print Function, Scheduled Reports, MYOB Accounting Interface,
Employee Log and Shortcuts Chapters Added
26th July
2011

Coupon Promotions, Customer Reward Promotions and Restaurant & Table

Maps Updated

6.01 build 15
Reports Chapter Added
22nd July
2011
Yes/No Options & Restaurant/Table Maps Updated
20th July
2011

Reservations, Layby, Voids, Promotions, Customer Rewards & POS

Terminals Chapters Added

Yes/No Options, Training, Transfer, Void, Waste Modes Updated

Yes/No Options Chapter Added
22nd June
2011
6.01 build 12
Pending Sales, Restaurant & Table Map Chapters Added
16th June
2011
6.01 build 11
10th June
2011

Idealpos 6.0 User Guide Released

Idealpos 6.0 Licence Agreement

Please read this document carefully before installing and using the software which accompanies this Licence agreement.
If you do not agree to be bound by the terms of this Licence agreement, do not install the Software but return it and the
associated media and products to the reseller in their entirety for a refund or credit.
By installing and keeping the Product you are confirming that you have purchased the Product subject to this Licence
agreement and are bound by its provisions in addition to any other terms and conditions agreed to with the purchase of
the Product.
COPYRIGHT 2000 2014 Idealpos Solutions Pty Ltd ACN 091 801 204 (IPS). All rights reserved. No part of this
Software or accompanying written materials may be reproduced, transmitted, stored in a retrieval system, or translated
into any language or computer language, in any form by any means, mechanical, magnetic, optical, chemical, manual or
otherwise.
SCOPE OF LICENCE In consideration of you paying for the Software licence, IPS hereby grants to you a paid-up,
personal, non-exclusive and non-transferable licence to use the Software on a number of computers for which you have
obtained a licence to use subject to the terms and conditions contained in this Licence Agreement. The Software is
licenced only and not sold.
Single Computer Network You may use the Software on only one computer network that you own or operate at a
single physical location and only then in respect of data files created by you or by another licenced user. You may
transfer the Software from one computer to another that you own or operate on this network provided that you do not
use or permit usage of the Software on more than the licenced number of Computers at a time, nor permit the usage of
the Software on more than one network at any one time, nor permit the Software to be used in respect of data files not
created by you or another licenced user. In the event of an upgrade or product exchange the licence hereby granted shall
automatically transfer to the new version or product. All rights in respect of the original product shall lapse and no further
use of the same shall be permitted.
Remote Access You may access and use the installed Software remotely from another Computer without acquiring
another licence provided the number of concurrent users of the Software does not exceed the number of licences which
you have acquired for the Software.
Copies You may not copy or duplicate the Software, except as necessary solely for archival purposes, software error
verification, or to replace defective storage media, provided you keep the original and the copies. You may not alter,
decompile or disassemble the Software.
Transfer You may not sub-licence, lease, rent or lend the software or the User Guide or otherwise transfer any of your
rights under this agreement to any other person.
Term This Licence is effective until terminated. This Licence will terminate immediately without notice from IPS if you fail
to comply with any of its provisions. Upon termination you must destroy the Software and all copies thereof, and you
may terminate this Licence any time by doing so.
Protection and Security You agree to use your best endeavours and to take all reasonable steps as to safeguard the
Software, to ensure that no unauthorised person has access to the Software and that there is no unauthorised copying or
distribution of the Software.
Prohibited Acts You may not:
Work around any technical limitations in the Software;

Reverse engineer, decompile or disassemble the Software, except and only to the extent that applicable law expressly
permits, despite the limitations;
Make more copies of the Software than specified in this agreement or allowed by application law, despite this limitation;
Publish the Software for others to copy;
Use the Software in any way that is against the law; or
Rent, lease or lend the Software.
LIMITED WARRANTY IPS warrants to the original purchaser of the Software that the recording medium on which the
Software is/are recorded will be free from defects in materials and workmanship for a period of ninety (90) days from the
date of purchase. Defective media returned by the purchaser with proof of purchase will be replaced without charge,
provided the returned media has not been subjected to misuse, damage, or excessive wear. It is the responsibility of the
purchaser to determine the suitability of the Product for any purpose.
NO OTHER WARRANTIES IPS makes no warranties of any kind, either expressed or implied for this Product, the media
or Software, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose or
as to the quality, utility or performance of the Software all of which are hereby expressly excluded.
NO LIABILITY FOR CONSEQUENTIAL DAMAGES So are as allowed at law, the liability of IPS shall not exceed the
purchase price of the Product; nor shall IPS be held liable for direct, indirect, consequential or incidental damages,
including, but not limited to, any interruption of service, loss of business, anticipated profit, or other consequential
damages arising out of the use or inability to use this product or from any defect or omission in the Software, manual, or
other related items and processes.
ENTIRE AGREEMENT
Apart from the terms and conditions agreed to when purchasing this licence and or the Product this agreement
constitutes the entire agreement between the parties in relation to its subject matter. No understanding, arrangement or
provision not expressly set out in this agreement will bind the parties other than any terms and conditions agreed to
when you purchased this licence and or the Product. Accordingly, all correspondence, negotiations and other
communications between the parties in relation to the subject matter of this agreement which precede this agreement
are superseded by and merged in it.
AMENDMENT
This agreement may only be amended in writing signed by both parties and not in any other manner.
WAIVER
The failure by either party at any time to enforce any of its powers, remedies or rights under this agreement will not
constitute a waiver of those powers, remedies or rights or affect the partys right to enforce those powers, remedies or
rights at any time; and
Any single or partial exercise of any power, remedy or right does not preclude any other or further exercise of it or the
exercise of any other power, remedy or right under this agreement.
SEVERANCE
If any provision of this agreement is prohibited, invalid or unenforceable in any jurisdiction, that provision will, as to that
jurisdiction, be ineffective to the extent of the prohibition, invalidity or unenforceability without invalidating the remaining
provisions of this agreement or affecting the validity of enforceability of that provision in any other jurisdiction.
GOVERNING LAW

This agreement is governed by the law in force in Queensland, Australia and the parties submit to the non-exclusive
jurisdiction of the courts of Queensland sitting in Brisbane and all courts competent to hear appeals from the courts of
Queensland in respect of all proceedings arising in connection with this agreement.
DEFINITIONS
Computer includes physical computers, computer terminals, thin clients and virtual computers.
Product means the Software, User Guide, media and any other items sold to you with the Software.
Software means the Software which accompanies the Licence agreement either in paper form or electronically with the
software.
User Guide means the user manual and or guide produced by us from time to time for the Software.
You, you or your means the original end user of the Software.
INTERPRETATION
In this agreement, including the Introduction, unless the contrary intention appears:
Words denoting the singular include the plural and vice versa
A reference to any one of an individual, corporation, partnership, joint venture, association, authority, trust or
government includes (as the context requires) any other of them;
Headings are for convenience only and do not affect interpretation;
A reference to a party includes that partys executors, administrations, successors and permitted assigns; and
Where an expression is defined, another part of speech or grammatical form of that expression has the corresponding
meaning.

Introduction to Idealpos 6.03

Idealpos 6.03
Idealpos is a fully integrated Point of Sale package with a wide range of powerful Stock Control and Sales
Analysis features.
Idealpos has been writing Point of Sale and Stock Control software for over 15 years. They have many
combined years of experience stretching over many different industries to continually develop cutting
edge software for any business requiring a Point of Sale System. Idealpos has been designed with the End
User in mind, while adding features and functions to further develop the software for growing user needs.
Simple yet very effective control will give high level results for an easy to manage system that can grow
with your business as you need it.
Idealpos has several different tiers of programming and control from Sales Categories through to
Departments and Stock Items. It has a powerful back-end reporting structure which provides real-time
data results at the press of a button. Stock Control with full analysis is standard and many add-on modules
will make the package an all-round solution for any business.
The full standard version of Idealpos gives you freedom to control your Customer Accounts, Stock
Inventory, Supplier Transactions, Multiple Terminal Network Support and Reporting.
Idealpos works closely with its network of resellers to bring a top of the line software package to
businesses.
This introduction will give you an overall start to managing your Point of Sale
software and maintaining and utilising it effectively. There are many necessary
aspects and tools covered within to give you full control.

Licensing
Idealpos has many modules that enhance the product from its core, enabling you to
add-on features that are specific to your requirements. Licensing can be added at
any time and most can be added at any time without interruption to your current
database. Some modules are considered one-way in that once they have been
implemented; too many changes to the database will have taken place for easy
reversal.

Idealpos Solutions is able to offer advice and recommendations on which license

requirements will be best suited for each business. Some licenses may also require
the addition of another license to work properly.

This allows a direct ODBC connection the MYOB

database for sales, supplier purchases and associated transactions. This will also give
the operator advanced accounting procedures.

This allows you to use a single Idealpos license key to

provide the registration details of Slave terminals.

This will allow for Customers who are in the database to

be identified before answering the call, directly on the POS Screen.

This will allow for supported hardware and software to

integrate directly with the Idealpos terminal.

This will allow for the connection of a POSTEC Fuel

Console for petrol pump operations.

This will allow for access to gaming servers to retrieve

membership details for loyalty points accrual and redemption.

This will allow you to perform sales on a handheld

device.

This allows for the control of Multi-Site installations that

can include remote businesses linked via VPN. Used when a Franchise or Company
Store requires data to be controlled by a Head Office.

This allows for access to the data from IBA to track sales
and promotions.

This will allow the taking of orders on a remote handheld

device. It will require the RST module.

This allows for specific POS Products to be used only on

the POS System.

This allows access and use of the Liquorfile Database

from LMG Marketing.

This is the main module purchased with Idealpos. This

license allows for sales to be recorded and entered.

Integrates the Idealpos Table Map with ResPAK

Software.

This will allow for supported software for Property

Management to interface with Idealpos when using Room Charges in Hotels and
Motels.

This allows access and settings for Visual Table Maps,

Session Reporting, advanced Kitchen Printing and associated functions.

This allows access to create and manage reservations

into the future based on the details of the Table Maps that have been built. It will
also integrate seamlessly with the RST module.

This license will restrict access to most Back Office

functionality.

This allows for the control over specialized Stock Items

and facilitates an Inter-Store Ordering process to order stock from the Head Office.

This allows for reports to be uploaded to the cloud for

use in the Summa integration.

This allows for the data from the Stock Manage

application to be received into the Idealpos database. It can then be processed into
the database using the Stock Manage menu.

Idealpos Icons
Below is a collection of icons used with your Idealpos software and where to find
them. Become familiar with them, as they will help you use your software more
affectively and speed up support calls.
IPS Client Located in the taskbar of each terminal that Idealpos is installed on. IPS Client is
responsible for all communications of data packets between terminals.
Idealpos 6.0 Shortcut located on the desktop by default of all terminals that has Idealpos
Installed. This is used to launch the main Idealpos 6.0 program.
IPS Utility Located by going to Start > All Programs > Idealpos Solutions > Idealpos 6.0 > IPS
Utility. This facility is used for many advanced programming functions and should only be
accessed if advised by your support personnel.
IPS Print Server Located in the taskbar of each terminal that Idealpos is installed on.
Responsible for all print jobs to receipt and kitchen printers when using Network Printers.
SQL Data Located in various sections of the program, this icon displays that SQL data is present,
or will be used. Mainly used for Reports.
Database Backup This icon is used to indicate the file is an .ips backup file.
TeamViewer Found in Idealpos, IPS Utility or IPS Client > Help > Support. This will allow
Idealpos Solutions to offer remote support direct to your terminal. Internet access is required.
Terminal Online Found in IPS Client, this signifies the terminal is online and communicating.
Anything other than this indicates an issue that must be rectified.
Training Mode This will be displayed when in Training Mode and attempting to access IPS
Client.

Ideal WebIT Provides a link between Idealpos and your Web Store to
receive and process orders.

POS Screen in Idealpos

The POS Screen refers to the graphical user interface that is used to process all
types of transactions that can be required for businesses. It can be highly
customised to suit the needs of each installation and will allow for multiple input
selections.

Idealpos can open automatically to the Point of Sale Window, provided the
appropriate options are selected. It is possible to turn this function off if required, for
use on a back office terminal for example.

The default POS Screen is configured into three separate sections:

1. Top Left This area is used to display the transaction details. It can include
information such as Stock Items, Customers, Departments, Promotions and
Discounts.
2. Top Right By default this area will be programmed with the numerical
keyboard and some administrator functions. This area can be customised as
much as required.
3. Bottom Half This section is used for the programming of Stock Items,
Grids, Menus and Administrator functions required by the user to perform all
transactions. This section can change at the end of most transactions to
display the Tender selections.
4. Bottom Right This area is toggled for use only if the user selects to display
Customer information.

Back Office
The Back Office is what Idealpos uses to allow access to the entire setup of the
program. It also provides access to the Menus, Dashboard, Shortcuts and Activity
Log. The Back Office is generally reserved for Admin Users, but permissions can be
used on all functions to allow different Users access they require.

The Back Office can be accessed form the POS Screen by pressing Exit. If the
Idealpos is not licensed with POS in the registration, it will be the default screen
when the program opens.

You have the option to expand the Back Office section of Idealpos to as large as you
want. The default size of the Back Office is 1024 x 768. Screens that only support
this resolution cannot be resized.

The Back Office screen is where you perform all of your administration of the POS System. All
configuration, reporting and full access can be done through this screen. (The only exception to this would
be if you have a Sales Only license)
The main details needed to know about this screen is:
Shortcuts
System.
The Menu Bar
Activity Log
Dash Board

These provide fast access to some of the most beneficial areas of the POS
You gain full access to the program and all of its settings. Each Menu has a
more detailed smaller menu which will drop down if you click on it.
This gives you live reporting of transactions being performed from other
terminals connected on the network.
Shows reports based on the selections.

Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.

There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.

The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.

Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.

Stock Items
The Stock Item screen is one of the primary data editing screens in Idealpos. From
this screen, you can manage all of your products with the ability to add new
products, change prices and much more.

You can access the stock item screen from the File > Stock Control > Stock Items
menu option. POS terminals using a Sales-Only license do not have access to the
Stock Items screen.

Cost Prices
Cost Prices Ex Tax can be entered to give you a profit margin beside each price level.
Standard Cost is the initial cost of the goods, a manual Base Cost that can be
loaded against the Stock Item. It will not automatically fluctuate with stock received,
so if it needs to be changed for any reason, you will need to change this. Last Cost is
the last purchase cost of the goods received.

Average Cost is calculated by the following equation:

(( ) + ( ))
=
+

Basically, it computes the total purchase cost of the particular item and divide by the
total quantity of the item purchased. If the average cost increases rapidly it
generally indicates the value of the goods is significantly different to the last
purchase. If the stock item is Indirect these fields will be updated automatically from
the Direct Item they are linked to.

Stock Item Types

There are 8 different types of Stock Items that are used in Idealpos. Some
combinations are able to be used more than once in the same item settings.

Stock Control
A stock controlled item is an item that has been brought into your stock system, and
is sold basically as it is. Simply enter the appropriate details for the stock item and
press save. A normal stock item must have the Stock Control check box ticked, and
the indirect checkbox un-ticked. This is also classed as a Direct Item and can also be
a Component Item.

Non-Stock Control
This is an item that you sell but do not need to keep track of the stock levels. This
could include but is not limited to service and labour charges, for which there is
nothing to count at a stock control level, or items that are insignificant to the running
of the stock control, but necessary for tracking supplier transactions. Leave both the
Stock Control and Indirect check boxes un-ticked.

Indirect Items
These are items that are made up of a part of 1 or more items that are stock
controlled. Examples include but are not limited to, a glass of wine. A glass of wine is
considered as Indirect, while the bottle of wine is the Direct Item. The glass is
Indirect because it uses only 150/750ml of the bottle of wine. Cocktails and other
recipes may include various items.

Indirect Non-Stock Control

By un-ticking the stock control option on an indirect item, this will cause the indirect
item to still calculate its cost price from the stock control items it is linked to, but no
stock control is performed.

Instructions Non-Stock Control

This is a special non-stock control item that is used for food and service instructions.
Stock Control and Indirect Item check boxes wont be ticked, although Indirect can
be ticked if required.

Instructions Stock Control

This is an instruction item that needs to be stock controlled, but needs to print as an
instruction on the kitchen printer. An example of this would be flavoured syrup in a
coffee.

Scale Stock Items

By ticking a stock item as a scale stock item, this will force Idealpos to get the
weight measure from the scale. The weight is then multiplied by the selling price to
calculate the correct unit price.

Non-Turnover Stock Item Sales

Stock items are able to be linked to non-turnover department & be accounted for as
non-turnover sales.

Go to Setup > Global Options > Sales > Miscellaneous > Non-Turnover Stock Items.

When you select to save you will be shown a warning message.

Go to File > Sales > Departments > Add > Create a Department for Non-Turnover
Stock > Select Non-Turnover.

Go to File > Stock Control > Stock Items > Add > Create a Stock Item and link it to
the Non-Turnover Department.

When sold they will be added to the Non-Turnover Sales & removed from most sales
reports. Stock Item Sales Report will allow the site to produce a report on NonTurnover Sales or Standard Sales.

Any historical Data will not be touched with this modification, once the build is
installed & the options are enabled it will apply to the sales performed from then on.

Adding a Stock Item to POS

1.
2.

3.

4.

From the Stock Item screen, click the Add button on the bottom right of the screen. A new
window will open to program that stock item.
Fill in as much information as is possible the first time. Main categories that should be filled out
are Code, Description, Sell Price, Department, Cost Price and Suppliers. Ensure you choose the
correct options for use with Stock Control, Indirect etc.
The Advanced Tab is used for adding extra information about your Stock Item. The information
here is important in particular functions throughout the software. Description 2 is used to
designate a specific print to the Kitchen Printer and PDE. You have the ability to link grids to
items, add bonus points for loyalty, and the setting of minimum and maximum stock levels for
use of the re-order report.
Once you have finished and checked that each item has all details entered
correctly, just hit the Save button on the bottom right corner.

Creating Indirect Items

1. Marking an item as Indirect is as simple as ticking a box on the General Tab
of the Stock Item in the Other Settings area.
2. Once you have this option ticked a new tab will become available at the top of
this particular Stock Items screen. It is the third tab at the top of the stock
item window.
3. This section is where you link your indirect item to the Direct & Indirect Items
which make up this item. Click Add to link the indirect item to the direct item.
Fill in the stock code for the item by entering the number, or hit the button
to open your stock list so you can choose the item. Enter the Quantity of the
indirect item as a fraction of what it is using of the direct item (For example
425/49500 for a schooner of beer out of a keg). Click save, add more items if
needed, then close the window.

Scan Code & Alternate Code (Scanning)

Idealpos has the ability to allow you to enter 1 or more barcodes for a single product
when utilising a barcode scanner. It is likely that you may want to group many items
under a single barcode, or a single item can have many different barcodes depending
on packaging, supplier etc.

1. The first barcode for a product must be entered in the Scan Code field. This
field is found by modifying the Stock Item. If an item does not have a
barcode from your supplier, you can press the AUTO button, and Idealpos will
generate a unique scan code. Idealpos can then print the barcode out to a
label using its own label printing.
2. Once you have entered the first barcode, you can then assign the stock item
Alternate Codes.
3. View the list of Stock Items and highlight the item you want to add more scan
codes to. At the bottom of the screen press the Alternate Codes button,
where a new window will open. Press ADD and scan the code into the field or
manually type it in. Press Save to add more codes, or exit all screens to
finish.

Supplier Stock Codes

This utility is for the linking of YOUR Stock Item Code to what your SUPPLIER uses
for the same item. You can generally find their code on the invoices sent to you. By
using this function you can speed up the time it takes to process invoices and keep
any mistakes with stock control to a minimum.

1. Supplier Codes can be added to a Stock Item by modifying the items and
entering their code (Usually located on the invoice) in Supplier Stock Code
field. It is good practice to also enter the corresponding supplier number into
the Default Supplier field.
2. If you have the flexibility of purchasing your items from more than one
supplier, you can add these by pressing the Supplier Codes button, located at
the bottom of the Stock Item list.
3. Highlight the item you wish to add more supplier codes to and press the
Supplier Codes button, where a new window will open. Press ADD to add a
new supplier code, MODIFY to change an existing supplier code, or DELETE to
remove one no longer used.
4. Idealpos can use both Units and Cartons and multiply the stock received to
directly affect the Stock Level of the item that is being represented.

Stocktake
Idealpos provides an easy to use step by step process for performing a stocktake.
The basic process is to start at the top of the list and work your down until you have
either updated the stock levels or cleared the stocktake. You will find the list under
the Stocktake heading from the back office.

Important Details
The stocktake procedure is one that can cause major changes to your database and
reporting. It is important to ensure that all details are correct throughout the entire
process.
1. Do not sell any items of stock between starting the stocktake and when you
actually count the stock.
2. Once an item has been counted and recorded, that item is able to be sold
through the terminal.
3. Any stock purchases, returns, transfers or write-offs that are entered after
the stocktake has been started will affect the Stocktake, you will have the
choice to apply these changes to the current stock levels.

Stocktake Procedure
The basic stocktake procedure is as follows:
1. Choose the Location/s you wish to stocktake.
2. Click Start Stocktake.
3. Print out the Stocktake Forms for the selected locations.

4. Physically count each item in the selected locations and record the quantities
on the stocktake forms.
5. Enter the Stocktake into Idealpos.
6. View or print the Stocktake Variance Report.
7. View or print the Stocktake Valuation Report.
8. Update the stock levels for the locations selected.

POS Screen Setup

As with any Touchscreen Point of Sale interface the programming of the POS Screen
is one of the main considerations to configure properly. When creating buttons for
the POS Screen, it will make it easier if all Stock Items have been added to the
database first. This will ensure that there is no additional time spent performing
needless tasks.

To access all settings for the POS Screen go to Setup > POS Screen > you will be
able to access POS Screen Setup, Grids and Menus.

Button Size
Buttons can vary in size between four different combinations. When you select a
button there are two checkboxes that will determine the size of the designated
button.

Button Size

Numerical Area

POS Screen Area

POS Button Type

It is possible to select the button display you want to use on the POS Screen. This
will affect all terminals within this Site. You can also set the Default Font for all new
buttons that will be created.

Button Appearance
When creating buttons for the POS Screen, regardless of the function selected for the
button, you will be able to customize it however you like. When a button has been
selected, the middle-left of the screen will show a Button Appearance area. A
preview of what the button will look like is displayed within this area.

Button Caption
This section will generally be filled in automatically depending on the function used.
It is possible to change the caption to be whatever you wish.

Back Colour
This is the colour that the button is going to be. You can select from the 48 predefined colours, or select an additional 16 colours using the custom colours grid.

Text Colour
This is the colour that the text on the button is going to be. You can select from the
48 pre-defined colours, or select an additional 16 colours using the custom colours
grid.

Font
This allows you to change the font of the selected button. You can change the font,
font style and size. Each button can be unique. Some buttons you will want to use
the same style and size to allow them to stand out, buttons that link to grids and
menus for example.

Change Font Size Arrows

These two arrows allow you to change the size of the font on the selected button.

Visible
This checkbox determines if the button will be visible on the POS Screen.

Double Width
This checkbox will make the button twice the width. It can be used on its own or in
conjunction with Double Height.

Double Height
This checkbox will make the button twice the height. It can be used on its own or in
conjunction with Double Width.

Graphic
If you want you can add a graphic to a button. It is a good idea to decide on the
button size and make the graphics you want to use the same size.
1024 x 768 Resolution
Resolution
Standard Button Size
110 x 50 pixels
pixels
Double Width
220 x 50 pixels
Double Height
110 x 100 pixels
Double Height/Width
220 x 100 pixels
pixels

1280 x 800
139 x 52
279 x 52 pixels
139 x 105 pixels
279 x 105

Auto Create Grid

This function allows you to create more than one button at a time. It is best to
decide on the buttons appearance before using this function. If you select a range of
items that is greater than the buttons available, any existing buttons will be
overridden. If the range of buttons exceeds the amount of buttons remaining on the
POS Screen, the buttons will be created in the available spaces only. The buttons will
be created Top to Bottom, Left to Right from the button that you originally selected.
Any buttons to the immediate Top and Left of the selected buttons will remain.

Button Difference
While it may seem like a good idea to create each button a different colour with
different text, it actually makes it harder to use. Using the same colour and
differentiating with shading works much better and is easier on the eyes.

Recommended

Not Recommended

When a button is selected, Section 1 will change the view to allow more editing
options.

When a button is selected there are three additional options that are able to be used
which are Format All, Save and Cancel. Selecting any of these buttons will Format
All, Save or Cancel the current selected Button Appearance.

Format All Selecting this will format ALL BUTTONS on the Tab regardless of if they
have a stock item programmed or not. It will not change the visibility setting of the
buttons, but it will change the

Size, Colour and Font.

Save Will save the changes made to THIS currently selected button only.
Cancel Will cancel any changes made to THIS currently selected button only.

Section 3
This area will display fields that contain information about the Layout being edited
and how it can be edited.

Layout Name This is merely the name of the layout and possesses no functionality.
Layer Heading This is the description you want to use for the selected Tab.

Drag-and-Drop This drop-down menu allows you to select from four different
choices:
Copy Formatting

Will copy the Colour, Font and Size of the button only.

Copy Button

Will copy the button and make another one.

Move Button

Will move the button from one location to another.

Copy Font Only

Will copy only the font settings of the button.

By default Idealpos will automatically have programmed the Numerical keypad and
Admin Tab. These can be changed and modified to your requirements.

It is important to note that there is no Undo or Back once you have entered this
screen. The X button is a Save & Exit function and will save anything that has been
done, regardless. If you make a mistake, you will need to manually fix it before
exiting.

As soon as a button has been created, edited or deleted, the changes will appear
instantly on the layouts of the POS Terminals that are using that particular Layout. It
is for this reason that you should do all button programming out of business trading
hours to minimize any issues this can create.

Delete Buttons
Deleting buttons is a simple procedure and is permanent. There is no UNDO or BACK
function.

Make sure that Copy Formatting Only is not selected. It doesnt matter if you use
Move rather than Copy or Copy All. Drag a grey, un-programmed button from
somewhere else on the screen over the button you want to delete.

Moving Buttons between Tabs

You are able to use Copy Formatting Only, Move rather than Copy and Copy All
functions between tabs.

Select the function you want to use > Select the button and drag it down to the
bottom of the screen to the Tab you want to move it to and release > the new Tab
will open > Move the button to the location and select.

Live Button Programming

This option will allow Admin users the ability to change a button on the fly. It is best
used for when setting up a new database or installing a system, or on a busy night
during the shift.

The option is disabled by default on existing databases.

Go to Setup > Yes/No Options > POS Screen > Allow Live Button Programming.

Press and hold a button on the POS Screen for longer than 500ms (1/2 second). A
window will popup, allowing you to edit the button.

Restaurant and Table Map

To be able to use the Restaurant functions and the Table Map screen, you require the
Restaurant (RST) License Module. The restaurant module will give you access to
advanced functions required to help with the successful running of a hospitality
business. The RST module will need to have been added to the registration details of
each terminal needing access to these functions. Enter your registration details by
going to Setup > User Registration.

The Table Map provides a graphical user interface to view at a glance the status of all
tables within the establishment. The table map is completely customizable and can
facilitate the configuration of many different functions. Each colour represents a
different status for the table, which can be custom designed to each install. If you
want to spend the time and effort, it is possible to use an image as the background
for the Table Map.

Using the Table Map

There are 3 different ways to use the Table Map to save orders to the table, which
are saving a sale to a table, starting at the table map or using the Ideal Handheld.

Direct Table Ordering

If the Table Map is not already open, press the Table button to navigate to it. The
Table Map button is usually located in an easily accessible area when using it for
restaurants.

Select a table from the map simply by pressing it. A Yellow border will surround the
table selected.

Press the Occupy button at the bottom left of the screen. The colour of the table will
have changed.

If you have selected to Prompt for Guests and Prompt for Name you will need to
enter these to continue.

Press the POS button to enter the POS Screen and add items to the sale. The table
details will be displayed at the bottom of the sale window.

Press the Table Map button again to save items to the table.

Transfer a Cash Sale to a Table

This function is used when you add items to a standard sale, and want to save the
items onto a table. When you press the Table button, Idealpos can confirm you want
to save this sale to a table.

The Modify Table Map will allow the Tables only to be moved, and no editing of Lines, Boxes or Text. As
the building layout (walls, doors, etc.) never change during service, it makes sense to allow changes only
to Tables.
Changes to the Table Map that are needing more than just tables can still be performed by going into
Setup > Restaurant > Table Maps > Modify.
Table Maps that are modified through the POS Screen happen live on all POS screens displaying the
Table Map. Slower terminals may lag when tables are being moved, but the table position change is
relatively instant.
Select the button to access Modify Map.

Press the Modify Map button to move Tables.

The screen will change to a Drag and Drop interface. If using a Touchscreen, drag a table to the new
position. If using a mouse, click on a table and hold it down, drag it to where you want it to be and
release. This is also where the Inactive button has been moved to.

Once you have finished modifying the Table Map, press the Finish Modify button. You will return to the
default Table Map.

Bill Printing
Bill is an easy function that can be controlled by User and Clerk Permissions.

Highlight the table on the table map.

Press the Bill Print button.

The receipt will print to the default receipt printer. The table will change colour to
Pink, and after the time set in Global Options is up, it will start to flash.

A quick and easy way to print bills for Seats is to do it from the Table Details screen.
Select the table and press Details.

Highlight the Items you want to split by seat.

Press the Print Bill button at the bottom of the Table Details screen.

A new window will open. From here you can select to print the bill for the Whole
Table, or select Single Seat to print them individually. Enter a Seat number and
press Print.

A bill will be printed to the default receipt printer. The Table Details screen will be
modified and the Seat number you entered will be displayed in the Seat column next
to the items selected.

Suppliers
Supplier need to be entered into the database if you want to use Idealpos for Stock
Control purposes. Even if you dont want to record each and every supplier, at least
one supplier must be entered into the database before any item can be Stock
Received.

Suppliers are able to be utilised for reporting on nearly all issues relating to Stock
Control. Suppliers are also used to link Supplier Stock Codes to Stock Items to
enable receiving stock more efficient.

Suppliers and Supplier Stock Codes can be accessed by going to File > Suppliers.

Stock Purchases
Stock Purchases is used to receive and credit stock into the Stock Control system.
Generally an invoice from a supplier is used as confirmation of the details of the
items being added to the database. If you want Stock Control to be correct, this is an
important procedure that has to take place.

Go to Transactions > Stock Control > Stock Purchases.

The Stock Purchases window will display any open Invoices and Purchase Orders.

Stock Received
This function allows for stock to be entered into the database, or supplier credited for
stock returned. This function is used when stock has been delivered with an invoice,
without an order being placed through Idealpos. This is the most common form of
receiving stock into the database. This can be done manually from an invoice,
electronically from a file or generated from a PDE file.

The Stock Received screen is broken into 3 different areas.

1 Information Area
reference numbers.

This area will show the Supplier and Invoice details and

2 Items Area
database.

This area is used for adding the Stock Items and prices to the

3 Totals Area
figures.

This area is used last to enter additional charges and total

Purchase Orders
This function allows for stock to be ordered from the supplier, and received into the
stock control database in part or full. Purchase orders complete a full circle of control
and reporting on what has been ordered, against what has been delivered.
The Purchase Order screen is broken into 3 different areas.
1 Information Area
This area will show the Supplier and Order details and
reference numbers.
2 Items Area
This area is used for adding the Stock Items and prices to the
database.
3 Totals Area This area is used last to enter additional charges and total
figures.

Process Invoices
Once Invoices have been entered they can be saved and processed at any time.
Stock will NOT be added to the Idealpos database until it has been processed. This is
something to keep in mind if performing a Stocktake.
Highlight the Invoice in the Stock Purchases window and press Process.

Confirm you want to Process the Invoice.

Network Printers
Using Network Printers in Idealpos will give you the ability to control all the Receipt
and Kitchen/Bar/Promo Printers used throughout your system. Printers can be
connected to any terminal via Serial or Ethernet interface. They can be controlled by
Site to allow the maximum number of printers for each area. Network Printers also
ensures that any print jobs that dont print properly for a variety of reasons can be
re-printed, printed from another printer, or automatically redirected. The Network
Printing screen will open to as large as possible if required when supported by a
large screen.

Network Printing is controlled by the IPSPrintServer, which needs to run on all

terminals that need to connect to a printer. You can see the icon in the bottom right
corner of your PC. This service will start automatically on a windows restart. If for
some reason you have closed IPS Deploy then IPS Print Server may not be running.

You can access the setup of Network Printers by going to Setup > Network Printers.

You can Add, Modify, Delete and Test any printer for any site while using any
terminal, provided the network is connected. It is recommended however, to perform
all printer functions for a specific terminal, on the terminal the printer is directly
connected to.

IPS Utility
The IPS Utility program is a utility that allows access to multiple facets of the
program that can be useful or required when giving support. This is generally not an
area that you would access to change settings on a regular basis.

There are four menu options within the IPS Utility program, with each one including
up to four selections.

IPS Utility can be accessed through the Start Menu in the Idealpos Solutions folder.

The IPS Utility program is not used for communication with other terminals but is
more for accessing specific functions that are required on the local terminal.

IPS Client
The IPS Client is responsible for the communications of data packets between all the
terminals on the network. It is also responsible for many advanced functions that
require access to all terminals.
The IPS Client is a small program that is installed when Idealpos is installed. IPS
Client is accessible by clicking on the icon in the taskbar of the terminal.

The IPS Client gives you visual connection status of all terminals that are, or should
be, connected on the network. It provides this is a very simple and clear manner.
Each terminal that has Idealpos installed will also have an IPS Client running. You
can access IPS Client settings from any terminal.

Global Options
Global Options are settings that control all terminals within a Site. These are
generally the settings that cannot be allocated to just one terminal, and you want to
make sure that each terminal behaves the same.

There are 13 different tabs that make up Global Options which are: General,
Miscellaneous, Purchases, Restaurant, Customers, Sales, Reservations, Accounting,
Credit Notes/Gift Vouchers, Interfaces, Interfaces 2, Printing and Other Options.
Not all tabs are available as some are relevant to a specific module and will only
display when that module has been licensed.

When used in a Multi-Site environment with Multi-Site Management enabled, Global

Options will only control the terminals within a Site. Head Office licensed terminals
will be able to modify all Global Options for all Sites, whereas Site Management
licensed terminals will only be able to modify the Global Options of the Site they are
linked to.

Global Options are found by going to Setup > Global Options.

Stock Manage
Idealpos has an iPhone, iPad and/or iPod touch app called Stock Manage which is
available to download on the App Store, simply click the App Store badge below. The
app is designed to offer faster functionality with managing stock in retail/hospitality
environments when used with an Idealpos installation. Stock Manage will allow you
to perform a Stocktake, Transfer Items, Receive Stock and Link Items to Barcodes.

Stock Manage will link to a POSServer on your network, quickly transferring the data
from your Idealpos POS system to your device in less than a second. You dont even
need to plug it in to transfer the data back to Idealpos. You can use the app on as
many devices as you wish, easily installing it on your staffs devices if you want.

Ideal Handheld
Ideal Handheld (IH) enables a waiter to remotely take table orders on the go
throughout the restaurant.

IH uses an app installed on an iPod, iPhone or iPad through a host terminal. IH is an

add-on module to Idealpos and needs relevant licensing on the host terminal.
Idealpos and POSServer must both be running when using IH. POSServer does not
need to be on the host terminal. There can be as many host terminals as required
throughout the establishment.

Ideal Handheld uses POS Screen Menus to connect to the Idealpos database.

Alerts
Alerts in Idealpos
Alerts allow you to be notified by email when different types of transactions are
triggered. Some of the functions that are able to be used are No Sales, Void Entire
Sales, Voids, Stock Items and Customers. You are able to setup conditions for each
different alert you want to create.

Setup Alerts
Alert Settings
Go to Setup > Alerts.

Press the Add button to create a new Alert. You can also Modify, Delete or Copy any
previously setup Alerts.

Alert Description
Alert Description
Enter a description that will be used in the email and logging when Alerts are
triggered.

Alert Criteria
If Function Type
From the drop-down menu select from No Sales, Void Entire Sales, Voids, Stock
Item, Customer or Customer Type. If you select Stock Item or Customer a blank
field will display, where you need to enter the Code used to identify the selection. If
you select Customer Type you are able to enter a range of Customer Types you want
alerts for.

Quantity reaches # in # minutes and Spend Amount reaches #

Enter the details that trigger the Alert. If you have selected No Sales, You might
want it to be Quantity reaches 2 times in 10 minutes and Spend Amount reaches
$50. Spend amount only available on Stock Item, Customer and Customer Type.

Group By
From the drop-down menu select to group by POS or Clerk. This option is unavailable
on Stock Item, Customer and Customer Type.

POS Range
Enter the range of terminals you would like this Alert to apply to.

Clerk
Enter the code of the clerk you wish the Alert to apply to.

Alert Action
Write to Alerts.Log
When an Alert is sent, the details will be written to a log file which is saved in the
Idealpos Logs folder.

Send Email to
Enter the email address/s (separated by comma) you want the Alerts to be sent to.
If using a smartphone, these can be pushed to your phone directly.

Email / Log Messages

This field is used to enter the message details that you want included in the email
when it is sent to you.

Message Formulas
Use the drop-down menu to select a formula to add to the message. Press the Add
button for each select as you require it in your message.

Message Formulas available are: DateSearchFrom, DateSearchTo, FunctionQuantity,

CustomerCode, CustomerName, CustomerType, ClerkCode, ClerkName,
POSTerminalNumber, POSTerminalDescription, SpendAmount and
StockItemQuantity.

If you are grouping the alert by POS, the message cannot contain ClerkName or
Clerk Code, as multiple clerks may trip the alert. This rule also applies if you are
grouping the alert by Clerk, as multiple POS terminals could be used to trip the alert.
Although the functionality can be included in the message format, it will not print any
detail.

Global Options Settings

Ensure you have configured the Outgoing Email Server in Global Options, which
allows for emails to be sent from the Idealpos software.

Go to Setup > Global Options > General > Miscellaneous > Outgoing Email Server.

Go to Setup > Global Options > Other Options > Alerts > Configure which POS
terminal you want to send the alerts from.

POS Terminal Settings

You need to ensure that you have an email address in the User Details of the POS
Terminal you are sending the data from.

Go to Setup > POS Terminals > Miscellaneous > User Details > Email.

Receiving Alerts
When an Alert has been triggered, it will be sent to nominated email address/s.

Amount Override
Amount Override in Idealpos
This function is used to override a price for an item within a sale if the programmed
price is incorrect, or different to what you want it to be. The price change will only
affect 1 item, but can be used for multiple quantities of that item.

Any Stock Item in the database can be limited to a specific value, of both Upper and
Lower amounts. Go to File > Stock Control > Stock Items > Modify your Item >
Advanced > Amount Override Limits.

You can enter a Dollar ($) value or a Profit (%) amount to limit Amount Overrides
outside of these values to ensure you dont sell the stock at more or less than you
require.

If you try to perform an Amount Override outside of these limits, POS will not allow
it, and display a window informing the user the limits have been reached.

Using Amount Override

There are two different ways to change the price of an item using the Amount
Override function which are:
Enter Price > Override > Enter Item
Enter Item > Enter Price > Override > Select Item > Enter

There is no limit to the amount of items that can be entered into a sale using
Amount Override.

Enter Price > Override > Enter Item

Enter the amount in $ you want the item to be overridden with.

Press the Amount button on the POS Screen and the selected price will move to the
Price column.

Select the item you want to sell for the price. Each item selected after the price
change will be entered as its programmed price, with the override only affecting the
one item.

The sale can now be finalized as per normal. Subsequent selections of the item that
have been overridden will be charged at the programmed price in the database.

Enter Item > Enter Price > Override > Select

Item > Enter
Enter items into the sale window.

Enter the amount in $ you want the item to be overridden with.

Press the Amount button on the POS Screen and the selected price will move to the
Price column.

Select the item entered into the sale screen by highlighting it and press Enter. The
price of the selected item will have now been overridden.

Amount Override Recording

When a price of an item has been changed using amount override it will be recorded
and able to be reported on. All override price changes will be grouped and totaled
under the single stock item.

Report
Go to Reports > Sales > Stock Item Sales > Select Portrait > Select Department >
Select Price Level.

Enquiry
Go to Enquiry > Stock Items > Select Stock Item Code > Select Price Level Tab >
Select Date Range.

Journal Enquiry
Go to Enquiry > Journal History > Price Level > Select Overridden Prices.

Archive Data
Archive Data in Idealpos
The Archive Data function is used to compact and remove data from the working
Idealpos Access database to keep the live database small and manageable. The SQL
database does not get archived during this process. Once a database has been
archived, the data that was removed will permanently be separated from the live
database. The data can be accessed through Idealpos and used for reports and such.
Archiving data will not remove button programming or stock items, it will only
remove sales history.

You can access the Archive Data by going to Utilities > Archive Data. You have three
options to select from which are Go to Archived Database, Archive Data and Compact
Archive Database.

Archiving Data is an important and permanent process that should only be accessed
by authorized staff members.

Go to Archived Database Menu

This menu is used to access the data that has been contained in an Archive
Database. You will not be able to use this menu if you have not yet created an
archive.

When you select this option each archive that has been performed on the database
will be displayed. You can select one at a time, or choose the checkbox to allow for
multiple selections. When you select multiple archive databases you also will
combine them so they report as a single database.

You also have the option to Delete any archive, but be aware that this will remove
all trace of your sales history.

Make your selection and press Combine or Proceed. The database will change to
allow for the limited options that can be used with an Archive Database. Once you
have finished the work you want in the Archive, press the Return to Live Data
option and the archive will be unloaded and you will return to the Back Office.

Archive Data Menu

This menu allows you to Archive Access Data only. Only data that has been created
will be archived, no settings will be removed from the live database.

The top section of the screen will display the details contained in the Access
Database. In the bottom section you are able to Create New Archive Database or
Append to Last Archive Database (Archive Date and Size).

Generally you would always select to Create New Archive. If you select to Append to
Last Archive Database, the database will continually grow to the point where you risk
making the archive too large to be useful. A good rule of thumb is to archive
regularly and keep backups.

Select the date that you want to Archive Data to. This can be up to the end of the
previous month, financial year or calendar year.

Press Proceed and a warning box will appear to confirm the archive.

The bottom of the window will display the current progress of the archive. There is
no specific time frame for this procedure to complete, and if you are performing the
archive on a large database, it could take up to one hour. Do not attempt to close or
use POS while the archive is taking place. It may look like there is nothing
happening, but forcing the archive to close can result is corrupt or lost data.

Once the archive has finished a box will confirm that it was successful.

The archived databases are located in the Idealpos 6.0 folder in the default location
where Idealpos 6.0 was installed. Each archive will be numbered sequentially from 1.

Compact Archive Database Menu

This menu is used to compact and remove selected data from the Archive Databases
that have been created. If you select any option that Clears data, this data will be
lost permanently unless you have taken a backup of the Archive Database.

You will need to confirm any step before the action takes place.

The procedure will run, and depending on how large the database is that you have
selected will determine how long it takes. Once it has finished the new size of the
database will be displayed.

Back Office
Back Office in Idealpos
The Back Office is what Idealpos uses to allow access to the entire setup of the
program. It also provides access to the Menus, Dashboard, Shortcuts and Activity
Log. The Back Office is generally reserved for Admin Users, but permissions can be
used on all functions to allow different Users access they require.

The Back Office can be accessed form the POS Screen by pressing Exit. If the
Idealpos is not licensed with POS in the registration, it will be the default screen
when the program opens.

You have the option to expand the Back Office section of Idealpos to as large as you
want. The default size of the Back Office is 1024 x 768. Screens that only support
this resolution cannot be resized.

The POS Screen will always default and override these changes and show where it
always has, but when you exit the POS Screen the back office will revert to its
selected size. The Dashboard will increase in size, with the Shortcuts and Menus
remaining in place.

Any menu or screen that is needed to open will be displayed in the center of the
Back Office screen.

Dashboard Shortcuts
To create shortcuts on the Dashboard for use as a BackOffice shortcut, you can open
any of the multiple functions or reports and select the Shortcut button to create it.

The Shortcut Link is located at the top right of any window that is able to be created
next to the exit button. Pressing this button will enable the Shortcut.

The Shortcut will be created on the left-hand side of the Dashboard. It will be saved
as either as Function, Favourite or Others Report. When creating Shortcuts for
Reports, you will be able to edit the Name, and select it as a Favourite or Others.

Activity Log
The Activity Log provides you with a scrolling log of POS Terminals and their use of
the program. The activity log will record all activity that takes place on the POS
Terminals when they have been selected.

The Activity Log that is displayed on the Back Office screen is not searchable or able
to show more information that what is displayed already. You are able to scroll
through the history, but each time Idealpos is restarted the Activity Log will refresh
and start again. It does provide Admin Users with a glance of what is taking place on
the other terminals. Any Voids and Refunds will display in red.

If you double-click on the Activity Log, you can select to clear the window of all
logging.

Yes/No Options
These options can be found on the Miscellaneous Tab.

Activity Log Select this option to enable recording of all terminals activity. By
default this is ON.

Show Activity Log on Main Screen This option will set which terminal will
display the Activity Log on the main screen.

Additional Functions
If the Activity Log is selected to be displayed on the main POS Screen, you can rightclick on the Activity Log heading and expand the log.

Pressing this option will open another window that allows you to view all or one
particular Activity Log. You can use the Filter drop-down boxes to select POS
Terminals, and to select all details or Voids.

In the top left corner of the window is an icon with an X that will clear the log of the
Activity Log.

Dashboard
The Dashboard is the area that displays the visual graphs on the Back Office. If
required you are able to turn this off so that the Dashboard remains blank. You have
the choice of selecting what type of reports can be viewed and the type of graphics
used. Any report based on the Top 10 Qty selection will not display instruction
items.

The selection bar at the top of the dashboard will allow you to select the type of
display you want to view.

Multi-Site Management - HO
This is default on installations with the HO- Head Office in their registration. Use the
drop-down menu to select from All Sites, or each individual site.

This functionality will NOT be present on terminals with the SM Site Management in
their registration, as they are locked to a single Site.
The first field will allow you to select the Date Range on pre-set selections.
The second field will allow you to select comparison choices based on the first field
Date Range.
The third field will allow you to view the sales from Departments, Tenders, Sales
Categories, Locations, Clerks, POS Terminals and Sites.
The fourth field will allow you to change the details of the Graphs.
Additional Buttons will allow you to Email, Save or Print the current image.
Selecting the 3D checkbox will display the graph in a 3D format.

If you right-click on the dashboard you will be able to Print, Enable Rotation
(Default) and Enable Slicing Movement.

Yes/No Options
This option can be found on the Miscellaneous Tab.

Show Dashboard This option will display or remove the graphs from the
dashboard area.

POS Terminal Settings

It is possible for the dashboard on a POS Terminal to only show data for a specific
Location. This will allow your dashboard to not display locations unless you want
them to.

Go to Setup > POS Terminals > Modify > Other > Dashboard > enter the selection
range of the Locations into the field > Save.

The Dashboard will only display sales from the selected locations on that POS
Terminal.

Back Office Menus

The Back Office Menus are the only way to access all areas of the program. Every
menu item is able to be allowed or disabled based on the User Permissions. More
Information on User Permissions is available in the Help Guide.

File Menu
The file menu is where a lot of the database programming is entered. It will control
the majority of the data entry that is required to make the POS system use the
products and details for reporting.

Stock Control

Sales

Promotions

Purchases

Customers

Suppliers

Enquiry Menu
This menu will allow you to enquire in detail about various aspects of the database.
It can be used for specific searching of prices, transactions and activity.

Transactions Menu
This menu will allow you to perform transactions against specific areas of the
database.

Stock Control

Customers

Suppliers

Accounting Menu
This menu will only be visible if you have the ACC module on the terminal. It will
allow you to perform advanced accounting functions on the Idealpos database.

Listings Menu
This menu provides a comprehensive list of various aspects of the database. Multiple
choices in each area are able to be used to define specific data sets.

Stock Control

Sales

Purchases

Customers

Suppliers

Reports Menu
There is an extensive list of reports available on many of the areas available in
Idealpos.

Financial

Sales

Stock Control

Purchases

Customers

Employees

Restaurant

Stocktake Menu
The Stocktake menu will allow you to perform a Stocktake on all the items in your
database.

Reservations Menu
This menu will only be visible if you have the RV module on the terminal. It will allow
you to perform advanced Reservation functions on the Idealpos database.

Labels Menu
The labels menu allows you to print labels out for Stock Items and Customers. This
information can contain bar codes or address details.

PDE Menu
The PDE Menu will only become available once a PDE has been setup on the
database.

Utilities Menu
The Utilities menu will offer functions that can manipulate the database. These are
generally advanced functions that can cause damage to the use of the database if
not used or understood correctly.

Send

Range Programming

Export Data

Import Data

Archive Data

Setup Menu
The setup menu allows you to access settings that affect the setup and usability of
Idealpos.

POS Screen

Restaurant

Help Menu
The help menu will give you information about the current version of Idealpos and
support options.

Click for larger view or download:

Bar Tabs
Bar Tabs in Idealpos
Bar Tabs uses a specific function within Idealpos whereby you can save sales against
a special Customer Account that has been previously set up. Bar Tabs can be
accessed by using the Bar Tab Code, Magnetic Swipe, Search Customer List or Scan
Code.
Bar Tabs can be used when customers want to keep all their sales accumulating and
pay for them at the end of the night before they leave in one transaction. It is a good
way to enable fast payment with function groups, or to increase bar sales.

Pre-Paid
Pre-Paid Bar Tabs allow for the customer to add funds to the Bar Tab before
finalization, which will then decrease with each transaction. When the customer
wants to leave the monies remaining can be paid back to the customer.

Some features of Bar Tabs include:

Print Bar Tab Reports & Bills from the POS Screen.
Print Bar Tab Summary.
Transfer Bar Tabs to a Table or Customer Account.
Transfer Tables to a Bar Tab.
POSServer will centralize Bar Tabs.
Outstanding Bar Tabs will display on Financial Report.
All Bar and Kitchen printing features will work.

Ideas we have found useful when using Bar Tabs:

If using a small amount of Bar Tabs, print Customer Labels and stick them on
the back of your business cards.
Idealpos Solutions can print magnetic cards in small batches for this purpose.
Use a business card folder to keep your Bar Tabs organized.
You can use more than 1 Bar Tab card for each Bar Tab. This enables you to
have multiple signatories on the same account when serving a large group.

Another type of Bar Tabs able to be used within Idealpos is Clipp Bar Tabs. Clipp is
an app on your smartphone that enables you to open and close bar tabs on your
phone, and they are completely integrated with Idealpos. For more information on
this facility, please see the Clipp Interface topic in the online User Guide.

Bar Tab Accounts

Bar Tab Accounts are added to the Customer database within Idealpos. Bar Tabs can
only be numbered from code 1 through to code 999999. Bar Tabs can then be linked
to scan codes which will also apply the Bar Tab to the sale.

Adding Bar Tabs

From the back office go to File > Customers > Customer Types > Add > Create a Bar
Tab Customer Type > Save.

Go to File > Customers > Customers > in the bottom left corner select Include Bar
Tabs > this will display the Bar Tabs as you add them > Press Add to add new Bar
Tabs.

The following fields are required when adding a Bar Tab:

Code A unique identifier that each account must have. Searching is

possible using this field.
Scan Code Magnetic Cards.

Auto created or manually added, this is used for Bar Codes or

Type database.

Used to group the different types of Customer within your

Last Name you designate.

Required field giving you the ability to search by and is a Name

Other fields that may be useful when using Bar Tabs:

Credit Limit the value entered.

This setting will only allow Accounts to be added up to

Bar Tab Tick Box - This tells the Customer Record that it is being used as a Bar
Tab Customer.
Price Level this Customer.

Gives you the ability to automatically use a set Price Level for

Auto % Discount - Gives you the ability to automatically give a % Discount to all
sales for this Customer.
Sales Prompt Displays a message on the POS Screen when this
Customer is added to the sale.
Allow Pre-Paid -

Allows a dollar amount to be added to the bar tab in advance of

the tab being used. This field will toggle to display only when
Bar Tab is selected.

Add the Bar Tab Code, Last Name (Name you designate for Bar Tabs), Scan Code (if
used), Select Customer Type from drop down menu, Tick Bar Tab field > Save >
Add as much detail as you want to use.

Bar Tab Buttons

There are four different buttons that can be used, and three that need to be
programmed onto the POS Screen to be able to use them effectively. Refer to the
document for button programming for help adding these buttons. By default,
Idealpos creates these buttons on the Admin Tab of new databases.

Print Bar Tab Report

This will print a summary of Outstanding Bar Tabs to the receipt printer.

Print Bar Tab Bill

This button will print a Bar Tabs current bill. This button will only work if a Bar Tab
has been opened. It is possible to enter FLASH in the Automatic Text field, which
will enable a Flash Report of the Bar Tab Bill before it is printed.

The Bar Tab Bill will now be presented on screen before printing.

Pay Bar Tab Bill

Any opened Bar Tab can be paid through the tender screen. This button will recall all
items added to the Bar tab to the POS Screen where you can then total and pay.

Pre-Paid Bar Tab

If you are using Pre-Paid Bar Tabs this button will need to be created using the
Acc/LB Payment Function. This will allow you to make payments to the selected Bar
Tab that the guest can use for the duration of an event.

Customer
You can select this button to search for available Bar Tabs in the database. It is also
possible to customize this button by entering the Customer Type No. that you used
for Bar Tabs to only show Bar Tabs when searching.

Bar Tab Settings

Go to Setup > Yes/No Options.

Customers Tab
Bar Tabs that get saved will print a promotional ticket to the designated promotional
printer when this option is selected. If this option is not selected, when the Bar Tab
is finalized, the promotional tickets contained within the Bar Tab will then be
generated.

It is possible to prevent Bar Tabs no matter what promotional ticket settings are
being used from printing a ticket.

This option will discontinue the Bar tab from use until reactivated. The purpose of
this setting is when there is more than one person using the Bar Tab. This will
ensure that all staff who next try to use the Bar Tab number will be given the choice
to reactivate it, while also making them aware that the tab has been finalized. They
will then be able to confirm with the customer the tab has now finished and they are
able to start another one.

Miscellaneous Tab
If you want to prevent an End of Shift being performed before all Bar Tabs have
been closed, you will need to select this option. It will also block End of Shift
functions when Tables are still open though. This will ensure that you are made
aware of any unpaid tabs before checking financial reports.

The recording of Tables and Bar Tabs to the Journal is not by default. You will need
to select this option to have this feature available. This will display any actions that
have been recorded against the Bar Tab in the Journal Enquiry and Journal History.

Confirmation Tab
Confirm to Transfer Bar Tab to a Table
This option will allow you to confirm you wish to transfer a Bar Tab to a Table on the
Table Map.
If this option is not selected the bar tab will automatically transfer to a selected
table. This can be undone by transferring the Table to a Bar Tab.

Confirm to Transfer Table to a Bar Tab

This option will allow you to confirm you wish to transfer a Table being sent to a Bar
Tab.

If this option is not selected a table will automatically transfer to a bar tab. This can
be undone by transferring a Bar Tab to a Table.

Confirm when a Bar Tab is about to be Saved

This option will allow you to confirm you want to save the entered items to the
currently selected Bar Tab.
If this option is not selected the bar will be saved automatically. This can be undone.

Confirm when you Re-Save a Bar Tab

This option will allow you to confirm you want to Re-Save a Bar Tab that you have
opened within a sale.
If this option is not selected the bar tab will be Re-Saved automatically. This can be
undone.

Using Bar Tabs

Adding Bar Tabs
From the POS Screen a Bar Tab can be added to the sale at any time. You can do
this either by entering the Bar Tab Code, Scan a card or Swipe a card. The Bar Tab
will display in red at the top of the POS Screen with the current amount that has
been charged to it. If it is a new Bar Tab this value should be $0.00. Add items into
the sale window as you would a normal sale and press Enter.

Add items to the sale as normal and press Enter. A confirmation window may open to
ensure you want to save the Bar Tab.

To add more items to the Bar Tab, repeat steps 1 and 2. Each time the Bar tab is
opened, the current balance from all previously saved details will be displayed on the
POS Screen.

Print Bar Tab Bill

If a customer wants to know what their Bar Tab currently has charged against it, you
can print them a Bill Print. It can also be used for presenting the bill direct to the
customer when you are closing all tabs for the night, to ensure they are aware the
Bar Tab is being closed.

Open a Bar Tab from the POS Screen to display the current balance.

Navigate to where the Bar Tab Bill button is located, select it and a bill will print from
the terminals default receipt printer. If you have selected to display a Flash Report
on screen, then this will appear in the middle of the POS Screen.

It is possible to print a Bar Tab Bill out after each additional sale if you require.

Print Bar Tab Report

A Bar Tab Report will display all current open Bar Tabs and the total amount
currently expected on each of them.

Navigate to where the Bar Tab Report button is located, select it and a report will
print from the terminals default receipt printer or display on screen if using Flash
Reports.

Pay Bar Tab

In order to close a Bar Tab it will need to be paid in full.

Open a Bar Tab from the POS Screen to display the current balance.

Navigate to the Pay Bar Tab button and select it.

The POS Screen will update and recall all items to the POS Screen. At this point
items can be added or removed before final processing.

Press the Enter button to go to the Tender Screen, select the Tender and finalize the
sale.

If you have pressed Pay bar Tab accidently and want to re-save the bar tab, simply
press the Pay Bar Tab button once again. A message box may display on screen
asking if you want to re-save the bar tab.

Void Items from a Bar Tab

Items can be voided just before the final payment to close the Bar Tab takes place,
or it can be done at the time it was incorrectly added.

Open a Bar Tab from the POS Screen.

Navigate to the Pay Bar Tab button and select it. Void the items from the sale you
wish to remove. Enter the Bar Tab number and press the Customer button. A new
screen may open confirming saving the Bar Tab.

Select Yes to confirm, then press Enter to re-save the Bar Tab. The screen will now
show the Bar Tab balance as $0.00 and the new balance that will be added to the
Bar Tab.

Transfer Bar Tab to Table

If the customer has started a Bar Tab but then would like a seat in the restaurant,
you can transfer the Bar Tab to a Table to be processed as a normal restaurant sale.

Open a Bar Tab to the POS Screen to display the current balance.

Navigate to the Pay Bar Tab button and select it.

The POS Screen will update and recall all items to the POS Screen. Here you have
the option of Voiding Items from the sale or adding more items.

Press the Table Button and a confirmation window may open to confirm the transfer.

The Table Map will open and you need to select the table you wish to transfer the
Bar Tab to.

You can then finalize the table in the normal manner, or transfer the table back to a
Bar Tab.

Transfer Table to a Bar Tab

Select the Table you want to transfer and select Pay All.

You will be taken to the POS Screen where all items have been recalled.

Enter the Bar Tab number into the POS Screen and press Customer. A Confirmation
window may display to confirm the Transfer of a Table to a Bar Tab.

The POS Screen will update with the added Bar Tab.

Press Enter to save the Bar Tab.

Transfer Bar Tab to Customer Account

Open a Bar Tab to the POS Screen to display the current balance.

Navigate to the Pay Bar Tab button and select it.

The POS Screen will update and recall all items to the POS Screen. Here you have
the option of Voiding Items from the sale or adding more items.

Add a Customer to the sale by selecting them from your database, or entering their
Customer Code. A confirmation window will appear, select Yes to confirm.

When selecting YES the customer can be added to the sale. The POS Screen will
update the details of the account and display the Customer in place of the Bar Tab
details.

Select Enter to access the Tender screen and select the required Tender.

The sale will be recorded against the Customers Journal History as a Bar Tab sale.

Pre-Paid Bar Tabs

Ensure you read this entire document before attempting to use Pre-Paid Bar Tabs as
they fundamentally behave similar to Standard Bar Tabs. Please read the Bar Tab
Settings document for information on configuring the required buttons.

Pre-Paid Bar Tab

If you are using Pre-Paid Bar Tabs this button will need to be created using the
Acc/LB Payment Function. This will allow you to make payments to the selected Bar
Tab that the guest can use for the duration of an event.

Pre-Paid Bar Tabs allow for the customer to add a dollar figure to the Bar Tab before
finalization, which will then decrease with each transaction. When the customer
wants to leave the monies remaining can be paid back to the customer.

Go to File > Customers > Customers > Add New or Modify Existing > General Tab >
Sales/Accounting > tick Allow Pre-Paid > Change Credit Limit to desired amount >
Save.

In the POS Screen open the Bar Tab.

Enter the amount the Customer wants to place on the Bar Tab and press the PrePaid Bar Tab button. The Tender screen will open where you add credit to the Bar
Tab with the tender given.

When you open the Bar Tab again, the new balance will be displayed, and the PrePaid amount will be shown in the bottom left corner of the POS window.

Add items to the Bar Tab and press Enter. The balance at the top of the screen will
have changed when you re-open the Bar Tab. The Pre-Paid amount will remain the
same.

Navigate to the Pay Bar Tab button and select it. The Bar Tab will be paid off and
money will be returned to the customer, after the calculation of any promotions and
discounts.

Using Tyro for Bar Tab PreAuth

This function allows a PreAuth to be run and voided on Bar Tabs. You will need Tyro
Adapter v1.2.17 and above.

Open a Bar Tab customer.

Enter an amount you want to PreAuth to the Bar Tab and press the PreAuth button.

Confirm this is the amount you want to PreAuth and press Yes.

The Customer will be required to Swipe/Insert Card. The transaction will take place
and put a lock on the card to value selected. A receipt will be printed for both the
business and the customer detailing the Bar Tab amount.

The POS Screen will update to display the PreAuth Reference and value.

The next time you open the Bar Tab the PreAuth value will be displayed in the
bottom-left corner of the sales screen.

Enter items and save them to the Bar Tab as normal.

When a PreAuth has been set on a Bar Tab, the PreAuth will act as a Credit Limit,
and you cannot add items above this value.

Once the Customer wishes to finalize the Bar Tab, open it and press the Pay Bar Tab
button.

Press Enter to go to the Tender Screen and select EFTPOS. A message will display
confirming you wish to pay the Bar Tab using the PreAuth.

Voiding a PreAuth
If the Customer does not want to use the Bar Tab, or you have made a mistake and
want to void the amount, you can do that. Open the Bar Tab with the PreAuth
amount.

Press the Bar Tab PreAuth Void button.

Press Yes to confirm you want to void the PreAuth.

All PreAuth and PreAuth Voids are recorded in the Journal.

Bar Tab Related Reports

Pending Sales
Go to Reports > Sales > Pending Sales

This report will give you the following options:

Show Bar Tabs only
Group by Order Date

This report provides a complete list of all pending sales as well as the items within
each sale.

Barcode Scanning
Barcode Scanning in Idealpos
Barcodes are used in Idealpos for the fast entry of stock items using a barcode
scanner or for Stocktake with the use of a PDE. Scanning can also be used with
Customers for Bar Tabs, Accounts and Memberships. They are also available for use
on Clerks, Gift Vouchers, Credit Notes, Receipts, Labels and some Tenders.

Scan Codes are 6 to 13 digit alphanumeric codes representing barcodes that are
accessed by Idealpos. Scan Codes must be unique codes for Idealpos to correctly
recognize them.

Most scanners will be using a Keyboard Wedge, a serial device, or a USB connection.
If you are using a Keyboard Wedge, you will need to select that option in Setup >
POS Terminals > Modify > Other Peripherals > Barcode Scanner. If you are using a
USB interface, the scanner will work without the need for additional settings.

If you are using a PSC Magellan 8200 or PSC QS6000 you will need to configure the
OPOS Utility. The utility, OPOSCfgUtil.exe, is located in the Idealpos 6.0 Folder.

In most areas that barcodes can be used, if a barcode does not already exist,
Idealpos can create it for you. If you want Idealpos to automatically create scan
codes, go to Setup > Yes/No Options > Miscellaneous and tick on Automatic Scan
Codes.

Stock Item Scanning

Stock Items can be linked to a barcode by using the scan code as the Stock Item
Code, Scan Code or Alternate Code/s. Where there is an Auto button beside the Scan
Code field, you have the ability to automatically add a code.

Items can be linked to more than 1 scan code which are referred to as Alternate
Codes. Alternate codes are used for when you want to have 1 description for an item
in the list, but would like to be able to stock control all the items separately. An
example of this would be an RTD drink like a Vodka Cruisers. You would use your
description of Vodka Cruiser, but each different flavour is assigned its own barcode.

You can Add, Modify or Delete any amount of Scan Codes you designate as
Alternate.

Access Alternate Codes by opening the Stock Item List > Highlight the Stock Item >
Press the Alternate Codes button at the bottom of the list.

A new window will open where all existing Alternate Codes will be displayed. If there
are no Alternate Codes the only option available to you is to Add. Once you have 1 or
more codes added, you will also be able to Modify or Delete.

When you select Add a new window where you can add Alternate Codes. The Stock
Code and Description will be displayed but are not able to be edited. Scan or enter
the bar code details into the Alternate Code field and press Save. The window will
refresh so you can add multiple codes in quick succession.

Once all Alternate Codes have been saved they will be displayed in this window. After
you have made all relevant changes you can exit the Alternate Codes window.

If you scan a stock item that isnt setup in Idealpos you can warn the clerk that the
stock item doesnt exist by going to Setup > Yes/No Options > POS Screen and
ticking on Warn if Stock Item Not Found.

Another option is to go to the stock search screen if the scanned code isnt found.
You can set this up by going to Setup > Yes/No Options > POS Screen and ticking on
Go to Stock Search if item not found.

If both Warn if Stock Item Not Found and Go to Stock Search if item not found are
ticked, you will be presented with the option to go to the stock search screen on the
warning box.

Bar Tabs, Accounts & Membership

A scan code can be programmed and linked to any Customer you want to use a
barcode for. You can print Labels for the Customer to stick onto a card for Loyalty,
Accounts, Bar Tabs and Membership. If you have more than 1 scan code for a
Customer, maybe using a different track on the magnetic cards, you can add them
into the Other Codes fields.

Go to File > Customers > Customers > Add/Modify > General > Scan Code/Other
Codes.

These barcodes can then be scanned on the POS screen to apply the current
transaction to the Customer.

Gift Vouchers & Credit Notes

Gift Vouchers and Credit Notes both use Scan Codes to track and validate at the time
of redemption. When using this feature, a barcode will be printed at the bottom of
the receipt that will track the Gift Voucher or Credit Note when it is redeemed.

You can set the barcode printing option by going to Setup > Global Options > Credit
Notes/Gift Vouchers and ticking the appropriate option.

Programmable Bar Codes (Gift Vouchers Only)

Select to Use Programmable Barcodes > Select Position and Length for both
Amount and Type.
E.g. Gift Voucher Type = Extract code from position _4_ length of _2_
Gift Voucher Amount = Extract code from position _6_ length of _3_

In Idealpos sell a Gift Voucher. In the Gift Voucher screen scan one of your
vouchers.

Receipts
You have the ability to print a barcode at the bottom of each receipt that Idealpos
prints. This can be used to easily track the sale for refunds, Layby, credits and
history if you require.

Go to Setup > Yes/No Options > Receipt/Kitchen > Print Bar Codes on Receipts.

Tenders
A Tender, or a number of Tenders, can be linked to a scan code for the use of same
value vouchers. This would be used when you are giving out prizes each week for the
same value, or set of vouchers that would be used in a future promotion.

You can add the scan code for Tenders by going to Setup > Functions > Modify the
tender you wish > Enter scan code.

Beverage Monitoring
Bevcon Interface
The Bevcon Interface allows for direct real-time beverage monitoring on draught
beer and electronically dispensed spirits.

For more information on the Bevcon system and requirements, please visit
www.bevcon.com.au.

Settings
Bevcon Solutions will provide you with a blank POSdata.mdb file. Save this file on
the terminal that will be the output terminal. It is recommended to be placed in
C:\Program Files\Bevcon.

In Idealpos, go to Setup > Global Options > Interfaces > Bev Con Interface.

Directory
In the Directory field, enter where the Bevcon file resides. Idealpos recommends this
to be on the local PC at C:\Program Files\Bevcon.

Output from POS #

Enter the POS Terminal number that outputs the data to the Bevcon file.

Exit and Save the changes.

Biometric Data Entry

Biometric Entry and Idealpos
We have tested 1 hardware device and 1 software provider with Idealpos.

Hardware: DigitalPersona Pro U.are.U 4000

http://www.digitalpersona.com/Biometrics/Hardware-Products/Hardware-Overview/

Software: M2SYS BioPlugIn

http://www.m2sys.com/

Other vendors may be able to be used but we have not tested or documented these
as yet. If you would like to use specific hardware/software, please provide the
products so that we can test and document them for others.

M2SYS Software (BioPlugIn)

BioPlugIn is able to be used for Clerks and/or Customers with Idealpos to log a Clerk
on to a sale or link a Customer to a sale. This can be used in place of a Card Swipe,
RFID Tag or manually keying in numbers. More information on purchasing this
software can be found -.

There are 2 software installations that need to take place which are for a Server and
Client software.

Once the software has been installed you need to go to Start > Control Panel >
M2SYS BioPlugIn Server (32-bit).

When the program first installs it will give you an Installation ID. This ID will need to
be given to M2SYS where they will issue you with a License ID.

Go to BioPlugIn Server Preferences > License > Installation ID.

Press Apply to save these details. A warning window will display confirming you
have the right details.

Setup M2SYS
In the taskbar the M2SYS BioPlugIn Snap-On Adapter icon will display.

Right-click the icon in the taskbar > Settings

Go to the Interface tab > select Keyboard Interface.

Go to Destination Windows tab > Key Stroke Destinations > right-click > Add New >
enter Idealpos > on the fields on the right go to > Idealpos > Window Title > enter
POS Screen.

Make any other changes you wish, but these are not required and may cause the
program not to work with Idealpos. Once you have finished with your changes press
Apply and then OK.

Add Fingerprints
Double-click the icon again to open the Biometric Scans window.

Press the Biometric Admin icon.

Go to User Identifier > Member ID > enter the Clerk or Customer Code you want to
link to.

Go to Biometric Operations > Register New Biometric Data.

Select which finger you will be scanning into the database.

Press the Click here to capture Fingerprint button to start scanning.

Press your finger to the device.

The scanner will read your print and display it on screen. You will be required to
repeat this process as often as necessary to get the complete digit.

Once your finger has been scanned appropriately it will display in the window.

Press the Register button to save the scan.

Close all windows and open Idealpos.

Idealpos and M2SYS

If you are using the system with Clerks, you will have Compulsory Clerk turned on in
Yes/No Options. You will not be able to use Overlapping Clerks however. If you are
using this for Customer Accounts, be sure that Customer Codes are different to Stock
Item Codes. Remember, it is just like using a keyboard to enter digits.

Place your finger on the scanner. It is fast, approximately only 1 second is required.

A small popup will display in the bottom-right corner of the screen showing the scan
as successful or not.

Blackboard
Blackboard in Idealpos
The Blackboard is a new feature that allows you to have an area on the home screen
or button dedicated to displaying information for your staff about special items.
Access to be able to edit the Blackboard is through User Permissions. The
Blackboard is defined by site. Each POS Terminal within the same Site, will have the
same Blackboard. You can edit the font and size of the text shown on the
Blackboard, but not the colour.

Settings
User Permissions
A new User Permission has been added which allows the User or linked Clerk to Edit
the Blackboard. The only way to edit the Blackboard is through a POS Screen Button,
and the Clerk must be linked to Admin or a Blackboard Edit enabled User.

Go to Setup > Users > select a User that is NOT Admin > Modify > expand Clerk
Permissions > expand POS > find Edit Blackboard and toggle the selection you
require.

Blackboard Button
You will need to create a Blackboard button to be able to edit the items on the
Blackboard. Clerks that dont have permission to edit the Blackboard will just be
displayed the Blackboard contents on screen, without the Edit button. Once the
Blackboard has been displayed, press anywhere on the screen to close it.

Go to Setup > POS Screen Setup > select Layout > Buttons > select Button > select
Blackboard from the Function List > Save.

Yes/No Options
If you are using the Home Screen you can show the Blackboard.

Go to Setup > Yes/No Options > Home Screen > select Show Blackboard.

The Blackboard will display on the left-hand side of the Clerk Login number pad.

Edit Blackboard
You can only edit the Blackboard if you are a Clerk with the correct permissions, and
only from the POS Screen button.

Open the POS Screen and login with a Clerk > press the Blackboard button > Press
Edit (top right-hand corner).

Font Allows you to change the font, size and style used.
Size Use the size increase/decrease buttons to change the size quickly, not the
font.
Save Will save the current settings. The text that is displayed in the example will
be what is shown. There will be no scrollbars or expansion on this screen, so make
all the options you want display correctly before saving.

Caller ID
Caller ID in Idealpos
The Caller ID Module allows you to instantly add a customer to the sale, or add new
customers details on the fly to your customer database, based on incoming
telephone calls.

This feature can be used in numerous business applications:

Take-away shops To instantly have a record of the Customers for delivery,
takeaway and catering purposes.
Restaurants Professional and speedy response when taking reservations.

You will require CID in your registration details for all terminals using this module.
Your designated telephone line will need Caller ID enabled and you will also require a
compatible Caller ID Modem. The Caller ID Module supports a single telephone line
per POS Terminal.

Settings
User Registration
Ensure that your registration includes the CID prefix in the Options Field.

Yes/No Options
Caller ID will not work if the Home Screen is enabled. You will need to ensure the
home screen has been disabled for all terminals using the Caller ID module.

Go to Setup > Yes/No Options > Home Screen > Allow Home Screen.

POS Terminal Settings

Connect the modem to the phone line and to a serial port on the POS Terminal.

To configure the modem settings, go to Setup > POS Terminals > Modify the
designated terminal > Other Peripherals > Caller ID Modem.

Select the modem type from the drop down and the specific COM Port the modem is
connected to. Currently the NetComm Roadster AM5698 and AM5067 are the only
modems tested and listed in the Modem Types. Idealpos will set the default values
for Settings and Initialization String.

It is possible to select Custom from the drop down menu, and you will be required to
set the Initialization String, COM Port and Settings for your modem.

Using Caller ID
When a Customer calls the details of the call will display on a small window that
appears on the bottom right corner of the POS Screen.

If the customer is not known to the database it will display Unknown Customer, you
can press Search to be taken to the Customer Search screen or dismiss the caller ID.

When you press Search you can add the Customer to your database, and the next
time they call, their name will be displayed on the screen. A new window will open
allowing you to select New Customer to add the Customer to your database. If you
wish, you are able to search through the Customer database, as they may be using a
different number.

Add the Customer Details to your database, filling in as many fields as you wish.
Each customer added to the database will require the Phone Number and a Last
Name as a minimum to allow saving.

Once you have added all the details press OK and their details will be added to the
database and be attached to the sale. The next time they call their name will be
displayed.

If the Customer is known to your database, when you accept their call their Name
will be displayed in the window of the call.

By pressing Accept the customer will be added to the sale.

Cash Dispenser
Talaris NMD Cash Dispenser
The Notes and Media Dispenser NMD 50 provides a single denomination platform,
upgradeable to four denominations. It is a tower configuration; friction feed
mechanism offering front delivery of banknotes and other value media. With a small
footprint, the NMD 50 has been specifically developed for the expanding retail and
non-banking sectors and meets the demands for multi-media dispensing such as
tickets, stamps, phone cards and vouchers. No planned maintenance is necessary,
other than occasional cleaning which means that your machine is available for
longer. The NMD 50 contains three advanced features, unique to Talaris technology:
Intelligent Double Detection (IDD) delivering accurate and consistent detection of
doubles even when notes are severely degraded. High Performance Feed (HPF)
providing consistent and durable feeding and reliable handling of notes of all
conditions. Smart Cassette Logic (SCL) offering a fully flexible solution with
tamperproof cassettes which can be uniquely identified and individually replenished.

Setup Dispenser
POS Terminal Settings
Go to Setup > POS Terminals > Modify > Other Peripherals > Talaris NMD Cash
Dispenser.

Use the drop-down button to select the COM Port the device is attached to and save.

POS Screen Button Settings

Go to Setup > POS Screen > POS Screen Setup > Layout > Buttons > Cash
Dispenser.

Using Cash Dispenser

From the POS Screen select the Cash Dispenser button. A new window will open
giving you 5 options to select from.

Open Opens the system so it is ready to use.

Close Closes the system and allows the unit to be opened.
Reset Resets the unit.
Self-Test Performs a self-test on the unit.
Check Status Checks the status of the Cash Dispenser.

When the Cash Dispenser is selected it will only allow Cashout to be done via the
dispenser. Cashout is only available in $20 & $50 denominations. If a transaction is
performed with items, the operator can dispense cash at the end of the sale like a
normal EFTPOS transaction. EFTPOS Cashout button will allow for straight Cash to be
dispensed.

The cash dispenser will only allow a maximum withdrawal of $2500.

Chinese Character Printing/Display

Chinese Characters
Idealpos has the ability to print/display Big5 - Traditional Chinese character (Double
Width, Double Height).

This option only applies to Bixolon SRP275II printer with Chinese Traditional
character firmware.
It will always print Chinese character in Double Width, Double Height by default,
regardless of any options relating to printing size.

You will need to perform this setup for all terminals that you want to use these
characters.

Setup Windows
Go to Start > Control Panel > Region & Language.

A new window will open. Go to Administrative > Language for non-Unicode programs
> Change System Locale.

Change the Current system locale to: Chinese (Traditional, Hong Kong S.A.R.)

Windows will prompt you to restart the terminal. Press Cancel.

Go to Region & Language > Formats > Change the Format to Chinese (Traditional,
Hong Kong S.A.R.) > Press Apply.

Press Restart Now.

Setup Idealpos
POS Terminal Settings
Go to Setup > POS Terminals > Modify > POS Settings > User-Defined Options >
Chinese: 1

Network Printers
Go to Setup > Network Printers > Add > Type: Epson TM-U210B > Connection:
Ethernet > IP Address > Save.

Restart Idealpos.

Stock Items
To be able to print the characters and display them on the screen, you will need to
know what they are. Create a word document that contains the Big5 Chinese
characters for each stock item.

Go to File > Stock Control > Stock Items > Modify > Advanced > Description 2 >
Copy the Big5 Chinese characters from a Word document and paste it in Description
2.

Yes/No Options
Go to Setup > Yes/No Options > Receipt/Kitchen > Print Description1 and 2 on
Receipts/Kitchen Printers.

POS Screen Buttons

You need to add the Big5 Chinese characters to the POS Screen button.

Go to Setup > POS Screen > POS Screen Setup > Buttons > Modify > Copy and
Paste the Big5 Chinese characters into the Button Caption field > Save.

Chinese Characters In Idealpos

Open Idealpos and start a sale.

When printing to the kitchen.

Clerks
Clerks in Idealpos
Clerks are used to attribute sales to when using the POS Screen. Regardless of the
setup of the business, there must be at least one clerk in the database before a sale
can be made. Information relating to clerks which are also Employees can be found
in the Employee Time Clock chapter of the User Guide.

Clerks can be configured by going to Setup > Clerks.

Clerk Setup
Clerks can be added and modified at any time, but they cannot be deleted. If a clerk
would be able to be deleted, all sales related to the clerk would also be deleted.
There are four different areas used with Clerks which are the Top Section, Contact
Details, Permissions and Employee Details.

To add/modify clerks go to Setup > Clerks > Add/Modify.

Top Section
The top section is where you enter the most important information that relates to the
Clerk. There are three fields in this area which are Code, Name and Login Code.

Code

This field will be filled in automatically or you can change it to

something unique. It serves no real purpose as far as the clerk is
concerned, but acts to differentiate the clerk in reports and listings.

Name

This is where the clerks name is entered to assign them to the code.
This field will display on the Receipt/Kitchen Printers and the Customer
Display screens.

Login Code
This is the code the clerk uses to log into the POS Screen. The
code can be anything up to 16 digits and be alphanumeric. Generally it
is recommended that between two and four numerical digits are used.
Alpha characters are generally used when using clerk readers and
wrist bands, which will provide the code to the field.

Contact Details
The Contact Details section will include the basics for contacting the clerk, including
Name, Address, Phone, D.O.B and other fields. There are also some other important
fields included on this tab which are Use POS, Use Drawer 2, Default Price Level,
Commission, User Link and Discontinue.

Use POS

This field can contain a range of POS Terminal number that this
clerk is able to use. Enter the range using commas and dashes
where required, E.g. 1-4, 6, 9.

Use Drawer 2

This checkbox signifies that the clerk will only be able to use
the second drawer connected to the terminal. The second
drawer will need to be configured in POS Terminal Settings.

Default Price Level

Use the drop down box to lock the clerk to a default
price level that they use each time they log onto a sale. This
may be used as a manager discount for example.
Commission

Enter a numerical value in this field to work out the commission

that you give to the clerk based on the amount of sales that
they achieve. This does not have to be used.

User Link

Use the drop down box to link the clerk to a User that has been
set up to use specific clerk permissions. This enables you to set
up groups of clerks to use the permissions instead of having to
select each clerks permissions individually. When a User other
than Admin is selected, the Permissions tab will become greyed
out and unable to be modified. User Link permissions will
override any Admin permissions already configured on the
clerk.

Discontinue

This checkbox can be selected to discontinue the clerk,

inhibiting them from sales and employee log (if applicable).

Location

This will allow for clerks to be linked to a specific Location for

sales. An example of using this system would be to link a clerk
to a Location, where the Location is a mobile van that requires
offsite sales, but are entered through Idealpos at the business
office on a single terminal. At the end of each day, the
transactions can be run through and the vans stock control will
be kept up to date.

Permissions
This tab is only able to be accessed when Admin is the selected User Link. It allows
you to toggle permissions to individual Admin clerks.

Tips Out > PO 4 This allows clerks to use the PAID OUT Functions.
No Sale, 2, 3, 4

This allows the clerk to use various No Sale Functions.

Void

This allows the clerk to void items that have been entered
mistakenly. It is not a Void Mode function.

Refund

This allows the clerk to Refund goods that a customer is

returning.

%+ Item

This allows for the clerk to use Surcharges on Items.

Item Discounts

This allows for the clerk to use Item Discounts.

%+ Subtotal

This allows for the clerk to use Surcharges on Subtotals.

Subtotal Discounts
Amt Override

This allows for the clerk to use Subtotal Discounts.

This allows for the clerk to override amounts on any items.

Replay Transaction
This allows for the clerk to replay a transaction from the
Admin page or Journal Enquiry.
Price 1-12

This allows the clerk to use the selected Price Levels.

Acc/LB Payment This allows the clerk to make Payments to Laybys and
Accounts.
Acc/LB Credit

This allows the clerk to credit Laybys and Accounts.

Acc/LB Adjust

This allows the clerk to make Adjustments to Laybys and

Accounts.

LB Cancel

This allows the clerk to use the Layby Cancel Function.

Redeem Points

This allows for the clerk to redeem points during a sale for
customers.

Tax Invoice

This allows the clerk to print a Tax Invoice for the customer.

Pending Sale

This allows the clerk to use multiple transaction types within

Idealpos.

Show Account Details This allows the clerk to view the Customer Account
details.
End of Shift

This allows the clerk to perform an End of Shift Function for

Cash Declaration purposes.

TAB 1-9

This allows for the clerk to access the specific tab.

Restaurant:

Pay

This allows the clerk to pay items off a table.

Transfer

This allows the clerk to transfer items from one table to

another.

Bill

This allows the clerk to print a bill print.

Delete

This allows the clerk to delete items from the table before it is
paid.

Finish

This allows the clerk to finish the table to allow it to be ready

for use again.

For more control over what Clerks can be permitted to do, please read the Users
User Guide for more information.

Employee Details
The Employee Details tab is used when you want your clerks to also be employees.
Employees have to be clerks, but you can use permissions to lock them out of
performing any sales. This can be used for staff who need their hours recorded but
dont need to use the POS.

Use Employee Log

This checkbox will toggle the clerk from requiring them
to log on/off and take breaks.
Password

A password is not mandatory when using employee log, but it

adds another level of security so other staff cannot input breaks
and shifts.

Prompt

This field allows for a prompt to display each time the clerk logs
on/off or take breaks.

Settings
POS Screen Buttons
One or many Clerk buttons can be added to the POS Screen to allow for Clerks to
log on to a sale. Go to Setup > POS Screen > POS Screen Setup > Layouts >
Buttons.

Select the Clerk function from the list. If you want you can create a button for each
Clerk using the drop down box, or leave it blank to allow all clerks to use it.

Select the Employee Log function from the list to allow employees to log on/off and
take breaks.

POS Terminal Settings

Clerk Readers can be configured if using RFID bands or Magnetic Card Readers.

Go to Setup > POS Terminals > Modify > Clerk/Customer Readers.

Global Options
Minimalist settings can be configured for clerks in Global Options. Go to Setup >
Global Options.

General Tab
Clerk Timeout This field can be used to automatically log the clerk off the terminal
after a certain amount of seconds has passed.

Miscellaneous Tab
Magstripe Settings > Clerks Select which track the clerk details have been
programmed onto the magnetic card.

Restaurant Tab
Clerk Reset Time This field will log the clerk out of the Table Map after a certain
amount of seconds.

Yes/No Options Clerks

Abbreviate Clerk Names

This Yes/No Option allows you to have a full clerk name in the database, but on
public facing documents and displays, it will be abbreviated to the first name only.
This will stop anyone who feels uncomfortable with their full name displayed in
situations that could allow for a customer to know their name for personal reasons.

Allow Cash Drawer to open on Float Entry

Most installations leave their cash drawers open and unlocked when not trading. If
the cash drawer is closed, this function will allow the drawer to be opened when the
clerk enters all denominations in the drawer. It is a good idea to leave your cash
drawers open and empty overnight, as this will stop any would-be thieves from
breaking the cash drawer only to find it empty anyway.

Allow Float Entry for Each Shift

If an End of Shift has been performed, a Float Entry will need to be performed on the
selected terminals before a sale is able to be performed. You can enter the quantity
of each denomination or just the total amount.

Press OK to save the float and Yes to confirm.

Check Clerks is Stock Item/Customer not Found

Databases can contain any number of identifying parameters, and Codes are one
such field. This option will enable all available codes to be checked before displaying
a message that the number inputted is not valid.

Compulsory Clerk
Selecting this option will require that each time a Clerk starts a new sale, they will
need to log on before they can select any items. This ensures that the clerks are
recorded against each sale and enable better recording.

Delay Cash Declaration Count

Select this option when staff counting the denominations in the drawer is not safe at
the terminal, and is done in the back room or office. The Cash Declaration will then
need to be entered into the POS the next time the clerk logs in, or they can edit the
Cash Declaration.

Do Cash Declarations for each Clerk

When performing an End of Shift function, the totals expected are for the sales that
have been processed using the selected Clerks log on. This does not accumulate
sales across multiple terminals.

Dynamically assign Employee Login Codes

When allocating a swipe card or RFID band to a float or drawer, it enables the staff
member to be linked to the specified drawer for that shift only. When an End of Shift
is performed by the clerk, they will be released from the card or band, and another
clerk can then be allocated to it immediately. This must be used in conjunction with
Employee Log.

Each sale applied to one Clerk only.

This option is ticked by default and is commonly used in businesses that provide
services from multiple clerks, hairdressers and waiters for example. Each clerk will
be entered on the journal against the items they entered if this option is not
selected.

Employee Log inhibits Clerk Log onto sale

If you require staff members to log on at the beginning of their shift, this will stop
staff members who are not supposed to make sales from automatically being logged
on the POS. The will prevent mistakes from being made by staff who are not
authorized to use the POS. Generally this is for back of house staff that will not have
any interaction with customers.

Employee to Choose Drawer when logging in

Idealpos supports the configuration of up to 2 Cash Drawers per POS Terminal. When
this option is selected they will have the choice of which drawer they are to use for
the remainder of their shift. This will ensure that the correct cash drawer opens after
each sale.

Employees use Hourly Rate instead of Commission

By default each employee is set to use commission as a % of their sales totals, if you
want to use this feature to calculate the figure. Go to Setup > Clerks > The
commission figure is set on the Contact Details tab, and the hourly rate is set on the
Employee Details tab, as they will most likely be using Employee Log in conjunction
with this feature. Only one hourly rate can be entered against each employee.

End of Shift docket Only Shows Counted Amounts

This function will ensure that the staff never knows if they have counted their drawer
above or below the required amount for sales totals. It will keep the staff honest as
they dont know what figure the drawer is supposed to add to, and will make them
take more ownership of the cash procedures. The example on the left has this option
selected, while the example on the right will show all details.

End of Shift logs Clerk off sale

Once an End of Shift function has been performed, the POS will require a clerk to log
on before any sales can be processed. This can be used to ensure the employee logs
on, keeps security on the POS and prevents mistakes.

Inhibit Breaks for Employees

Select this function if you dont want to record any breaks the employees take during
a shift.

Inhibit Cash Declaration Screen on End of Shift

Select this function to stop the Clerk from entering any values into the Cash
Declaration screen. This can be used for the purposes of someone else counting the
drawer at a later time.

Mask Clerk
Selecting this function will hide the Clerk logon code as *s. It is important to
remember that if using Overlapping Clerks, this feature will not work as POS is not
aware of what number is a Clerk Code, and what a Quantity or Stock Item Code is
when the numbers are being entered.

Overlapping Clerks
This function is best used when using swipe cards or RFIDs, as they will work
quicker and no one will be able to see the Clerk Code being entered. This function
works by holding a sale from one clerk behind the sale of another clerk who logged
on before the original clerk finished theirs. Very useful in a bar environment or when
multiple clerks are using the one POS terminal. The original sale will be displayed
once the clerk for that sale logs back in.

Print Docket when Employee Logs Out

When this option is selected and you are using the Employee Log feature, it will print
out the details of the Clerks shift. It will include the date, start time, start break, end
break, end shift and total time.

Require Clerk Entry on Table Map

This option will force Clerks to log on each time they go to the Table Map screen.
This ensures the correct Clerk is logged on to the table they are about to service.

Select Dynamic Employees with Grid

This function can be used in conjunction with Dynamically assign Employee Login
Codes. Clerks that are also utilizing the Employee Log feature will be displayed in a
grid on the POS screen. This will enable them to quickly select themselves for
service. All Clerks that you want to enable for this facility must use only RFIDs and
be marked to use Employee Log. Select a Clerk name and then select to Logon.

Yes/No Options Home Screen

Fast Clerk Button changes sent to other Terminals

When a Clerk has been added or removed from a Fast Clerk Button, this
option
will update all other terminals with the change. Sometimes this will not need to be
the case, as particular terminals will only want specific staff using the terminal.

Fast Clerk Buttons

Fast Clerk Buttons are a row of 10 buttons at the bottom of the Home Screen, where
an image or Clerk Name can be displayed, to allow for fast clerk entry on each sale.

Fast Clerk Buttons cleared on End of Shift

There may be a large amount of clerks that use a terminal each shift. When an End
of Shift function is performed, all Fast Clerk Buttons are cleared and the next shift
can be assigned.

Show 2 rows of Fast Clerks

Select this option to display 2 rows of Fast Clerk Buttons for a total of 20 Clerks.

Yes/No Options Restaurant

Each Table locked to Single Clerk

This option will set that once a clerk has opened a Table, no other Clerks can access
this table. This option can be overridden using User Permissions that the Clerks are
linked to.

Hold Clerk open from POS

This option will allow a clerk who has logged on through the POS Screen to remain
logged in when they enter the Table Map.

Inhibit Clerk Entry on Table Map

This option will allow clerks to select a table for service. If Compulsory Clerk has
been selected, they will be required to enter their clerk number when the sales
window opens. If Compulsory Clerk is not selected, the last clerk that was logged
in will be used automatically.

Inhibit Exit from Enter Clerk Screen

This option will only be effective if a clerk is required to be entered before using the
Table Map, using the option Require Clerk Entry on Table Map. This option does not
apply when using the Large Clerk Entry screen option, as it uses the Home Screen
settings.

Large Clerk Entry screen

This option will turn the Home Screen on before allowing access to the Table Map.
More information can be found in the Yes/No Options - Home Screen help files.

Using Clerks
Clerks are simple to use depending on the settings that you have implemented.

POS Screen requiring Clerk Login before allowing transactions:

POS Screen requiring Clerk Login with Masked Clerk entry:

POS Screen displaying the currently logged on Clerk:

Clerk Related Reports

Clerk Financial
Go to Reports > Financial > Clerk Financial.

This report will allow you to use the following options:

Date Range
Group By POS System, Location, Site (Only available with HO & SM
Modules)
Sort By Clerk Code, Clerk Name, Sales Amount, Transactions Qty, Items
Qty, No Sales Qty, Refunds Qty, Refunds Amount, Voids Qty, Voids Amount,
Void Entire Sales Qty, Void Entire Sales Amount, Cash Tenders, Non-Cash
Tenders
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM)

This report will detail each clerk and the functions that have been used. It gives you
quick access to advanced function details like Voids and No Sales.

Clerk Sales
Go to Reports > Sales > Clerk Sales.

This report will give you the following options:

Date Range
Sort Order Code, Description
Report Type Stock Items, Departments, Stock Item Price Levels, Stock
Items by Hour, Stock Items by Supplier
Options Include Graph
Selection Range Clerk Code, Clerk Name, Stock Item, Department, Site
(using HO/SM only)

An example of a Report of Stock Item or Department Sales sold by each Clerk.

Clipp Interface
Clipp Bar Tab Interface
Clipp allows you to open and pay for a bar tab, all without the need to line up and
talk to the operator. Simply open a bar tab on your phone using the mobile app,
show that code to the bartender, and your purchases will be added to your bar tab.
You can then pay the bar tab off through the mobile app and leave, without the need
to go back to the POS terminal.

Idealpos includes the Stock Items Department and Sales Category data when
sending the data back to Clipp. This will enable businesses using Clipp to allow
targeted promotions on these products through their online interface.

Install Clipp POS Terminal Adapter

The Clipp POS Terminal Adapter must be installed on the terminal that uses the
Idealpos POSServer.

Double-click the installation file for the Clipp POS Terminal Adapter. Press Next to
proceed.

Select the location for the installation. Unless you run a custom system, leave this
setting as default. Press Next to continue.

The installer will start to install the required files.

Before the installer can finish, you must enter the Terminal Identifier and Terminal
Password, provided to you by Clipp.

Press Test to check the settings are correct.

If everything is working correctly, you should see Test Completed. Press OK and then
Save.

The installation will complete. Press Finish to exit.

Restart the POS Terminal.

Configure Idealpos with Clipp

To enable Clipp to work with Idealpos, there are some settings that need to be made
for it to work correctly.

Functions
Tender
Go to Setup > Functions > Select a spare Tender > Change Description to Clipp >
change any other additional settings.

Global Options
Clipp Interface
Go to Setup > Global Options > Interfaces > Clipp Interface.

Clipp Tender -

Select the Tender you have created for Clipp

POS Master # Enter the POS Terminal Number that the Clipp POS Terminal
Adapter was installed on.
Clipp Tips In TIPS IN.

Select the Received on Account function you use for tips. E.g.

POSServer
Go to Setup > Global Options > Miscellaneous > POSServer > Ensure the POSServer
is configured for the same terminal the Clipp POS Terminal Adapter has been
installed on.

POS Screen Setup

Clipp Enquiry
Create a Clipp Enquiry button to view the value available and close Clipp Tabs. This
is the button to use to View, Pay and Close tabs. No items can be added to the Clipp
tab using this button.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > select a
blank button > Clipp Tabs.

If there are no Clipp Tabs open, pressing the button will result in a message.

Clipp Tender
It is a good idea to create a Clipp Tender Button to allow you to quickly select Clipp,
rather than pressing Enter > Clipp. This is the button to use to add items the
customer would like to their tab.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > select a
blank button > Tender > Clipp (drop-down).

POSServer
You need to ensure the Clipp interface has been selected in the POSServer.

Go to POSServer > Options > Interface Options > Select Enable Clipp Interface.

Setup Clipp
To be able to use Clipp in any venue, download it for your device. Please download
the iPhone, Android or Blackberry app to view participating venues.

Our guide is written using a Samsung Galaxy S4, so may appear a little bit different
on other devices.

Open the Clipp app.

At this stage it is a good idea to register with Clipp before proceeding. Press the
person icon (bottom right) to enter the Log In screen. If you have an account you
can log in, or press Register to create an account.

Enter your details for each field as required.

Step 3 requires you to take a photo of yourself to identify with the bar tab. If people
find your phone, they cannot use your tab without you there to open it. You cannot
make any changes to the image unless you know the password for the account.

Once you have registered, you can link a credit card to your account, which will be
used for purchases. You dont need to do this now, but you will do before making any
purchases.

Using Clipp with Idealpos

Open the app and press the Open Tab button to find a location near that supports
Clipp.

Press the location you are at and slide to open a tab.

Select a tab limit from the values provided. You can add a card at this point, or use
one you have already configured. When you have chosen your card select Open my
tab.

Enter your PIN and the tab number will be displayed on screen. Show this to the
staff at the venue to allocate purchases.

On the POS Screen, enter the items the customer wants to buy and press Clipp
Tender.

The Bar Tab screen will open, showing all open tabs. This screen will show a
maximum of 15 open tabs at any one time in numerical order, but there can be
many more open than that. You can press Search Tabs to find the tab number if it
is not displayed on screen.

Once you have selected the Bar Tab, confirm it by pressing Yes.

The sale will finalize on the POS Screen and the customers device will be updated.

Open the tab on your device. Here you can allocate a tip for the staff, or you can top
your tab up to another value, allowing you to spend more.

Closing your tab is as simple as opening the app, selecting your tab, and pressing
the Close my tab button. The tab total will be displayed on screen, select Pay and
Close my tab. The venue can close tabs at any time through Idealpos.

Once you have been advised the tab has closed you can rate and leave a review for
the venue. Any points earned for the transaction will be displayed on screen. Your
rating and review will instantly be updated on the venues page.

Clipp Tab Enquiry

On the POS Screen, press the Clipp Enquiry button.

The Clipp Tab screen will open, showing all open tabs. This screen will show a
maximum of 15 open tabs at any one time in numerical order. You can press Search
Tabs to find the tab number if it is not displayed on screen.

Select the tab you want to view by pressing it. It will show the limit of the tab, and
how much money has is left on the tab.

Clipp details in Journal History

All Clipp tabs are able to be searched by their tab number through the Journal
Enquiry screen. You can search all tabs or select a single number to view all
transactions.

Go to Enquiry > Journal History > Tender Type > Clipp.

This selection will allow you to see all Clipp transactions.

Go to Enquiry > Journal History > Function > Clipp.

This selection will allow you to see all Clipp transactions, and by entering the tab
number in the accompanying field, you can drill into a single tab to see all
transactions just for that tab.

Communications
Communication and Connection Details
Idealpos can be configured in multiple configurations to allow data to be blocked or
passed through depending on the needs of the business and network requirements.
There are many different reasons that data would need to be blocked or allowed to
go through, and there are multiple configurations that can take place. If data is
blocked, it will not go through. It is important to fully understand the type of
communication you want to use and for what purpose before setting this up.

Idealpos communicates with each terminal on a Peer To Peer basis, and will then use
the permissions and controls configured to determine which data is sent or blocked.

Default Connection
When Idealpos is set up as default with no filtering, proxy or visibility configurations,
each terminal will receive any database transaction from all other terminals on the
network. This type of connection is able to be used on any number of terminals from
two or more.

Connection with Packet Filtering

Some installations dont require each terminal to receive all or some of the data that
is generated. This type of setup can be used in large installations to minimize data
traffic, or to ensure that different terminals do not see details of other locations.

When using filtering you have the choice of blocking all data, or you can select which
packet types are able to be sent to other terminals. Occasionally this is required if
utilising Gift Vouchers or Customer Loyalty to ensure that all terminals are aware of
when these types of data packets are needed. The Terminals all still connect to each
other, BUT they don't send the filtered data to each other. Standard network traffic
continues to flow.

Filter blocking specific terminals

In our example below we have imposed the following conditions:
POS 1

Receives/Sends all data to and from all terminals.

POS 2 & 3

Receives/Sends all data to and from each other and POS 1 only.

POS 4 & 5

Receives/Sends all data to and from each other and POS 1 only.

Filter blocking specific data

In our example below we have imposed the following conditions:
POS 1

Receives/Sends all data to and from all terminals.

POS 2 & 3 Receives/Sends all data to and from each other and POS 1 only. This
sends Customer Data to all Terminals.
POS 4 & 5 Receives/Sends all data to and from each other and POS 1 only. This
sends Customer Data to all Terminals.

Connection with Proxy

When using a proxy connection data is sent to only one terminal, which then filters
and sends the data on to the specific terminal. Each terminal may not know about
the terminal that it needs to send the data to, but the main proxy will control all data
on the network between the terminals. The terminals DO NOT establish connections
to each other, only the designated Proxy is connected to all terminals.

Packet Delivery
Packet Delivery within Idealpos uses multiple processes to ensure that each terminal
is kept up to date. Below is a basic diagram explaining the journey that a data
packet makes from one terminal to another.

Physical Network Connection

Due to the nature of a Peer To Peer network, all terminals generally have to be
connected to each other, unless there is specific network, data or physical issues
preventing this. Reasons for preventing connections can be Franchise business data
is not intended for all, terminals are running independently or this is no way to have
them connected.

When setting up a network it is best to try and have all cables run to a central point,
where they can then be connected and diverted. Although terminals may be on the
same network as computers that access the internet, each terminal can be
configured to not be online. When connecting terminals to the internet (highly
recommended for remote support purposes) it is important to have some form of
firewall protection.

POSServer Priority Request

POSServer will control all priorities of table, reservation, customer points, bar tabs,
order number and other central requests for information. Depending on the state of
the information a POS terminal requests will depend on the result that is returned to
the terminal.

Cooking the Books Interface

Cooking the Books
This interface uses the Automatic Daily Export function to export sales so that
Cooking the Books can use that data within their program.

Cooking the Books Setup

To be able to utilise the functionality, you will need to contact Cooking the Books
and have them install and configure their POS Integrator Service. This can be
performed by them, providing you allow them TeamViewer access to the terminal.

Configure Windows
On the PC you have installed the integration system you will need to create a folder
for the exports.

Go to My Computer > C: Local Disk > New Folder.

Name the folder IdealposExport. This is the folder where the export will be placed
for the Impact Data to read it.

Configure Idealpos
In Idealpos go to Setup > POS Terminals > Modify > Other > Automatic Daily
Export. Idealpos must be running for the export to take place.

Export Data
Select Standard Stock Item Sales from the drop down list.

Export to Folder
Navigate to the IdealposExport folder you created in the previous step.

Sales From
Unless you are setting the system up on multiple terminals, it is a good idea to select
All POS Terminals.

Daily Export Time

Enter a time in 24hr format that will be used each day to export the daily sales.

Coupon Promotions
Coupon Promotions in Idealpos
The Coupon Promotions feature is similar to normal Promotions where an automatic
discount is applied once trip conditions are met; however, instead of discounting the
current sale, a coupon is printed at the end of the sale and can be used to provide a
discount for a future sale. It is also possible to link a coupon from an external source
to apply the coupon within your store.

The following examples demonstrate how the Coupons Promotions feature can be
used:
To create multiple Coupon Promotions, with the ability for a sale to produce
multiple coupons.
To choose Print Only or Serialized Tracking coupons.
To select simple or advanced printing options with the ability to print to
specific network printers or a local receipt printer.
To allow Serialized Coupons to be tracked in the Idealpos Database and
recorded when printed and redeemed. Serialized Tracking Coupons cannot be
redeemed more than once.
To redeem a Print Only Coupon. You can type in the coupon promo code
number to apply the discount within the sale.
To redeem a Serialized Tracking Coupon. You can either scan the barcode or
manually type in the coupon serial number to apply the discount within the
sale.
To have multiple text lines on the coupon with the option to choose large text
and centered.
To print one or more Graphical Logos stored within the receipt printer.
To set a coupon validity date or number of days before expiry.
To print a coupon report on coupons that are outstanding and coupons that
have been redeemed
The receipt printer must be an Idealpos Network Printer for coupons to print. For
more information on configuring an Idealpos Network Printer, please read the
Network Printers User Guide.

Promotion Groups
Promotion Groups are used to sort similar promotions and will filter the promotions
screen when making a selection. Coupon Promotions share the same Promotion
Groups as Standard Promotions and Customer Reward Promotions.
To create a Promotion Group go to File > Sales > Promotions > Promotion Groups.

Click on Add and enter the description of the Promotion Group. Enter a Customer
Daily Limit (per customer, per day) if you wish to restrict the number of Coupon
Promotions for Customer based transactions.

Using Logos On Coupons

Printer Logo Download Utility
When designing your coupons, you have the option to add a graphical image (or
several if required). Most thermal receipt printers have a Logo Upload Utility that can
upload images into the printers memory; however, it is not recommended that you
continually upload new graphics to your printers memory as the ROMs in the printer
can be damaged by over-burning.
If you are regularly adding or changing coupons, it is recommended you just add
Text Lines on the coupon as this can be changed easily without using 3rd party logo
upload utilities. Also, keep in mind that serial printers need to be programmed from
the POS terminal where the logo utility is installed (some logo utilities do work on
Ethernet printers, including the Idealpos LK Series receipt printers).
If you do wish to load graphics into your printers memory to use for coupons, you
can enter the path of the executable file for the logo utility into Idealpos so that you
can open the utility within our software.
To enter the path of the logo utility executable file go to Setup > Global Options >
General > Printer Logo Download Utility > enter the path of the logo utility
executable file:

The default path for the Idealpos LK-T23 Series Printer on Windows 32bit platform
is:
C:\Program Files\LUKHAN\LogoSetup 2.20\NVUpload.exe
The default path for the Idealpos LK-T23 Series Printer on Windows 64bit platform
is:
C:\Program Files (x86)\LUKHAN\LogoSetup 2.20\NVUpload.exe

How to open the Logo Utility within Idealpos

Once you have installed the logo utility and entered the executable file path into
Global Options, you can then access the Logo Utility button located at the bottom of
the Coupon Design screen:

You can also access the Logo Utility through the Utilities menu in the Back Office.

Once selected it will open the Logo Utility you have selected.

How to use the Logo Utility (LK Series)

The Logo Utility for the LK Series is simple to use and works with Serial, USB or
Ethernet receipt printers. This guide does not document failures or issues with the
logo utility, as it is a third party product, and it is included for brief information only.

A logo must be saved a Bitmap file (.bmp) to be used by the Logo Utility. We
recommend using a logo that is 499 pixels wide for best results on thermal printers
using an 80 x 80 roll. Best results are achieved by using only black and white logos
for uploading.

There are 3 different sections within the logo utility which are Bitmap Selection,
Preview and Logo Upload & PrintOut.

Bitmap Selection
This section is used to add the logos you want to upload to the printer. Press the
Open File button to navigate to the location of your logos. The number that is
assigned to each logo corresponds to the Logo # you select within Idealpos. At the
bottom of the window the total number of logos and logo size total will be displayed.

Preview
This section is used to display the logo in its original format, and how it will look
when it is printed. There is no need to change any details on this page if you have
created the file you want properly.

Logo Upload and PrintOut

This section allows you to configure the printer you will uploading the logos to.

Device Name

Thermal, Dot

Port
COM, TCP/IP, and USB (If using COM you will need to know the printer
settings. If using TCP/IP you will need to know the IP Address of the printer).
Upload
the printer.

Press this button when you are ready to upload the logo/s to

Confirm you want to upload the logo to the printer.

The device should return with a successful transfer.

Dynamic Image Printing support for Coupons

This functionality allows coupons to print logos without having to burn them into the
memory of the printer. The pictures are saved in the pictures folder within Idealpos
and are triggered when required.

Go to C:\Program Files (x86)\Idealpos Solutions\Idealpos 6.0\Pictures > Save all the

logos into the Pictures folder within Idealpos.

Go to File > Sales > Promotions > Coupons > Add/Modify > Coupon Design > Text
Field: Filename including file extension > Logo #: Enter 99.

If you wanted to issue random coupons for each sale, this can be done using
Wildcards.

Go to C:\Program Files (x86)\Idealpos Solutions\Idealpos 6.0\Pictures\Coupons >

Save all the logos into the Coupons folder within the Pictures folder. It does not have
to be called Coupons, you can have as many folders and names as you want, we
have used Coupons as an example only.

If you would like to print a random graphic using the Dynamic Image Printing, you
can do this. In the logo field simply enter an asterix (*).

If you wanted to group various logo items to different sections, you can create
custom folders for each. Call it something distinguishable like Coupons for
example.

Coupon Promotion Settings

POS Screen Setup
Coupon Promotion Button
A Coupon Promotions button is required when redeeming a coupon (unless you have
a scanner and are redeeming a serialized coupon).
Go to Setup > POS Screen > POS Screen Setup > select Layout > Buttons > select a
blank button.

Yes/No Options
Go to Setup > Yes/No Options > Receipt.

Show Coupon Codes on Receipt

This setting will show the coupon code that was used when the coupon was
redeemed.

Create Coupon Promotion

Before coupons will print you need to create a promotion.

Go to File > Sales > Promotions > Coupon Promotions.

The Coupon Promotions window will open, which displays any current or expired
promotions. From this window you can Copy, Delete, Add or Modify Promotions.

Copy Promotions
If you have a promotion that you want to use again, or that is similar to one you
would like to run, you can copy one and change the details you require. This is a
great way to add new promotions and change only minimal details without affecting
any old or current promotions.

Highlight the promotion you wish to copy and press the Copy button.

The copied promotion will automatically open so you can make any changes
necessary. The description will display *COPY* in front of the original description so
you can identify it.

Edit the promotion and when you exit, if you have changed any details, you will be
asked to Save or Cancel.

The new promotion will be added to the list.

Delete Promotions
You cannot delete promotions that have outstanding coupons still linked to them.
New promotions or promotions where all coupons have been redeemed are able to
be deleted.

Highlight the promotion in the list and press Delete, you will need to confirm the
deletion. The promotion will instantly be removed from the list.

If you attempt to delete a promotion with coupons remaining, a message will display.

Add/Modify Promotions
The main difference between adding and modifying a promotion is that modifying
promotions will already include details, whereas adding promotions will require all
new details to be added.

When you add a new promotion, the window will be titled Add new coupon
promotion.

When you modify a promotion the window will be titled Coupon promotion #.

Promotion
Click on the Promotion tab.

Enter a Description and select which Promotion Group it will be linked to.

Tripping Options
This section is used to select which customers will receive the coupons.

POS
Select the range of POS Terminals that will issue coupons. If this field is left blank it
will apply to all POS Terminals.

Customer Type
Select the range of Customer Types that will receive coupons. If this field is left
blank it will apply to all Customers.

Multiple Trips
Select this option if multiple trips of the promotion will trigger multiple coupons. This
option is not available when using the Discount Type $ Discount off Total.

Promotion Tripping Date Range

This section is used to determine when you want the promotion to issue coupons.
You are able to select the date/time range as Continuous or During Specific Times.

Continuous
This setting will issue coupons for the entire period of the date range.

During Specific Times

This setting will only issue coupons on the days and during the times selected within
the period of the date range. An example would be Monday and Wednesday between
1pm and 4pm.

Discount Type
This section allows you to select from nine different discount types. You will also
have the option of entering in a $, % or Stock Item code depending on the discount
type selected. Other fields that display are Maximum Quantity and One Item Only.

Discount Type

Value Field

Other Field

$ Discount off Items

$ amount

One Item Only

% Discount off Items

% amount

One Item Only

Fixed Price for Items

$ amount

One Item Only

Bonus Stock Item

Stock Item Code

Cheapest Item % Discount

% amount

Unit Price Each

$ amount

$ Discount off Total

$ amount

Expensive Item % Discount

% amount

$ Discount Each Item

of Coupons

$ amount

Maximum Quantity

When using the $ Discount Each Item, an option can be selected to Calculate
Discount Amount from Triggering Transaction. This option can only be selected
when using Serialized Tracking and will affect a transaction based upon the original
transaction items.

Trip Conditions Set 1

This section is used to set the conditions of the sale which allow for a coupon to be
issued. It can be used as a pairing with Trip Conditions Set 2 to allow for a
combination of items to be purchased before the coupon is issued. There are two
options that you can choose from, which have a further two options each. These
options are Trip by Quantity and Trip by Amount.

Trip by Quantity
Once the number of items you have selected has been reached within the sale the
promotion will be triggered.

Trip by Quantity Buy _ of Anything

of items below

Trip by Quantity Buy _

Trip by Amount
Once the dollar value of the items you have selected has been reached within the
sale the promotion will be triggered.

Trip by Amount Spend $ _ on Anything

items below

Trip by Amount Spend $ _ on

Adding Items that Trigger the Promotion

To enable items that can be used within the promotion, you must select the on
Anything option. When you do this, two buttons will become available to Add Stock
item and Add Department.

Stock Items can be added to promotions in a multi-select feature. When you press
the Stock item button you will be taken to the Stock Item list, where you can select
multiple stock items before pressing OK.

To select multiple items you will need to use the Ctrl key to select items one at a
time, or you can select a range using the Shift key.

Once items have been added to the promotion the Delete and Promotion Link
Enquiry buttons are able to be used on highlighted items.

The Delete button will remove the highlighted line from the list, there is no
confirmation. Highlight the first item in the list you want to delete and hold down the
Shift button while you select the last item in the range you want to remove. You
can only remove items consecutively from the list.

The Promotion Link Enquiry button will display all the other promotions the selected
item is used in.

Promotion Link Enquiry

This button will be inactive unless a stock item or department has been selected
within the Trip Conditions field. Pressing this button will show all promotions that the
Stock Item or Department is also used in.

Trip Conditions Set 2

This section is used to set the conditions of the sale which allow for a coupon to be
issued. It can be used as a pairing with Trip Conditions Set 1 to allow for a
combination of items to be purchased before the coupon is issued. It functions in
exactly the same way as Trip Conditions Set 1, but cannot be used on its own.

An example of how this is used would be to have a promotion to Buy 1 Coffee AND 1
Muffin to get a 10% Discount on your next Coffee & Muffin purchase. The first trip
condition would be the coffee, and the second would be the muffin. If you buy a
coffee or a muffin singularly, it wont trip the promotion.

Coupon Options
This section is used to specify what powers the coupon has when it is redeemed.

Coupon Type
You must choose between Serialized Tracking or Print Only.

Serialized
Serialized Coupons are tracked in the Idealpos Database and are recorded when
printed and redeemed. Serialized Tracking Coupons cannot be redeemed more than
once.

Print Only
The Print Only Coupon will print a coupon once the Coupon Promotion is tripped, but
will not be tracked in the Idealpos Database.

Redeem Options
This section allows you to set the POS Terminals that can redeem coupons, the date
range or the numbers of days from the print date before the coupons expire.

Redeem at POS
Select the range of POS Terminals that will issue coupons. If this field is left blank it
will apply to all POS Terminals.

Redeem Date Range

Enter the Date/Time the coupons are able to be redeemed within.

OR

Redeem # Days from Print Date

Enter a number up to 999 days the coupons can be redeemed up to.

Apply Discount to
This section can be used to add the Departments or Stock Items that are able to be
redeemed using the coupon.

All Items
This allows the coupon to be redeemed on any items that are purchased.

Only Items Below

This allows the coupon to be redeemed only on the items that have been specified in
the section below.

Create Coupon Design

To design a coupon press the Coupon Design tab.

Add Line
This button is used to add a new line that can be used for adding text or a logo to
the coupon.

Delete Line
This will delete the highlighted line from the coupon.

Logo Utility
This button will open the Logo Utility you specified in Global Options to send logos to
the printer.

Test Print
This button will print a test coupon to the default receipt printer. The receipt printer
must be an Idealpos Network Printer for coupons to print.

Coupon Text
This field is where the coupons will be created. You can enter as many lines as you
require and link as many logos as you want.

You coupon will print out the same each time.

Printing Method
There are two methods available to print coupons which are Simple or Advanced.
The receipt printer must be an Idealpos Network Printer for coupons to print.

Simple
The Simple Printing method is set by default and works by printing the coupon on each local POS receipt
printer. This would be the most common method assuming each POS terminal had its own receipt printer.
At the end of the transaction you would give the customer the printed coupon.

Advanced
The Advanced Method allows the user to set a specific printer for each POS terminal. This option might be
used where not all the POS terminals have their own receipt printer, therefore allowing the user to specify
which printer the coupons are printed at.
To configure the printer settings, simply click and drag the printer name down to each POS terminal in the
grid below. You can specify up to 3 printers for the coupon to print to for any one POS terminal.

Advanced
External Coupon Linking
This functionality has been added to allow you accept coupons that have been issued
against certain promotions. An example of this would be using the barcode at the
bottom of a receipt to offer a 4c/Litre discount on fuel.

Go to File > Sales > Promotions > Coupon Promotions > Add/Modify > Advanced >
External Coupon Linking.

Once you have created the parameters you require for the coupons (dates, items
etc.) this coupon will be activated when the scan code is scanned during a sale.

Automatically Sell Stock Item when Triggered

Press the > button to select a Stock Item that will be sold automatically when this
coupon has been redeemed.

Birthday Coupon Promotions

Go to File > Sales > Promotions > Coupon Promotions.

Create a promotion including all the items you are wanting to give away.

Go to Advanced Tab > User-Defined Text > Enter: [BIRTHDAY]

Exit > Save > create any more coupon promotions you wish to offer.

Customers
To trigger the customers ability to redeem their birthday coupons, they will need
their birth date added to the database.

Go to File > Customers > Customers > Miscellaneous > Birth Date > Enter their
birth date in DD/MM/YYYY format. If only the DD/MM fields are entered, Idealpos will
enter the current YYYY digits.

POS Screen Buttons

You need to create a button to see which Birthday Coupons are available.

Go to Setup > POS Screen Setup > POS Screen > Layouts > Buttons > Select a
blank button > Function: Birthday Coupons.

Using Birthday Coupons

Start a sale and open a customer account.

Press the Birthday Coupons button. If the customer has no birthday coupons
available, the screen will be blank.

When there are birthday coupons available, they will show as Available. Redeemed
coupons will show the details of the redemption. Select the coupon the customer
wants and press Redeem Selected Coupon.

Ring up the item at any stage of the sale and it will be discounted from the total.

The details will be recorded in the Journal History and that coupon will now show as
redeemed.

Message Screens
If you press the Birthday Coupons button without logging a customer to the sale, you
will receive this message.

If the customer added to the sale does not have a birth date recorded against their
account in the database, you will receive this message.

If the customers birthday is not within the month, you will receive the following
message.

Perform a Sale to Issue a Coupon

It is possible to activate more than one Coupon Promotion within a single sale. In the
example below, a Coupon Promotion has been setup for a Sale containing any items
totaling $50 or more. When the sale is finalized, a Coupon will print for a 10%
discount on a new purchase.

Enter a sale as normal including items that will trigger the issuing of a coupon.

Finalize the sale. If you have tripped a coupon promotion, you will not see any
changes on screen. However, a Coupon will be printed to the receipt printer, even if
the receipt on/off function is set to off.

Redeem a Coupon
There are two ways to redeem a coupon. Enter the Coupon Code from the Print Only
coupon, or Scan the Barcode on the Serialized Coupon.

Customer Rewards & Coupons

This allows you to automatically offer a Customer Reward as a Coupon via an
Automatic Stock Item Discount Type. Setting up this process can be confusing as it
uses two different promotion types. More information is available in the Customer
Rewards guide.

Step 1 Setup Customer Rewards Promotion

Create a Stock Item called $10 Coupon > Go to File > Sales > Promotions >
Customer Reward Promotions > Add. Enter the details of the promotion. Select
Automatic Stock Item as the discount and link it to the newly created Stock Item.

Step 2 Setup Coupon Promotion

Go to File > Sales > Promotions > Coupon Promotions > Add > Enter the details of
the Coupon. You will need to set the Trip Conditions to Buy 1 of the Stock Item you
created for the Customer Reward. Select the Discount Type as $ Discount of Total
and enter $10.

Coupon Related Reports

Coupons
Go to Reports > Sales > Coupons.

This report will give you the following options:

Report Type Outstanding Coupons, Coupons Redeemed
Coupons Printed Date Range
Coupons Expiring Date Range

This report will detail the coupons that have been activated.

Customer Reward Promotions

Customer Reward Promotions in Idealpos
Customer Reward Promotions is a feature within Idealpos to create rewards for
customers who purchase items regularly. A typical customer reward concept is the
Buy X Coffees get 1 free promotion in which most businesses offer this customer
reward using a manual coffee card system.

Idealpos will keep a record of the customer sales and allow the operator to check if
the customer is entitled to any rewards. If the customer has earned a reward and
they purchase one of these items, Idealpos will alert the operator that the customer
can redeem their reward instead of paying the normal price.

The screen shot above shows the details of a particular reward. In this case, the
Coffee Buy 10 Get 1 Free Reward. The customer will have to purchase 10 of any type
of coffee or tea, in which they can then choose 1 coffee or tea as their reward.

Reward Settings
POS Screen Setup
It is a good idea to create a Rewards Enquiry button as this will allow you to view
and inform your customers of how many rewards they have available, or how many
items they must purchase before they can redeem a reward.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Rewards
Enquiry Function.

Yes/No Options
This option will show the progress of all rewards on the customers receipt. The
information will not show when a reward is able to be redeemed, as this will be
displayed on screen automatically when the reward is available.

When a sale is performed and the receipt is printed, or a duplicate print straight
away, the rewards progress will be displayed. If you re-print the receipt through
Journal Enquiry, the rewards details will not be included. Any progress on rewards
will print on the bottom of the receipt.

Go to Setup > Yes/No Options > Customers > Show Rewards Progress on Receipt.

Create a Customer Reward Promotion

To create a new Customer Reward Promotion go to File > Sales > Promotions >
Customer Reward Promotions.

Click on Add button, located at the bottom right hand side of the customer reward
promotion screen.

Add

Allows you to add a new promotion.

Modify

Allows you to edit a selected promotion.

Delete

Allows you to delete a selected promotion.

Copy
Allows you to copy a selected promotion, which will save you
having to enter all the details again.

In this screen, all customer reward promotions can be displayed or you can filter
them by promotion group. Unlike normal Promotions, Customer Reward Promotions
do not have a priority and will be applied regardless of which order they are in.

Customer Reward Promotion Setup

Promotion
Enter the name of the customer reward promotion in the description field. The name
of the customer reward promotion will appear on the customers receipt and will also
be displayed on the POS Screen.

POS Range
To enable the customer reward promotion for all POS terminals, leave this field
blank. Otherwise, set a range (I.E 1-3 for POS 1, 2 & 3) or enter a combination of
ranges and POS Numbers (I.E 1,4,7-9 for POS 1,4,7, 8 and 9).

Customer Type
To enable the customer reward promotion for all Customer Types, leave this field
blank. Otherwise enter the customer type number in this field (in the same fashion
as you would with the POS range).

Trip by Quantity or Trip by Amount

The customer reward promotion can be tripped by the number of times items are
purchased within the promotion (Trip by Quantity) or by the dollar amount spent on
the items in the promotion (Trip by Amount). In the example above, the promotion
is set to trip by a quantity of 10.

Add Departments or Stock Items

Enter which product need to be purchased to trip the promotion. This can be done by
adding each individual stock item or by adding a department. All items within the
department will be included in the promotion.

Stock Items can be added to promotions in a multi-select feature. When you press
the Stock item button you will be taken to the Stock Item list, where you can select
multiple stock items before pressing OK.

To select multiple items you will need to use the Ctrl key to select items one at a
time, or you can select a range using the Shift key.

Once items have been added to the promotion the Delete and Promotion Link
Enquiry buttons are able to be used on highlighted items.

The Delete button will remove the highlighted line from the list, there is no
confirmation. Highlight the first item in the list you want to delete and hold down the
Shift button while you select the last item in the range you want to remove. You
can only remove items consecutively from the list.

The Promotion Link Enquiry button will display all the other promotions the selected
item is used in.

Promotion Link Enquiry

This button will be inactive unless a stock item or department has been selected
within the Trip Conditions field. Pressing this button will show all promotions that the
Stock Item or Department is also used in.

Reward Item to be Discounted

In the Reward Item to be Discounted column, select the product/s to be offered as
the reward. This can be done by adding each individual stock item or by adding a
department. All items within the department will be included in the reward.

Discount Type
Select the discount type for the rewarded item. For a Buy X Get 1 Free reward, set
the discount type to a 100 % discount.

Date Range or Search Last Number of Days

You can choose how you would like Idealpos to search through the historical data to
determine if a reward has been reached.

Set a date range if you want Idealpos to search between date ranges of historical
data OR set a number of days to search through. For example, you many only wish
to offer the reward if your customers have purchased 10 of the reward items in the
past 365 days.

Accumulating Customer Rewards

Sell items to your customers as you normally would. Idealpos will keep a record of
which items sold have contributed towards a promotion.

There are two different Rewards Enquiry screens, depending on whether a reward is
available or not.

Rewards Enquiry Reward is Not Available

At any stage, you can press the Reward Enquiry button (while logged onto a
customer in a sale) to see if the customer is entitled to any rewards. To clear the
reward enquiry screen, press any part of the blue space in the reward enquiry
window.

Rewards Enquiry Reward is Available

In this example, the customer has purchased 10 coffees and has now earned their
reward for any item purchased from the Coffee/Tea Department.

If you press the Rewards Enquiry button now, this screen will show that you are
entitled to a reward.

The details in the top left hand box shows the tripped promotions details including
the name of the promotion and the number of rewards the customer has earned.

The bottom left hand box will show the rewards progress of customer reward
promotions that have not yet been tripped.

The box on the right hand side shows which items OR departments that can be sold
as rewards. If it shows the department, then any items within this department can
be sold as a reward.

Redeeming a Customer Reward

To redeem a customer reward, you first need to sell a reward item. Select a reward
item by selling it as you normally would and ensure a customer is logged onto the
sale before you press enter.

When you press Enter to finalize the sale, the following screen will appear:

Idealpos has detected that that one or more items in the sale are entitled to be sold
as a reward.

Press Redeem to use the reward towards this purchase. The customer reward
promotion will apply the discount to the item.

Instruction Items
A lot of coffee drinkers will drink their coffee the same way each time. If a customer
orders a soy latte each time, it is only fair they should get a soy latte for free,
including the extra soy cost.

If instruction items are sold with the reward item, and the instruction item has a sell
price, these items will be considered part of the reward and will also be discounted.

Customer Rewards and Coupons

This allows you to automatically offer a Customer Reward as a Coupon via an
Automatic Stock Item Discount Type. Setting up this process can be confusing as it
uses two different promotion types.

Step 1 Setup Customer Rewards Promotion

Create a Stock Item called $10 Coupon > Go to File > Sales > Promotions >
Customer Reward Promotions > Add. Enter the details of the promotion. Select
Automatic Stock Item as the discount and link it to the newly created Stock Item.

Step 2 Setup Coupon Promotion

Go to File > Sales > Promotions > Coupon Promotions > Add > Enter the details of
the Coupon. You will need to set the Trip Conditions to Buy 1 of the Stock Item you
created for the Customer Reward. Select the Discount Type as $ Discount of Total
and enter $10.

Customer Type Incentives

Customer Type Incentives in Idealpos
Customer Type Incentives allows you to have customers be automatically allocated
to a Customer Type that provides a larger discount and/or accumulation of points.
Customer Types can be designated a specific threshold, which when reached within
the designated period, be upgraded to a better value Customer Type.

You can access this feature by going to File > Sales > Promotions > Customer Type
Incentives.

Only one Customer Type Incentive is able to be used at any one time.

Settings
Customer Types
Before going ahead and adding the details of the Customer Type Incentives, you will
need to create and decide on the different Customer Types you want to have, and
the details that will apply to each.

Go to File > Customers > Customer Types.

Add or Modify Customer Types to match the incentives you want to apply to your
customers. In our example, we have added Bronze, Silver, Gold, Platinum and Life.
Although we have other Customer Types within the database we have decided that
we wont be offering incentives to these Customer Types at this stage.

The bonuses that we have decided to offer are:

Bronze

0% Discount

Silver

5% Discount

Gold

10% Discount

Platinum

12% Discount + 2 Loyalty Points for every $.

Life

15% Discount + 3 Loyalty Points for every $.

Yes/No Options
Many of the options of the Customer tab may apply to the setup you want to use.
One that must be included if you want to use the Receipt message is to Force
Receipt on all Customer Transactions.

Incentive Programming
Selection Range
The selection Range area allows you to set the parameters of the Incentives.

Start
Select a date that the Incentives will be recorded from. If this date is in the future,
the incentives will take place beginning on that date. If you set the period for a time
in the past, Idealpos will not post-date any previous transactions.

Duration
This is the period of time allocated to the Customers to achieve the next level. Enter
a figure and decide if it is to be in Days or Months. The Duration is the period in
which the Customers have to purchase items to the value of the next threshold.
There is an option that can be selected that if a customer has not made the next
level within the period of time, they will be relegated to the previous Customer Type
level.

POS
Select the POS Range that will allow the Customers to earn value against the
Incentive. If you want all terminals included in the Incentive, you can leave this field
blank. Enter the range as 1, 2, 4-6, 8, which will inhibit the terminals 3 & 5 from
participating (in our example).

Customer Type
Select the Customer Types that will be able to participate in the Incentive. If you
want Customers to reach a certain level, which will then be permanent, do not
include that level within the range. We have selected the range of Customer Types to
only be from type 8 11. Our Life member type is excluded from the range and will
therefore be permanent to Customers who reach this level.

Spend Amount Thresholds

This area is where you set the amount in Dollars ($) that each Customer Type must
reach as a minimum. Once these levels have been reached, the Customer Type will
have automatically changed. Up to ten thresholds can be selected to be reached by
the Customers, but are not all required to be used.

You cannot have more than one threshold with the same Spend Amount required.

You cannot have a threshold for a higher Customer Type that requires a less Spend
Amount.

Enter the Dollar ($) value that must be spent before the Customer will achieve that
level.

Options
There are three options that can affect the way that the Customer Type Incentives
will perform.

Automatically change All Customers at End of Period based on Spend

Amounts
Selecting this option will reset the Customer Types for the new period about to
commence. If a Customer has not spent enough within the period range, they will
not maintain their current Customer Type Level, and will be set with the Customer
Type Level that their spending habits have gained. This will only affect the Customer
Types that were specified in the Selection Range.

If this option is not selected, Customers will retain the level they have so far
achieved, but their spend totals will be reset to $0.00, to which they can again
attempt to achieve a higher level.

Notify on POS Screen when Type changes

Once a Customer has achieved a new Customer Type Level due to their spending, a
message box will display on screen, allowing staff to congratulate the customer on
their achievement. This is an added incentive to make the Customer feel more
included in the achievements that they have managed.

Force Receipt when reach Threshold

Select this option to Force a Receipt once a Customer has managed to spend enough
to attain a new Customer Level Type. The receipt will be printed to the default
receipt printer and contain the message that you have created.

Receipt Messages
There are two different types of messages that you are able to program that will be
printed to the default receipt printer when specific conditions have been met. There
is also a drop down box containing the Receipt String Formulas that can be added to
the receipt messages to display specific information relating to the Customer
Incentive.

It is important to note that the messages you program will only be available for
printing on the original receipt.

Receipt Message
This section is where you enter the message that you want the customer to see on
their receipt for each purchase.

Receipt Message when Threshold is reached

Once a Customer has spent enough to be promoted to the next level of membership,
this receipt will be printed to the default receipt printer.

Receipt String Formulas

Use these provided formulas when constructing the messages for the receipts.

Current Type {CURRENTTYPE}

This is the Current Customer Type the Customer is linked to.

Current Type Spend Threshold {CURRENTTYPESPEND}

This is the number that is allocated to the Current Spend Amount Threshold.

Amount Spent This Period {AMOUNTSPENT}

This is the total amount the customer has spent during the current period.

Amount to Reach Threshold {AMOUNTTOTRIP}

This is the total amount that is required to be spent within the period before the
Customer will attain a new level.

Next Type {NEXTTYPE}

This is the next Customer Type that will be attained if the Customer spends enough
to trip.

Next Type Threshold {NEXTSPEND}

This is the total amount the Customer must spend within the current period to gain a
new level.

End Date of this Period {ENDDATE}

This is the date and time of the end of the current period.

Days Left in this Period {DAYSLEFT}

This is the total amount of days left before the period will be reset.

New Type Reached {NEWTYPE}

This is the latest Customer Type that has been reached by the Customer.

New Type Threshold {NEWSPEND}

This is the amount required to be spent once a new level has been reached.

Tenders Included in Calculation

Use the checkboxes to select the Tenders that will apply to the Customers ability to
earn spend against the Incentive. Generally, there are some tenders that you would
not allow to be contributing, as they allow the Customer to essentially earn twice the
amount.

For example, the Tenders that we have deselected are the Points, Account, Gift
Voucher and Credit Note tenders. The reason for this is that the Customer will use
one of the other Tenders to purchase goods after initially using these tenders in a
previous transaction.

Using Customer Incentives

Each time a Customer purchases something, ensure the sale is recorded against their
name.

Start a sale and add a Customer to it. You can add Customers on the fly, just be sure
to allocate them a Customer Type that is the first Type used in the Customer Type
Incentives.

Enter the items the Customer wishes to purchase and proceed to the tender screen.

If they have reached a new threshold and you have selected receipts to be printed
and messages to display on screen, this will take place once the sale has been
finalized.

Customers
Customers in Idealpos
Customers can be added to the POS database for a variety of functions. They must
be created if you are using them for Accounts, Bar Tabs, Loyalty, Rewards, Laybys,
Membership and Reservations. Each Customer Type functions in a different way and
not all Customer types can be used for each type of sale.

Customers can also be used when using Promotions, Gift Vouchers, Credit Notes and
Pending Sales, but are not required.

Customer Types and Customers can all be accessed by going to File > Customers.

Customer Types
Customer Types are used to group Customers of similar functions together. Some
types can be used for multiple functions, whereas other can only be used for that
specific purpose. At least 1 Customer Type must be created before Customers can be
added to the database.

Go to File > Customers > Customer Types. A new window will open allowing you to
Add, Modify or Delete.

You can make additional selections to use for each Customer Type:
Use Points System
to Customers

- Select this box to accrue loyalty points from POS sales

Point Multiplication Factor

- Specific to this Customer Type up to 4 digits

Auto % Discount

- Will give this Customer Type a % discount on all sales

Auto Discount POS Range

etc.

- Range of POS can be selected, E.g. 1,2,4 or 1-3,5-8

Gaming Rating Grade

Price Level

- Used to change gaming customer grades

- Link a Customer Type to a Price Level.

Auto Populate Tender Spend Limit Credit (1,2) - You can auto-populate the Tender
Spend Limits located in Global Options based on the Customer Type. This function
will ONLY apply to Integrated Gaming and StarrServer customers.

If you want to delete a Customer Type, you will need to unlink all Customers from
that Customer Type. You will be presented with a confirmation window. You are also
unable to delete Customer Type 1.

If you have Customers still linked to a Customer Type that you are trying to delete,
POS will not allow it.

Add Customers
Customers can be added to Idealpos in three ways:
1. Importing from a .txt or .csv format file.
2. Manually added from the Back Office.
3. Added on the fly from the POS Screen.

When adding customers to Idealpos, the only data that is required is a Code, Last
Name and link to a Customer Type. All other data is able to be added at a later date.
If you are using the customer database for loyalty, you will want to fill in as many
fields as possible.

Importing Customers
Importing Customers from a file is a fast way to add a bulk amount of customers to
a database.

It is possible to import Customers in two different methods, through the Import Data
function, or the Automatic Customer Import function.

Import Data
Go to Utilities > Import Data > Customers.

Automatic Customer Import

Go to Setup > Global Options > Customers > Miscellaneous.

Below is an example of a .csv file used to import Customers. As you can see, not
every field that can be imported is utilised. More information on importing customers
can be found in the Import Data User Guide.

Manually Add Customers

Customers can be added manually to the database one at a time through the back
office.

Go to File > Customers > Customers > Add.

Enter as many customers as you would like. Each time you press Enter on the
keyboard the Customer will be saved and the next available consecutive code will be
added automatically.

If you add a new customer to the database on a specific number, for example 1001,
but you do not have customer records for 1-1000, Idealpos will always reset the next
customer added to be 1002.

It is far easier to gather as much information regarding Customers while you are
adding them at this stage then to return and continue modifying them. It is also
dependent on what information you want to gather about your Customers. There are
up to 60 different fields of information you can collect about your customers.

POS Screen Add Customers

Customers can be added directly from the POS screen. You need to have a Customer
button on the POS Screen to use this function.

If not using Fast Customer Searching, when pressing this button you will be taken to
the Customer List. From here you can press Add and the screen will display the same
as adding a Customer through the Back Office.

If you are using Fast Customer Searching, the screen will be a simple entry screen.
Select New Customer which will add a new customer to the database.

A new window will open where you enter the details of the Customer. The details
that you can add when using Fast Customer Searching is limited minimal fields. Later
editing through the Back Office on any Customer can be done.

Enter all your details into the fields that you want to use and press OK. The Code
field will not be present and will be applied automatically to the next available
consecutive number.

Using this method will automatically add the Customer to the current sale. Any
discounts or price levels associated with the Customer Type the new Customer is
linked to will also be applied.

Modify Customers
Customers can be modified in three different ways, which are importing over the top
of the existing data, from the back office or through the POS Screen.

Importing Customers over the top of existing details will not change the Code field,
but will change all other information relating to your customer database. Modifying
customers in this way may be irreversible and is not recommended.

Back Office Customer Modify

Go to File > Customers > Customers > highlight the customer you want to modify >
Modify.

Sometimes it is not possible to modify a Customer if they are using any of the
Account settings and have outstanding balances

Attempting to modify a Customer with outstanding balances:

POS Screen Customer Modify

Modifying customers through the POS Screen can be done in two ways depending on
the setting used in Idealpos.

Customer Button with Fast Customer

Searching on
Press the Customer button on the POS Screen.

Start typing a name > Buttons will start to appear that much your selection > Press
the button for the Customer that you want to select.

The screen will change where you can modify a select amount of fields related to the
Customer.

CUST Button at the top of POS Screen

If a Customer has already been selected for the sale and their details are displaying
on the screen, there will be a small CUST button at the top of the screen.

This will toggle the Customer Details to display in the bottom right half of the screen.

Select Modify > the full Customer details window will open, where you can edit all
fields that apply to the Customer.

Press Save to be taken back to the previous screen.

Delete Customers
Customers can only be deleted from the Back Office. All Customers that are deleted
will be removed from the database completely, and any transactions that have been
linked to them will also be deleted. Customers can be deleted from within the
Customer List or Clear Data functions.

Customer List
The Customer List allows you to delete customers one at a time.

Go to File > Customers > Customers > Delete.

You will be warned about the deletion each time you select a customer.

When customers have been deleted the details will be recorded to the Activity Log.

Go to Enquiry > Activity Log > > Function = File Programming > Select.

Customers and sales that have been deleted will not re-link if the code that was
originally deleted is added back into the database.

Customer Fields
There are many fields that are able to be used with Customers. Not all fields will be
needed for each customer and most are purely preference if you want to use them.

* Indicates a required field.

General Tab
Code* This is a unique number that differentiates each customer in the database.
Last Name* This field requires the Surname of the Customer.
Given Names These fields are for the first and second names of the Customer.
Title Use the drop down menu to select from Mr., Mrs., Miss or Ms.
Customer Type* Use the drop-down menu to select from the Customer Types
you have created.
Scan Code This unique number enables you to use a scan code or magnetic card
assigned to this customer.
Other Codes This field allows for any other codes that can be used to select this
customer.

Address Details/Delivery Address

Address Details These fields are recommended if the customer is an Account and
invoices will be sent.

Contact Details
These fields are recommended if using customers for loyalty and Accounts.
Phone Home/Business phone number.
Mobile Mobile phone number.
Fax Fax number.
Email Email address.

Sales/Accounting
Auto % Discount The default % discount that the customer is entitled for each
sale they are linked to.
Price Level This is the default price level that the customer uses when they are
linked to a sale.

Bar Tab Select this checkbox to allow the Bar Tab to accumulate sales until
payment is received in total.
Allow Pre-Paid Allows this Bar Tab to have a payment made on it for future
purchases. Only visible when Bar Tab
Account Select this checkbox to allow customers to ring up an Account for future
payments.
Credit Limit Enter a dollar figure that Accounts and Bar Tabs are able to make
purchases up to.
Aging Type Select from the drop-down menu for 30-60-90/Monthly or 7-14-21Day.
Master Account Link the current Customer to a Master Customer Account, which
will make this a Sub-Account.

Miscellaneous
Company The Company that the customer works for or is associated with.
ABN In Australia this stands for Australian Business Number.
Occupation The occupation of the customer.
Next of Kin Emergency or secondary contact person.
Contact No. Contact Number for the Next of Kin.
Birth Date Customers birthday date.
2nd Date Can be used for membership or other anniversary. Heading can be
customized in Global Options.
Password Used within Idealpos if required to verify the Account holder.
Gender Select from the drop-down menu.
Marital Status Select from the drop-down menu.
Mail Out Enables you to flag the customer to receive a newsletter or other
correspondence from you.
Discontinue If selected, customer details will be removed from the main
Customer list to discontinued list.
Room Interface Select this if the Account is used with RoomMaster Interface.
Comments May be used to flag a complaint, dietary requirement or allergy.
Sales Prompt Text entered here will display on the POS Screen when the
customer is added to the sale.
field has been selected.

Advanced Tab
User Defined Fields
Text Field 1-10 These fields can be customized in Global Options to be whatever
you require.
Yes/No Field 1-5 These fields can be customized in Global Options to provide
additional flags.

Photo
Location Enter the location path to a photo that represents the customer. The path
can only be a maximum of 60 characters long. Images will be stretched to fit the
960mm x 690mm image.

When modifying the Customer you can press on the image and a larger version will
be displayed.

Customer Settings
Before being able to use Customers you have to make some decisions as to how they
will perform. Settings for Customers are located in POS Terminals, Global Options,
Yes/No Options, Functions and POS Screen Buttons under the Setup menu.

POS Terminal Settings

To access settings for the POS Terminals, go to Setup > POS Terminals > Select the
terminal you want to modify.

Any setting that is made for a POS Terminal will affect only the terminal you are
modifying. The settings for Customers are varied and are located on the many tabs
that are used within the POS Terminal Setup. Each terminal will need to be modified
individually before the settings will take place.

Receipt Printer Tab

At the bottom-right corner of this tab are two sections that will print to the
designated receipt printer, which are Redeem Points and Account.

Account
This section is used when the Customer places a sale on their account. It may be
used to print an area for the Customer to sign to approve the account purchase.

Redeem Points
This section is used when a Customer pays for items in a sale using the points that
are accumulated against their loyalty program.

Miscellaneous Tab
There are 3 sections within tab that can affect Customers, which are the General,
User Details and StarrSrvr.

General
Points per Dollar are set to how many points your loyalty Customers earn for every
dollar that is purchased on items. Point Redemption Value should be set to the value
Customers receive when buying items using Pay by Points.

Customer Codes From is where you can designate a particular POS Terminal to
allocate Customer Codes when creating new accounts.

User Details
User Details section is where you can add all the relevant details about your
business. This information can be displayed on A4 Invoices, Statements, Laybys and
Pending Sales.

Gaming
Gaming section is used for third-party applications where a membership program is
used to control Customer details and loyalty points. StarrSrvr Customers can be
automatically added to the POS database if they are not yet created.

Customer Display Tab

Customer Display Screen
Customer Display Screens are 7 and larger screens that display images, sales and
advertisements in full colour. When using one of these screens, it is possible to
enable the Customers Name and Customer Points (loyalty) to display on the screen.

Global Option Settings

Global Option settings can be made by going to Setup > Global Options. There are 4
Tabs that control Customer settings, which are Miscellaneous, Customers, Credit
Notes/Gift Vouchers and Interfaces.

General Tab
A4 Tax Invoice supports programmable Graphic in footer
This functionality allows you to create a graphic that can be used when printing A4
Tax Invoices. The graphic must measure max 710x192px. The graphic must be
saved in the Pictures folder of the Idealpos 6.0 location.

Go to Setup > Global Options > General > Invoice Footer Graphic.

Miscellaneous Tab
There are 3 sections that can affect Customers on this Tab, which are Financial,
Promotional Tickets and Magstripe Settings.

Financial
Select the Aging Type for Customer Accounts, 30/60/90+ Days or By Month.

Promotional Tickets
Promotional Tickets can be limited to a daily number for Customers and allow to
Show Customer Code.

Magstripe Settings
Magstripe Settings can be selected for Customers to use a specific track that has
been recorded on the card.

Customers Tab
This is the most useful and important section for Customers. It is split into 7
separate areas each performing different tasks. These are A4 Tax Invoice, Layby
Statement, Account Invoice/Activity Statement, Customer Date Function,
Miscellaneous, Laybys and User-Defined Fields.

A4 Tax Invoice
A4 Tax invoice section is where you can enter your information that you want your
Customers to have on their Invoices. Information such as banking details, trading
terms, tax settings, tendering and delivery address are available.

Layby Statement
Layby Statement section is to display the layby terms and conditions or other
information that you would like included when sending statements to Customers.

Account Invoice/Activity Statement

Account Invoice/Activity Statement section is an area to print out trading terms and
other information that you would like included when printing these for Customers.

Tender Spend Limits

This function will allow a link to a particular Tender Type using a value entered in a
User Defined Text Field. An example of this would be allowing Staff to spend up to
$50 (with a 25% discount) on their Staff Card daily, with all other purchases
requiring a different Tender.

To configure this option go to Setup > Global Options > Customers > Tender Spend
Limits.

You have to configure three drop down menu selections to trigger the value for each
Tender Limit.

Tender Limit 1/2 - Select the Tenders you want the limit to be used against.
User-Defined Field -

Select which field you will enter the value against.

Reset Daily, Weekly or Monthly.

Select how you want the limit to be reset from Manual,

While on the Customer tab, change the description of the User Defined Text field to
the description you want to use.

Go to File > Customers > Add/Modify > Advanced > User-Defined Fields > Enter a
dollar value in the selected field for all required Customers > Save. Each Customer
can have a unique value.

Manual Reset of Tender Spend Limits

When you have selected to reset the Tender Spend Limits manually, a new option
will appear under the Utilities menu of the Back Office.

Go to Utilities > Reset Tender Limit (*tender).

You will need to confirm the Reset of the Tender.

The window will confirm the Tender has been reset.

Customer Date Functions

Customer Date Function area can be used to trigger an anniversary or event using
the date fields in the Customer details.
2nd Date Label Changes the name of the field in the Customer database screen.
Apply the following actions on Birth Date/2 nd Date Sets which date function
activates the setup actions.
Continue to apply Set this to how many days the Customer has to take
advantage of the actions from the date set.
Show Message This will display a message in the middle of the screen when the
Customer is added to the sale.
Change Price Level to Set this to a different level if you wish for the Customer
setup.
Subtotal Discount % Can be set for specific discount.
Sell Item Allows you to sell a Stock Item. It may be a free item as a gift for the
Customer.
Apply actions Once Only Will apply settings on the one sale for the Customer
only.

Miscellaneous
Miscellaneous section is where you can set options that will be used infrequently,
usually behind the scenes.
Default Credit Limit Enter the amount of credit new customers get by default.
Pay by Points Tender Select from the drop-down menu.
Default Type Select from the drop-down menu.
Automatic Customer Import Daily Time Enter a time where each day new
customers will be imported
Customer Import Frequency Select a time frame to import new customers.

Laybys
Laybys section is used for defining the Layby terms and conditions that you want to
print out on the Layby receipt.
Text Area Enter the message, terms and conditions you want on the Layby
receipt.
Period Enter the period in days you want to allow laybys to be kept for.
Minimum Deposit Enter the % value of the total sale required for deposit.
Laybys Become Sales Select when the stock that has been placed on layby is
taken from the stock level.

User-Defined Fields
The User-Defined Fields section allows you to create custom fields for marketing and
loyalty purposes. These fields will change when edited in the Customer setup screen.

Credit Notes/Gift Vouchers Tab

Credit Notes
Credit Notes can be issued as a replacement for offering a refund and will be tracked
and recorded. Each Credit Note that is issued will automatically add the Customer to
the database if they are not already included.

Gift Vouchers
Gift Voucher section allows you to use the Customer Code instead of creating codes
not relevant to the Customer within the database.

Interfaces Tab
StarrSrvr
Customers who use the StarrSrvr membership can be added to the database of
Idealpos by selecting Add Members to POS, by using their Membership ID or Scan
Code. They can also be linked automatically to a specific Customer Type. More
information on the details of StarrSrvr can be found in the Global Options help files.

Yes/No Option Settings

Yes/No Options are many and varied and are best setup by going to the Yes/No
Option help file for a full explanation of each available option.

Options that directly affect Customers are located on the POS Screen, Restaurant,
Receipt/Kitchen and Customer Tabs.

Function Settings
Go to Setup > Functions > Select a Tender > Modify > Make your selections.

Description

Name the Tender to be the description you want.

# Of Receipts
Select more than 1 if you require receipts for your
paperwork and for the Customer.
Credit Function

This is ticked to enable the purchase through the Tender.

Allow Points per Dollar If you are using Loyalty alongside your Accounts, you
can choose to offer points for sales that are tendered through the Account. Usually
this option is un-ticked for this tender; otherwise the Account holders will gain more
points when paying the account off.

You will need to create an Account Tender to enable the finalizing of Account
Transactions.
Account Tender This is the one option that must be ticked to allow Accounts.

You will need to create a Pay by Points to enable Customers who use the loyalty
program to purchase their sale items with the accumulated points they have earned.

POS Screen Button Settings

Customers can be accessed and have the ability to use multiple functions directly
from the POS screen by creating buttons specifically for them.

To program buttons to be used with Customers you go to Setup > POS Screen >
Select Layout > Select a button > Select the appropriate function from the list >
Save.

Customer Button
Creating a Customer button will allow to quickly access the Customer List from the
POS Screen to Add, Modify, Delete, Select for a Sale, or make Payments or
Adjustments. The Customer button can be linked to a Customer Type if you wish to
have a separate button for each Customer Type in your database. Enter the
corresponding Customer Type Number is this field to activate it on the button.

Acc/LB Adjustment Button

This function can be used when a customer has been added to the sale and the
customer or business would like to make an Adjustment against any or all of their
Account Invoices or Laybys.

Acc/LB Credit Button

This function will credit an amount against any or all of their Account Invoices or
Layby if a mistake has been made when finalizing the transaction.

Acc/LB Payment Button

This function is used when a Customer would like to make a payment against any or
all of their Account invoices or Laybys.

Account Refund Button

This function can be used to refund a credit or unallocated payment that has been
made on the Customers Account, usually refunding a deposit made for an advanced
function or event, or an over-payment on invoices.

Customer Statement Button

This function is used to print a Customer Statement to a connected receipt printer or
display on screen as a Flash Report.

Layby Cancellation Button

This function is used if a Customer has started a Layby and would like to cancel it for
any reason.

CUST Button on POS Screen

This button only becomes visible when a Customer has been added to the sale. It
displays at the very top of the screen in the middle. The button when pressed will
toggle the display of Customer Details at the bottom right corner of the POS Screen.

There are 7 buttons that perform certain popular functions:

Modify
- Allows you to modify all details relating to the
Customer.
Transactions
- Opens the Customer Account Transaction Report for All Dates.
Journal
- Opens the Customer Journal History Report for All
Dates.
Payment
- Opens the Payment screen to add funds to Accounts or
Laybys.
Adjustment
- Opens the Adjustment screen to Adjust details of 1 or all
transactions.
Unllocated Adjustment
- Opens the Adjustment screen to Adjust a specific
amount to no designated invoice/s.

Clear Customer
sale.

- Clears the Customer from the POS Screen and the

If the Customer has a photo attached to their account, when you press the CUST
button it will display over some of the details.

Press the image and it will be removed.

Customer Accounts
Customer Accounts are used to record all sales the customer has made and allows
them to be paid at a later date, as opposed to handling them at the time of the sale.

When using Accounts, you can set a default Credit Limit and Automatic % Discount
and an Aging Type to give your account customers a benefit to using this system. If
a Customer is to use the Account system, you must tick the Account box when
adding them to the database.

Go to File > Customers > Customers > Add/Modify > Sales Accounting.

Add the Customer to the sale using one of the provided methods.

When you select your tender, press Account (or the description you gave the
designated Account Tender).

When a sale is performed and there is a password on the account, the Clerk will be
prompted to ask the customer for the Account Password.

Customer Account On Hold function via UserDefined Yes/No Option

This function allows you to block sales to a Customer Account when they owe money
on it. The customer can still pay for the items with another tender, however they
cannot add any sales to their account.

Go to Setup > Global Options > Customers > User-Defined Yes/No Fields > Change
one to: Account On Hold.

Go to File > Customers > Customers > Modify > Account On Hold.

When the customer is added to the sale a message will display on screen.

If you attempt to charge the sale to account, the message will display again and
prevent you from charging to account. Any other tender is able to be used.

Master/Sub Accounts
You have the ability for Sub Accounts that can be linked back to a Master Account,
which handles all the processing and payments for all accounts. Basically it works as
each employee can have an account with a business, but they dont make any
payments and all payments and control comes from the Master Account.

Go to File > Customers > Customers > Add > Create a Master Account > Select
Account. You do not have to do anything special to create a Master Account. It is a
good idea to fill in the Company field name.

Credit Limits
The Master Account will control the Credit Limit of all accounts. Sub Accounts cannot
enter their own personal credit limit. If the Master Accounts credit limit is set to
0.00, this will allow an unlimited amount of charges to be made by the Sub
Accounts.

If the Credit Limit on the Master Account has been set to $500, each Sub Account
will share the $500 limit until it is reached. There is no way to limit a value to a
specific Credit Limit to each Sub Account.

Create a Sub Account for each person and link them to the Master Account. There is
no limit to the amount of Customers that can be linked to a Master Account. The
Credit Limit field will not be available when linked to a Master Account.

Go to File > Customers > Customers > Add/Modify > Sales/Accounting > Master
Account.

Sub Accounts cannot access standard customer account buttons on the Customer
screen. All buttons on the POS Screen will be disabled for this account.

Sub Accounts will also be disabled from using buttons that have been programmed
on the POS Screen.

When you run a Customer Statement Report for the Master Account, it will include all
invoices for the Sub Account.

Customer Loyalty Points

Idealpos provides a point based system to reward Customers for their patronage.
Each Customer Type that you want to allow points accrual must be selected before
they will apply.

Points
1.
2.
3.

can be accrued in 3 different ways:

Points per Dollar
Points per Item (Special Points)
Points per Price Level

Click on the image below to view a high-res image.

Points per Dollar

This function will give your customers a point (or multiplication thereof) for every
dollar that is spent through the terminal. This is a POS Terminal setting, so different
terminals can give different denominations of points.

Stock Items Special Points

- will override Points per Dollar

Stock Items Points by Price Level

- will override Points per Dollar

Inhibit Points Accrual by Stock Item

- will prevent Points per Dollar

Inhibit Points Accrual by Department - will prevent Points per Dollar.

Tender-Allow Points per Dollar

- will allow Points per Dollar if selected.

Go to Setup > POS Terminals > Modify the selected terminal > Miscellaneous >
General >Enter the Points per Dollar.

Points per Item (Special Points)

This function will give your Customers the use of Special Points for each Stock Item
that is selected to use them. Special Points are set at the Stock Item level and need
to be set for each individual item. Special Points will override all types of point
accrual.

Stock Item Special Points will override

Stock Item Points by Price Level
Points per Dollar
Inhibit Points Accrual by Department
Inhibit Points Accrual by Stock Item
Tender Allow Points per Dollar

Go to File > Stock Control > Stock Items > Modify the Item you want to give Special
Points > Advanced > Points Settings > Tick Use Special Points > Enter Special
Points > Save.

Points per Price Level

This function will give your Customers points depending on which Price Level they
are linked to. The points are set at the Stock Item Level and need to be set for each
individual item.

Stock Item Points by Price Level will override

Points per Price Level will be inhibited by
Department

Points per Dollar

Inhibit Points Accrual by

Inhibit Points Accrual by Stock

Item

Go to File > Stock Control Stock Items > Modify the Item you want to change >
Advanced > Points by Price Level > Enter the Points per Price Level you want to
apply > Save.

If for any reason you need to adjust the amount of points a Customer has
accumulated, you can do this by going to Transactions > Customers > Customer
Points Adjustment.

A new window will open. Search for a Customer using the > button or enter the
code in the field. Enter the Adjustment to make, or enter the New Accumulated
Points total and then press Process.

Confirm the Points Adjustment.

Customer Loyalty Interfaces

Kinnov Customer Loyalty Interface
This interface allows you to use the Kinnov Customer Loyalty with Idealpos. Kinnov
provide a multitude of services for business development. This interface was written
for a Tutti Frutti installation.

Go to Setup > Functions > Select a Tender > Enter the below details > Save.

Description: Points
Lower Limit: 3.00
Upper Limit: 3.00
Tick: Credit Function

Go to Setup > Global Options > Customers > Miscellaneous > Pay by Points Tender:
No Pay by Points.

Go to Setup > Global Options > Interfaces 2 > Customer Interface.

Interface Type: Kinnov Interface

Tender Type Link: POINTS
URL: Will be provided by Kinnov
App Name: Will be provided by Kinnov
Access Token: Will be provided by Kinnov
Store ID: Will be provided by Kinnov

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Select a
blank button > Enter the below details > Save.

Function Type: Tender

Automatic Text: 3 (this will make the buttons value $3)
Tender Function: POINTS
Button Caption: LOYALTY REDEEM $3 OFF

Go to File > Stock Control > Stock Items > Yoghurt > Advanced.

Sales Prompt: #POINTSAMOUNTTHRESHOLD=5 (This means the product line value

must be over $5 to trigger the points)

Go to File > Stock Control > Stock Items > Yoghurt > Advanced > Points Settings.
Tick: Use Special Points
Value: 1

Go to Setup > POS Terminals > Modify each Terminal > Miscellaneous Tab >
General.

Points per Dollar: 0 (Tutti Frutti only wants 1 point to be accumulated on Yoghurt
purchases over $5)
Point Redemption Value: 0.60

Using the Interface

The customer shows the operator their Phone Membership Card.

The operator scans the membership card, or manually enters the number. The
customer will be displayed at the top of the POS screen along with the opening
points balance.

The operator will complete the sale as normal.

As points are accumulated, the app when refreshed will display the customers
progress.

When the customer has 5 Stamps/Points, they will have reached $3 worth of credit.

Start a sale and scan the customers phone. Ring up the items the customer wants to
buy and press the POINTS Tender button (Loyalty Redeem $3 Off). This will allocate
$3 to points, and the remainder will need to be paid with another tender.

Any items that are used within a redemption sale WILL NOT accumulate any
Stamps/Points.

Customer Sales
Customer Sales can be recorded with all sales data tracked against a customer to
track their spending. All sales regardless of Tender Type will be tracked provided the
customer has been added to the sale.

A customer can be added to a sale in a number of ways.

1. Enter the customer number and press Enter.
2. Swipe the customer card.
3. Scan the customer barcode.
4. Manually search for them in the database.

The customers name will appear at the top of the Sales screen. All the product
details of the sale will be added to the journal where it can be reported against.

Enter the items into the sale the customer wants to purchase and finalize the sale. It
is good to note that the customer can be added to the sale at any time before
selecting a Tender Type.

Each sale the customer is recorded against will be stored in the database and added
to their Journal History.

Customer Transactions
Customers have the ability to use a multitude of transaction types. These will display
on the reports as different transactions.

The different transaction types are referenced by a code. The codes used are INV
(Invoice), CJL (Credit Adjustment), DJL (Debit Adjustment), CRE (Credit), and PAY
(Account Payment).

Acc/LB Adjustment
This function can be accessed by adding the Customer to a sale and pressing the
CUST button at the top of the screen, or by having a button programmed on the POS
Screen. The current list of transactions will be displayed, where you can select to
adjust a Line/s with a custom amount, or Adjust All transactions.

Enter the total amount you would like to adjust and select the Invoice/s the
adjustment will apply.

Press the Enter button and a confirmation window will open. It will detail the
amounts you have selected to adjust and the total of all invoices after the
adjustment.

A receipt will be issued detailing the adjustment credit.

Un-allocated Adjustment
This function can only be accessed by adding a Customer to a sale and pressing the
CUST button at the top of the screen. No details of individual invoices will be
displayed in the window, and you have the opportunity to enter a value to adjust the
account as either positive or negative.

Enter the total amount you would like to make as an adjustment, toggle positive or
negative by pressing the +/- button.

Press the Enter button and a confirmation window will open giving you the details of
the adjustment totals.

A receipt will be issued detailing the adjustment credit or debit.

Acc/LB Credit
This function can only be accessed by pressing a programmed button on the POS
Screen. Available transactions that can be credited will be displayed in the list.

Credit can be applied to each transaction by entering a total amount, or each line
can have a figure entered against it.

Press Enter and a confirmation window will open to confirm the finalization of the
credit.

A receipt will be printed with details of the Credit and the new Account Balance.

Acc/LB Payment
This function can be accessed by pressing the CUST button at the top of the screen,
or pressing a programmed button on the POS Screen. All details of invoices that can
have payments will be displayed on the screen.

Enter an amount as total and apply to Pay Line/s or press Pay All.

Press enter to finalize the payment and enter the tender the Customer would like to
use.

A receipt will be printed with details of the payment and the new Account Balance.

Account Refund
This function can only be accessed by a button programmed on the POS Screen. If
there are no available payments that can be refunded, you will be informed with a
window. A refund will be able to be given if payments have been made that
exceeded what was owed on the customer account.

Open a sale and add a Customer to it. The details of the amounts owed or value in
credit will be displayed on screen.

Press the Account Refund button and a new window will open, detailing the
transactions that can be refunded. Only the Outstanding amounts are able to be
refunded.

Select the transaction you want to refund and click Refund. You will be taken to the
Tender screen where you select the tender to refund the monies to.

The POS Screen will show the details of the refund.

A receipt will print for the transaction.

Customer Enquiry
The Customer Enquiry menu allows you to perform some additional functions with
Customers. You have the ability to print Customer Address Labels, Export Customer
Details and perform a Mail Merge.

To access the Customer Enquiry screen go to Enquiry > Customers.

A screen will open that allows you to select a range of Customers based on the
preferences you require. It will also display the details of the highlighted customer,
and allow you to make some advanced selections to the range that has been
selected.

Search
This area of the screen will allow you to select and refine the parameters that you
will use to narrow down a range of, or a specific Customer within the database.

This area is divided into two separate search facilities which are Selection Criteria
and Sales.

Selection Criteria
This section is used to filter the Customers based on information that is contained in
the database against that Customer. It will include details that dont usually change
and will be able to be used for contact purposes.

Sales
This section is used to search through the selected Customers sales using the fields
available. You can select from a specified Date Range, Department, Stock Item,
Sales Total and Points Earned. It is possible to search for customers who have not
spent anything by entering 0 in the Total fields. You can then market to these
customers as to why they have not been in store.

Customer Details
The Customers selected by the search parameters will be displayed in a list on the
left-hand side of the window. These are all the Customers that match any of the
selections that have been made in the Search area. The Customer that has been
highlighted in the list will be displayed on the right-hand side of the screen.

The highlighted Customer is able to Modify, view their Account details or display the
Journal History.

Additional Functions
There are additional functions that can be used that will enable you to use the
selected Customer details in a facility out-side of the Idealpos program. These are
Export, Labels, Email and Mobile to Clipboard.

Export
This button allows you to export the selections that you have made to your Customer
database, and export them to an .mdb or .txt file. All details that are linked to the
Customer will be exported, but sales history is not included.

Labels
This button will open the Customer Labels menu and will allow you to print the
selected Customers to a label that you have previously designed using third-party
software. Once in the label screen, you are able to adjust the selections of the
Customers that you have selected.

Email/Mobile to Clipboard
Use the drop down menu to select from either Email or Mobile. Once you select this
button, the selected Customers details will be copied to the clipboard, where they
can be pasted into the relevant area that you intend to use. This can be used as a
mail merge to send bulk emails to your Customers, or if you are using an SMS
service, you may be able to paste the mobile numbers into an import screen.

Mag Card Printing

Once the Zebra P330i Mag Card Printer has been installed and configured through
Global Options, you will be able to print customer cards directly from the Idealpos
database.

Go to File > Customers > Customers > Highlight the customer you want to print >
press the Mag Card button.

If you have not installed the drivers for the printer correctly you will be see the
following message:

If the printer is turned off or not connected you will not be able to print any cards.

If the printer has been installed correctly and is turned on, the Customer will be
printed on the card.

The current format we are using must be measured to correctly place the information
you want to display after the headings. If there is no Expiry date (uses the 2 nd Date
in Customer records) it will not print. Below are the approximate measurements of
where the text that is output from Idealpos will print.

Customer Code = Member No

Customer Name = Member Name
Customer Type = Type
2nd Date = Expiry

Customer Related Reports

For all Customer reports go to Reports > Customers.

Customer Sales
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Selection of Stock Items, Departments, Sales Categories, Customer Types,
Stock Items by Price Level, Stock Items by POS, Discounts/Tax
Options Calculate Special Points, One Customer per Page, Sales Category
Totals
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company, Location, Price Level

This report will detail the stock items that a customer has purchased.

Customer Journal History

This report will give you the following options:
Date Range
Sort Order Code, Last Name
Group By Customer Type
Options 1 Customer/Page
Selection Range Code, Last Name, Customer Type, Company

This report will detail all transactions that have taken place with a specific customer.

Customer Points
This report will give you the following options:
Date Range
Sort Order Detailed, Summary, Current Points Total
Group By Customer Type
Options Transaction Type
Selection Range Code, Last Name, Customer Type, Company, Total Points

This report will detail each sale that has allocated points to a customer.

Customer Spending
This report will give you the following options:
Date Range
Options Customer Spending Report (Include Graph), Tender Limit Spending
Report (UD1, UD2)
Sort Order Code, Last Name, Spend Amount
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company, Location

This report will detail the totals that have been spent by each customer.

Best Customers
This report will give you the following options:
Date Range
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company

This report will display a list of the customers who have spent more than others.

Inactive Customers
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company

This report will display the customers who do not purchase any items.

Layby Transactions
This report will give you the following options:
Date Range
Group By Customer
Selection Range Code, Last Name

This report will display all transaction related to the layby of a customer, including
payments.

Layby Report
This report will give you the following options:
Laybys Started Date Range
Expiring Date Range
Location

This report will display the details of a layby by all customers in its current state.

Customer Invoices
This report will give you the following options:
Date Range
Select Printer Windows Default, Receipt
Options Show Only Customer Invoices, Consolidated Invoices
Selection Range Code, Last Name, Company, Invoice

This report will enable you to send an A4 invoice to the customer for payment of
goods on account. You can see the Invoice Total, Amount Paid and Balance Due. The
header will only show the Email, Phone/Fax if they exist.

Customer Trial Balance

This report will give you the following options:
Aging Date
Group by Customer Type
Sort Order Code, Last Name
Report Options Aging Type-All Customers, 30/60/90 Days/Monthly, 7/14/21
Days, Summary
Selection Range Code, Last name, Customer Type, Company, Location

This report will display the totals of accounts for each customer over a period.

Customer Account Transactions

This report will give you the following options:
Date Range
Group By Customer
Options 1 Customer/Page
Selection Range Code, Last Name, Company, Location

This report will detail the transactions that have taken place with customers as
payments or purchases.

Customer Statement
This report will give you the following options:
Statement Type Account Activity, Account Invoices, Layby
Sort Order Code, Last Name
Options Aging Date, Show Details, Outstanding Only, Show Delivery
Address, Balance is Running Total
Selection Range Code, Last Name, Customer Type, Company

This report will display a statement to the customer detailing the records of their
account.

Database Maintenance
Database Maintenance
This feature allows you to clear a terminals database of information that is really not
relevant to the day to day operations, or long term reports required to run a
business. It is not recommended to be run on all terminals as data will then be lost.

Add Press this button to create a new maintenance schedule.

Modify Press this button to modify an already existing maintenance schedule.
Delete Press this button to delete the highlighted maintenance schedule.
Copy Press this button to copy the highlighted maintenance schedule.

Maintenance Schedules
There are no schedules created by default, so you will have to add them before any
editing can be performed.

Go to Utilities > Database Maintenance.

Press Add to create a new Schedule.

Departments
Departments in Idealpos
Departments are used to group the Stock Items into manageable categories for
easier reporting, programming and modifying. You can access them by going to File
> Sales > Departments. Departments need to be created in Idealpos before you can
add Stock Items.

Departments are grouped by Sales Categories. Each Department must be linked to a

Sales Category before it can be saved. Idealpos creates 3 Sales Categories by default
in new databases, Food/Beverage/Miscellaneous. These can be edited to suit your
business needs.

Sales Categories can be accessed for editing by going to File > Sales > Sales
Categories.

Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.

There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.

The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.

Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.

Edit Departments
Up to 9,999 departments can be created in Idealpos. Any changes you make when
you modify a Department will automatically change the reports on all previous items
associated with that department.

If you delete a department from the list, all stock items associated with the
department will be deleted. You will be warned with a window to confirm.

When you want to add a new department, Idealpos will automatically assign the next
available code for that Department. This can be changed at your discretion while you
are initially creating the Department. Once you have saved the Department into the
database, you will be unable to change the code allocated to it.

The requirements for adding a Department are Code, Description and Sales
Category.

You can also link the Department to various Print Groups for use with kitchen
printing in a restaurant environment. If you have previously linked a Department to
a Print Group and wish to remove it, press the X button to the right of the Print
Group field.

Sales Prompt / Inhibit Pre-paid Sales

This option allows you to Inhibit Pre-Paid Sales of items within this Department. It
also allows the Department to be selected when used in conjunction with Yes/No
Options to facilitate additional features.

There are 2 Yes/No Options that can be triggered with this selection, which are
Force Sale Type on Specific Departments and Prompt for Reference on Specific
Departments.

Force Sale Type on Specific Departments

Once you have selected the Department, go to Setup > Yes/No Options > POS
Screen > Force Sale Type on Specific Departments.

When you sell an item from the selected Departments and have not entered a Sale
Type, POS will prompt you to enter one.

Prompt for Reference on Specific Departments

Once you have selected the Department, go to Setup > Yes/No Options > POS
Screen > Prompt for Reference on Specific Departments.

When you sell an item from the selected Departments and have not entered a
Reference, POS will prompt you to enter one.

Direct Department Sale

A department can have sales associated directly with it, whether with an open or
pre-set selling price. If a pre-set selling price is to be associated with the
department, this can be entered into the corresponding fields in the department
window by going to File > Sales > Departments.

A department may also have a Rate associated with it. This is a Direct Department
Sale. Once an amount is entered a unit measurement can be back calculated from
the amount entered.

Create a Direct Department Sale

Go to File > Sales > Departments > Add.

Fill in the Description. (E.g. FUEL SALES)

Select the Sales Category and Print Group if required.
In the Direct Department Sale section, fill in the Rate (e.g. 1.452) and per (e.g.
Litre).
You have the option to fill in the Price as this will not prompt you to enter an amount
during the sale. The Price is a default value if you did not enter any value on the POS
Screen, in this case we will not fill in the Price.

You will need to create a Department button.

Go to Setup > POS Screen > POS Screen Layouts > Buttons > select a blank button
> function: Department.

Now you can perform a sale. Go to the POS Screen and enter the dollar value of the
item you are selling, and then press the FUEL button.

The receipt will print the dollar value of the department.

Stock Item Points

This section of the Department configuration performs advanced settings on all Stock
Items linked to this Department. Not all options are available without the addition of
third party software that uses these fields.

Inhibit Points Accrual This function will not allow the allocation of points of any
Stock Items that are linked to this Department.

Inhibit Purchase with Points - This function will not allow purchases to be made
using the Pay by Points Tender on items that have been sold from this Department.
If you attempt to use the Tender with these items you will get a message informing
you this is not possible.

Print Promotional Tickets This function will print promotional tickets ONLY when
a Customer is selected for the sale on stock items linked to this Department. The
Promo Ticket will print Department Name, Date/Time and Customer Details.

Promotional Group This function is used exclusively for third party applications
that link to a number that corresponds with data used in their program. Any stock
items linked to the Department will activate the trigger depending on the external
software settings.

Department Related Reports

Department Sales
Go to Reports > Sales > Department Sales.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By POS System, Sales Category, Location
Options Include Graph
Selection Range Code, Description, Sales Category, Location, POS System

This report will provide a breakdown of each Department sales. This report is able to
be printed to the receipt printer by using the relevant function in the POS Screen
programming.

Department Sales Trend

Go to Reports > Sales > Department Sales Trend.

This report will give you the following options:

Date Range
Sort Order Code, Description
Report Layout Daily Trend Report, Monthly Trend Report, Include Graph on
Report
Selection Range Code, Description, Location, POS System

This report will display the Department sales breakdown over a selected range.

Discounts
Discounts in Idealpos
There are 5 different types of discounts Idealpos can perform. Customer Types,
Automatic Customer Discounts, Customer Date Function Subtotal Discount can be
allocated an automatic % (Percent) Discount. Other discounts can be either %
(Percent) or $ (Dollar) and will work for both Item and Subtotal Discounts.
Promotions can also offer discounts and these are detailed further in the Promotions
section of the Help Guide.

Permissions can be set on all discounts to allow staff access to the discount type you
want them to use.

Discounts can be calculated on the fly and displayed on the POS Screen to give staff
correct subtotals to quote to the customer.

Any discounts that are processed through a sale will display in the Financial Report,
itemized with the discount function that you selected for the discounted items.

Discount Settings
There are a number of settings that can be used to set up how Discounts behave and
display.

Functions
Go to Setup > Functions > Item Discount 1, 2, 3, 4/ST Discount 1, 2, 3, 4 > Edit
Description to be what you want for each > Save. Discount amounts are not
configured in this area, however these descriptions are what gets displayed on
reports.

Yes/No Options
If you have entered Subtotal Discounts but would like to add items to the same sale
that do not get discounted, you can by selecting an option.

Go to Setup > Yes/No Options > POS Screen.

Discounts and promotions can be separated from applying by selecting an option to

not inhibit Promotions when discounts are not allowed.

It is possible to use more than one Subtotal discount in a sale.

Go to Setup > Yes/No Options > POS Screen.

To enable you not to lose too much money to allowing discounts and promotions,
you can set an option to calculate promotions before applying discounts.

It is possible to display the discounts calculated on items throughout the sale at the
bottom of the POS Sales Screen. The discounted amounts for Promotions will be
calculated in this figure, but will not display as a promotion until the sale is finalized
and you enter the tender.

Go to Setup > Yes/No Options > POS Screen.

If you want the Subtotal discounts to be allocated equally by percentage across all
items within the sale, select this option.

Go to Setup > Yes/No Options > POS Screen.

Warnings can be issued when discounts are going to discount the item below its cost.
This will display a window allowing the operator to decide if they want to continue
with the sale.

Go to Setup > Yes/No Options > POS Screen.

This option is used if you would like your receipts to print each Subtotal Discount
applied to each item.

Go to Setup > Yes/No Options > Receipt/Kitchen.

The Journal History will display the discount against each item regardless of this
setting.

If you want to only allow the Customer Type Discount when the Customer is
redeeming their accumulated points, go to Setup > Yes/No Options > Customers.

Discounts can be inhibited by Stock Item simply by selecting the Inhibit Discounts
option. If you try to discount an item that has this option ticked, you will be
prompted with a screen informing you that the item is unable to be discounted.

Go to File > Stock Control > Stock Items > Modify each item you want to inhibit
discounts on > General > Other Settings.

This function will inhibit the following discounts:

Subtotal Discounts (%) Normal, Sales Category and Department

Item Discounts ($, %)
Item Surcharge (%+ Item Button)
Customer Auto Discounts
Customer Type Auto Discounts
Promotions (All)

POS Screen Buttons

Go to Setup > POS Screen > Layouts > Buttons > Select appropriate buttons >
Select either Item Discount or ST Discount. Some Discount buttons you may want to
program to be in an Admin area, whereas other you will want to allow all staff have
access.
Item % Discount
Automatic Text
Percent Discount
Item Discount
Automatic %

- Enter a specific Discount description to be used.

- Must be selected.
- Select from the 4 Item discount Functions available.
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit
- Enter a number that is the limit of this discount type.
Maximum $
- Regardless of the discount given, no Item can be discounted
by more than this amount.

Item $ Discount
Automatic Text
- Enter a specific Discount description to be used.
Dollar Discount
- Must be selected.
Item Discount
- Select from the 4 Item discount Functions available.
Automatic $
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit $
- Enter a number that is the limit of this discount type.

Subtotal % Discount
Automatic Text
- Enter a specific Discount description to be used.
Percent Discount
- Must be selected.
Subtotal Discount
- Select from the 4 Item discount Functions available.
Automatic %
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit
- Enter a number that is the limit of this discount type.
Maximum $
- Regardless of the discount given, no Item can be discounted
by more than this amount.

Subtotal $ Discount
Automatic Text
- Enter a specific Discount description to be used.
Dollar Discount
- Must be selected.
Subtotal Discount
- Select from the 4 Item discount Functions available.
Automatic $
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit $
- Enter a number that is the limit of this discount type.

It is possible to set a Subtotal Discount to apply only to a Sales Category for items
within that sale. To set this up it is done when programming the button and using
the Automatic Text field. The field must contain SC1 for Sales Category 1, SC2 for
Sales Category 2 and so on.

Clerk Settings
Clerks can be permitted to perform or inhibited from using Item and/or Subtotal
Discounts. Admin Clerks will need to be individually selected to allow or inhibit. Go to
Setup > Clerks > Modify > Permissions.

Clerk permissions that are set by the User Link will need to be modified to allow or
inhibit. Go to Setup > Users > Select User (other than Admin) > Clerk Permissions >
POS. You have the ability to toggle the permissions for each individual Item or
Subtotal Discount.

Customer Settings
Customers can be given two different discounts. They can be given a discount as a
member of a particular Customer Type, or each individual Customer can be given
their own personal discount. Individual discounts given to a Customer will override
any Customer Type discount that Customer is linked to.

Customer Type Discount

Go to File > Customers > Customer Types > Modify > enter Auto % Discount
amount > Select POS Range if you wish.

Individual Customer Discount

Go to File > Customers > Customers > Add/Modify > General > Sales/Accounting >
Auto % Discount.

Item Discounts
An item discount can be either a $ or % discount that is activated only on a
particular item within a sale. You cannot use more than 1 Item Discount type on any
single item, but you can perform a Subtotal Discount on this, and all items within the
sale. If you try to discount an item more than once you will be presented with a
window informing you it cannot be discounted further.

When performing a Discount on an item, it is possible to enter a value to be used,

instead of the preprogrammed value for the button. In the example below, we
pressed the 10% VIP Item Disc button for one item, but we entered 0.5 before
pressing the Manager $ Item Disc, to only give a 50c discount to the second item.
This can be used for all discount buttons provided the value entered doesnt increase
higher than the upper limit of the button programmed.

Item Discounts are also subject to Lower Limits that will inhibit the total discount
amount able to be given to that item.

To configure these limits go to File > Stock Control > Stock Items > Add/Modify >
Advanced > Amount Override Limits.

If you try to sell an item below the lower limit, you will get a display window
informing you the Lower Limit has been reached.

Gift Vouchers with Item Discounts

When selling a Gift Voucher, you may wish to offer a certain value to the Customer
while only expecting them to pay for part of that value. Being able to perform an
Item Discount allows you to do this.

Enter a Gift Voucher with a value into the POS Screen. Enter the Item Discount value
you want to use against it.

Subtotal Discounts
Subtotal Discounts will discount either a % or $ amount you select on all relevant
items within the current sale. Idealpos calculates subtotal discounts individually on
each item within a sale, as opposed to calculating it on the total of all items.
Depending on the settings you choose will depend on how these discount display on
the POS Screen.

As with Item Discounts, you can manually enter a number that you want to give as a
Subtotal Discount using one of the buttons, provided it does not reach the upper
limits set for the discount button.

Customer Type Discounts

Customer Type Discounts are used to give a % Discount for all Customers who are
linked to a particular Customer Type. The discount is applied before Subtotal
Discounts, and after any Item Discounts and Price Level changes attributed to the
Customer.

In the example below the Customer Type has been given an Automatic 10%
Discount.

In the example below, you can see that the Customer Type Discount of 10% has
been applied after the Item Discount has been calculated.

Automatic Customer Discounts

Automatic Customer Discounts are used to give a % Discount to all individual
Customers that you designate. The discount will override any Customer Type
Discounts that have been applied. The discount is applied before Subtotal Discounts,
and after any Item Discounts and Price Level changes attributed to the Customer.

In the example below the Customer Type has been given an Automatic 20%
Discount, but the Customer has been given their own Auto 10% Discount.

In the example below, you can see that the Auto 5% Customer Discount has been
applied after the Item Discount has been calculated.

Discount Related Reports

Financial Report
Go to Reports > Financial > Financial Report.

This report will allow you to use the following options:

Date Range
Group By POS System, Clerk, Location, Site (Only available with HO & SM
Modules)
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Modules)

This report will display all financial information of the specific functions used for the
duration of the selected date range, and will detail the totals for each function that
has been recorded through the POS Screen. This report will not display any amounts
that have been entered as a Cash Declaration.

Financial Trend
Go to Reports > Financial > Financial Trend.

This report will allow you to use the following options:

Date Range
Group By POS System, Location, Graph
Options List, Comparison, Group (Hourly, Weekday, Daily, Weekly, Monthly,
Quarterly, Yearly), Filter
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)

This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.

Dry Cleaning Features

Dry Cleaning Features in Idealpos
Idealpos is able to print receipts that are used specifically in the Dry Cleaning
business. Generally when using Dry Cleaning, you will require special ink and paper
to ensure that when the clothing is being cleaned, that the paper doesnt disintegrate
or the ink run.

When items are added to the POS to be cleaned, for each item that is entered, a
small tab will be printed that gets attached to the clothing and it will contain details
of the receipt that has been saved and given to the Customer. This will later help to
keep all garments together and make them easy to find.

When Dry Cleaning features are activated, you are able to specify how many tags
are printed for a single item. An example of this might be a 3 Piece Suit. Although
it is one item, there are three physical items that will be cleaned and each will need
a tag. You set the amount of tags for each item directly on the Stock Item.

Dry Cleaning Configuration

Once the Dry Cleaning features have been activated, special configuration settings
need to be performed for it to work properly.

Yes/No Options
Go to Setup > Yes/No Options.

Miscellaneous Tab
Tick the option Dry Cleaning Features to turn the functionality on.

Receipt/Kitchen Tab
You must not select the option Accumulate Items on Receipt. If this option is
selected it will not print receipts or dates correctly.

You need to select Print Text on Bills/Receipt. If this option is not selected it will
not print receipts or dates correctly.

Tick the option Dry Cleaning Tabs print on Second Receipt Printer. It is possible to
use a Dot Matrix printer for the Dry Cleaning Tabs, and a Thermal printer for the
customer receipt.

Stock Items
Each Stock Item that is able to be cleaned needs to be set to use a set amount of
tags. Some items may be charged as a single item, but requires more than one tag.
Suits, pairs of items and sets all fall into this category.

Go to File > Stock Control > Stock Items > Add/Modify > Advanced > Miscellaneous
> Receipt Tabs. Enter the total amount of Tabs required for the item.

POS Screen
A button will need to be created so that you can enter the Pickup Date for the items.
Go to Setup > POS Screen > Layouts > Buttons.

You have the option to select Auto Days or Auto Minutes. If you have a default
cleaning time of 3 days, enter 3 in the day field. This will automatically set the
pickup day 3 days from when the customer brought the goods in.
In the Automatic Text field enter PICKUP DATE in capital letters.

As most Dry Cleaning businesses dont expect payment until the goods have been
cleaned and the customer returns to pick them up, it may be a good idea to create a
Customer button, to set up and use Accounts.

Dry Cleaning Printing

Printing Dry Cleaning Tabs and Receipts can be expensive due to the special paper
and ribbon requirements. The paper that is used is able to withstand the dry cleaning
process, and the special ribbon wont leach onto the clothing when it is wet.

There are two options to provide printing for Dry Cleaning. One option is Dot Matrix
Only, and the other is Dot Matrix &Thermal.

Dot Matrix Only

Using this option will print both the Receipt and all Receipt Tabs to the one printer.
The printer used must be able to use the Epson TM-U210B Emulation. Printers that
have been tested and verified are Epson TM-U210B and Bixolon SRP-275.

Configure the printer in Network Printers by going to Setup > Network Printers >
Add > Drag the Printer into the Receipt column.

Example of Receipt:

Example of Tag:

Dot Matrix & Thermal

Using this option will print a Receipt to the Thermal Printer and all Receipt Tabs to
the Dot Matrix printer. The Dot Matrix printer used must be able to use the Epson
TM-U210B Emulation. Printers that have been tested and verified are Epson TMU210B and Bixolon SRP-275.

Go to Setup > Network Printers > Add > Drag the Receipt printer into the Receipt
column. Add the Dot Matrix printer into the settings but dont drag it to a column.

Go to Setup > POS Terminals > Modify > Receipt Printer tab > Receipt Printer. The
Thermal printer will already be configured from Network Printers.

Go to Second Receipt Printer.

Checkbox Tick the box to Use Second Receipt Printer.

Type Select Epson TM-U210B from the drop down box.
Connection Use the drop down box and scroll to the bottom to select the DOTMATRIX printer configured in Network Printers.

This combination will result in the receipt printing to the thermal printer and the tabs
printing to the Dot Matrix printer. When the tabs are printed, there will always be a
feeder docket that prints before the first tab. There is no way to stop this from
occurring. See the examples below.

Example of a Receipt:
feeder and Tab

Example of blank

Using Dry Cleaning Features

Start a sale and add a Customer to the sale, either by adding them to your database
or selecting one from the list.

Press the Pickup Date button to select a date they will be ready. If you wish you can
select a time.

Note First Use of this function will require you to tick the Send Date checkbox in
the top left of the date window. This allows the date to be displayed on the receipt
and will stay on for each subsequent transaction.

The Pickup Date will be added to the sale screen.

Finalize the sale and select Account.

The receipt and all tabs for the required items will print to the respective printers.

EFTPOS
EFTPOS Button Functions
Go to Setup > POS Screen > POS Screen Setup > Select Layout > Buttons.

These buttons are available for different types of EFTPOS. Not all EFTPOS types will
be able to use any or all of these buttons. Some types will have the functionality on
the Pinpad only.

EFTPOS CashOut
This function will provide a CashOut facility without performing a transaction to the
specified Tender while using Integrated EFTPOS.

EFTPOS Functions
This function provides the ability to use advanced functions on the Integrated
EFTPOS facility.

EFTPOS Re-Print
This function will allow you to reprint a previous EFTPOS transaction receipt.

EFTPOS Settlement
This function will settle the EFTPOS at the end of trade.

Tips In
This button will allow for Tips to be entered on selected EFTPOS transactions.

Bar Tab PreAuth

This function allows you to PreAuth a dollar value to a Bar Tab before any items can
be added to it. It will ensure that value is locked from the card and if the customer
leaves without paying, the full amount of the sale will be able to be charged to
customers card regardless. This function will only work with the TYRO Integrated
EFTPOS facility.

Bar Tab PreAuth Void

This function will remove the value locked from the PreAuth in the event the
customer no longer wishes to use the Bar Tab. This function will only work with the
TYRO Integrated EFTPOS facility.

Chase Paymentech
Chase Paymentech is available for Canadian customers only. We recommend
researching this additional software before attempting to configure it.

Configuration Settings
Go to Setup > User Registration. Ensure you POS Terminal has been licenced for
EFT. The EFT Option enables the Chase Paymentech Interface on this POS Terminal.

Go to Setup > POS Terminals > Modify > EFTPOS > Set the EFTPOS Type to EMV
DataCap > In the EMV DataCap settings, enter the COM Port, Merchant ID, Terminal
ID, Host IP Address, Port Number and Pad Type.

Additional Software
You will need to install NetEpay software from DataCap. This software will need to be
licensed before you can use Chase.

More information can be found by visiting http://www.datacapsystems.com/netepay.

EFTPOS Tenders
Go to Setup > Functions > Modify a Tender and tick EFTPOS.

Tendering a Sale on Chase Paymentech

To enter a sale and finalize on the EFTPOS tender:

Start Sale and enter item/s > Press Enter to finalize >Select EFTPOS.
When the EFTPOS Transaction finalize screen appears, press Process.

Wait for the transaction to process.

If the transaction is successful, you will see an Approved message. 2 Receipts will
be printed automatically to the receipt printer.

Tendering a Sale using the Manual Account

Entry Function
To enter a sale and process the EFTPOS transaction using the Manual Account Entry
Function:

Start Sale and enter item/s > Press Enter to finalize >Select EFTPOS.
When the EFTPOS Transaction finalize screen appears, click on Manual Account Entry
and press Process.

The EFTPOS terminal will ask for the Card Number so no card swipe is necessary.

Other Chase Paymentech Functions

Voice Authorized Transaction
To perform a Voice Authorized Transaction, enter a sale as normal. After pressing the
EFTPOS tender, tick the Voice Authorized Transaction option and you will be
prompted for an Authorization Code:

Void Mode Transaction

To perform a void mode transaction > Press Void Mode > Enter Sale as normal
>Press the EFTPOS Tender.
You will need to enter the Reference number from the Receipt of the transaction you
are voiding.

Close Batch
At the end of each shift, the operation will need to perform the Close Batch function
and then perform an End of Shift so both of the figures can be balanced for that
shift.

To perform a Close Batch > Click on EFTPOS Functions.

Click on Get Batch Summary.

You will see a Batch Number, Count Number and Total Amount. Press Close Batch to
complete the process.

If successful, you will see a Success Message.

DPS
DPS is available to New Zealand and Australian customers only. We recommend
researching this additional software before attempting to configure it.

Installation
The latest version of the DPS software is available from the website. Download the
version and ensure it is installed on all terminals that are to use it.
http://www.paymentexpress.com/index.html. Different terminals will require
different software which is linked at the bottom of the page.

Open the installation file and a welcome window will open, press Install.

Scroll to the bottom of the agreement as you read it and select Yes, I Accept.

You will be prompted with a screen ensuring the Pinpad is connected and on. The
Pinpad should display Initialising on the screen. Press OK to continue. Once the
installation is completed the Pinpad will display EFTPOS.

Configure Idealpos
Once the Terminal and Software has been installed you can configure DPS to work in
Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with Zintel > EFTPOS tab >
Select DPS as Type > Make other selections as required.

Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.

**Important Note**
Network printers must be used when using this EFTPOS type. Printers
installed to windows or direct COM port will not function.

Restart Idealpos before attempting to perform any transactions through the DPS
system.

Mercury (Non-EMV)
Mercury is available for US customers only. We recommend researching this
additional software before attempting to configure it.

Configure Idealpos
Registration
Go to Setup > User Registration. Ensure you POS Terminal has been licenced for
EFT. The EFT Option enables the Mercury Interface on this POS Terminal.

POS Terminals
Go to Setup > POS Terminals > Modify > EFTPOS > Set the EFTPOS Type to Mercury
(Non-EMV) > Select other options which may be required > Proceed to Mercury
(Non-EMV) settings.

Go to Setup > POS Terminals > Modify > EFTPOS > Mercury (Non-EMV).

Connection -

If required enter the COM Port to connect to the device.

Debit Merchant ID -

Enter this detail if advised by your installer.

Credit Merchant ID -

Enter this detail given to you by your installer.

Credit Servers entered.

By default x1.mercurypay.com;b2.backuppay.com will be

U.S. Integration - Select this checkbox when using this integration in the USA.
Use Magtek IPAD Select this checkbox if you are using the MagTek IPAD
PinPad. If selecting this option you must select to use U.S. Integration.

EFTPOS Tenders
Go to Setup > Functions > Modify a Tender and tick EFTPOS.

Perform a Sale using Mercury

Start a sale and add items.

Press Enter and select EFTPOS as the Tender.

Swipe your card on the card reader.

Communication will occur and accept or deny the transaction.

If you want to use the IPAD Pinpad, press the Card Swipe button.

Communication will occur and accept or deny the transaction.

PC EFTPOS
PC-EFTPOS PTY LTD is the leading specialist supplier of Integrated EFTPOS payment
solutions in Australia. PC-EFTPOS is 100% privately owned Australian company,
based on Sydney's Northern Beaches. The company was formed in 1998 to provide
integrated EFTPOS and On-line Credit Verification (OCV) solutions for retailers who
require more than just a stand-alone terminal.

More information can be found by visiting their website - http://www.pceftpos.com/

Installation
Open the PC-EFTPOSSetup.exe file by double clicking it. The installation will start,
press Next.

Unless required to do so leave the default location and press Next to continue.

Select the Pinpad configuration and press Next.

If required you will need to check to install the EMS-Client Service, press Next to
continue.

Once you are sure you have selected everything press Install.

The installation will start to install.

The PC-EFTPOS Configuration Wizard will open before the installation is complete.
You do not need to run this wizard now as it can be run at a later stage. Press Next
to continue.

You can detect the EFT-Servers or Skip this step.

Select your bank from the list and press Next.

Select the COM Port you are using and the other options required and press Next.

You can setup the EMS Server Lite is you wish, but it is not required. If you choose
to install it you will need to enter the IP Address of the relevant PC. Press Next to
continue.

Select how the Pinpad will connect to the bank and press Next.

Add any other installation detail and press Next.

The configuration will be finalized and allow you to enter another one if required. If
not, press Next.

The installation will be finished, press Complete to exit.

Press Finish to complete the installation. A small Client, Server and EMS icon will
display in the taskbar.

Open the PC-EFTPOS Client by double clicking the icon. Remove all printer
preferences and press Apply & Close.

Configure Idealpos
Once the Terminal and Software has been installed you can configure Nitro to work
in Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with PC-EFTPOS > EFTPOS tab
> Select PC-EFTPOS as Type > Make other selections as required.

Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.

Restart Idealpos before attempting to perform any transactions through the PCEFTPOS system.

Quest
Quest is available to Australian customers only. We recommend researching this
additional software before attempting to configure it.
http://www.questpaymentsystems.com/

Configure Idealpos
Once the Terminal and Software has been installed you can configure Quest to work
in Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with Quest > EFTPOS tab >
Select Quest as Type > Make other selections as required > Enter the Terminal ID.

Using Quest
Start a sale and enter some items. Press the EFTPOS Tender.

A new window will open where you can enter a cash out figure, or just charge the full
amount.

The EFTPOS screen will open. On the device, swipe or insert the card.

The Customer will need to follow the prompts on the device and select the account to
use.

The customer will then enter their PIN.

The transaction will be approved and the sale finalised.

Depending on your printing settings, a receipt can be printed for each customer.

Skyzer Nitro
Based on Australias most dominant payment solution, and now with over 75,000
lanes installed, Nitro is an enterprise grade payment system for New Zealand that
runs in 20,000 lane supermarket chains, and can even be installed in single lane
sites.
With seamless integration of third party and proprietary gift card and loyalty
programs, and with over 200 Point of Sale Vendors already approved, Nitro is the
smart choice for integrated EFTPOS Machine in New Zealand.

More information can be found by visiting their website http://www.skyzer.co.nz/nitro.html

Installation
Open the SkyzerNitroSetup.exe file by double clicking it. The installation will start,
press Next.

Unless required to do so leave the default location and press Next to continue.

Select the Pinpad configuration and press Next.

If required you will need to check to install the USB driver, press Next to continue.

Once you are sure you have selected everything press Install.

The installation will start to install.

The Nitro Configuration Wizard will open before the installation is complete. You do
not need to run this wizard now as it can be run at a later stage. Press Next to
continue.

You can detect the EFT-Servers or Skip this step.

Select the COM Port you are using and the other options required and press Next.

Select how the Pinpad will connect to the bank and press Next.

Add any other installation detail and press Next.

The configuration will be finalized and allow you to enter another one if required. If
not, press Next.

The installation will be finished, press Complete to exit.

Press Finish to complete the installation. A small Client icon will display in the
taskbar.

Open the Nitro EFTPOS Client by double clicking the icon. Remove all printer
preferences and press Apply & Close.

Configure Idealpos
Once the Terminal and Software has been installed you can configure Nitro to work
in Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with Nitro > EFTPOS tab >
Select Nitro NZ as Type > Make other selections as required.

Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.

Restart Idealpos before attempting to perform any transactions through the Nitro NZ
system.

Smartlink
Smartlink is available to New Zealand and Australian customers only. We
recommend researching this additional software before attempting to configure it.
http://www.eposnz.co.nz/syncro/

Configure Idealpos
Once the Terminal and Software has been installed you can configure Smartlink to
work in Idealpos. You need to ensure the Idealpos registration includes the EFT code.
This will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with Syncro3 > EFTPOS tab >
Select Syncro3 as Type > Make other selections as required > Enter the Terminal ID.

Using Smartlink
Start a sale and enter some items. Press the EFTPOS Tender.

A new window will open where you can enter a cash out figure, or just charge the full
amount.

The EFTPOS screen will open. On the device, swipe or insert the card.

The Customer will need to follow the prompts on the device and select the account to
use.

The customer will then enter their PIN.

The transaction will be approved and the sale finalised.

Depending on your printing settings, a receipt can be printed for each customer.

Tyro
Tyro is available to Australian customers only. We recommend researching this
additional software before attempting to configure it.

Installation
The latest version of Tyro software is always available at
https://integrationdownloads.tyro.com/TyroTerminalAdapter/Current/Setup(TyroTer
minalAdapter).exe. Download the version and ensure it is installed on all terminals
that are to use it.

Once the download has finished double-click the setup file and select Run.

This will initiate the full system software download.

A welcome window will open. Follow the prompts and Tyro will install.

Select a time to allow the program to update. The format is in 24hr time.

Once Tyro has finished installing, click Finish and connect the hardware to the
terminal.

Configure Tyro
On the EFTPOS Terminal press Menu > Settings > OK > Terminal Info > OK.

The terminal will print all details including the Merchant ID and Terminal ID.

Tyro software can be accessed through the Windows Control Panel.

Click to open the Tyro Control Panel. There are 3 tabs used for the setup of the
EFTPOS, Configuration, Pairing and Printing.

Configuration Tab
Enter the Default Merchant ID > Default Terminal ID > POS System Name (If not
already entered).

Pairing Tab
This will display the current Pairing Status. There are two buttons, one to Commence
Pairing and one to Verify Pairing.

On the EFTPOS Terminal go to Menu > Settings > OK > Integrated EFTPOS > OK.

Authorize POS > OK > Enter the Admin Password TYRO > OK.

The key will be sent to the device. You must ensure the Tyro Pinpad is in the Ready
mode otherwise you cannot Pair the device.

Select Commence Pairing and a new window will open. This sends a request to the
Tyro data centre and back to the EFTPOS terminal. You have approximately 90
seconds to complete this setup.

Printing Tab
Select from one of the two options. Print from the Tyro Terminal or from the Default
Receipt Printer connected to the POS Terminal.

Configure Idealpos
Once the Tyro Terminal and Software has been installed you can configure Tyro to
work in Idealpos. You need to ensure the Idealpos registration includes the EFT code.
This will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with Tyro > EFTPOS tab >
Select Tyro as Type > Make other selections as required.

Allow Multiple EFTPOS Tendering Select to allow for multiple cards to be used
within the one transaction.

Automatically choose Tender Type based on Card Type This option allows for
POS to receive the Card Type from the EFTPOS terminal, and will apply that setting
to the Journal and Customer Receipt.

Enable Integrated EFTPOS post-transaction Tips This will allow for the
operator to add a tip to a transaction that has previously been processed. Used
commonly in restaurant/bar tab scenarios. This option must be selected if you want
to do tipping of any kind with Tyro.

Only print 2 receipts if Signature Required This will allow you to save paper by
only printing an extra receipt where a signature is required.

Go to the Receipt Printer Tab > Empty Lines Section > Enter Value > Exit and Save.
The Empty Lines value affects the printing of the EFTPOS receipt when using the
Print EFTPOS Receipts Locally option in the Tyro Control Panel.

Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.

Tipping Go to Setup > Functions > Received on Account > Enter Description and ensure it is
not selected for Gift Voucher or Credit Note.

On the Tyro Pinpad go to Menu > 5 Settings > 10 Tipping > 1 Enable Tipping >
Restart Tyro Pinpad by holding down the CORR button.

Tyro Enabled Buttons

Tyro can use the following Button Functions.

EFTPOS Functions - EFTPOS Functions Button will print out a Tyro summary report.

EFTPOS Settlement - EFTPOS Settlement Button will perform a settlement on the

Tyro terminal & print out the summary for the day.

Before using Tyro with Idealpos

Restart Idealpos before attempting to perform any transactions through the Tyro
system.

Perform a Sale using Tyro

Start a sale and add items to the POS.

Press Enter and select an EFTPOS linked Tender.

The Tyro interface will open, swipe or insert card.

The Customer selects the Account. As we have selected MasterCard as the Tender, it
should be a Credit Account.

The Customer enters their PIN or selects to Sign.

The Tyro status box will attempt to process the transaction.

The transactions will then be processed and Approved or Declined.

If selected, a receipt will print for the EFTPOS.

If selected, a receipt will print for the item.

Tipping
There are two ways that tipping can be applied to a transaction when using Tyro. The
first way is to add an amount on the Tyro Pinpad when prompted. The second way is
to Post-transactions Tips, which is adding tips to the transaction after the customer
has left the premises and the sale has been closed.

You cannot have the following Yes/No Options selected when using Tipping with
Tyro.

Allow Multiple EFTPOS Tendering

Automatically choose Tender Type based on Card Type

Add Tip during Transaction

Start a sale and select EFTPOS (or other EFTPOS related Tender) > Swipe the
customer Card.

Select the Account.

Customer selects their account.

The Pinpad will prompt them to enter a tip or press Skip.

Enter the PIN or press Sign.

The Pinpad will show Approved and the screen will display a message box. An
EFTPOS receipt will print for your records.

Once you select OK, a receipt will print for the customer. It will detail the Tip on both
the Idealpos and EFTPOS receipt.

Add Tip Post-transaction

Start a sale and select EFTPOS (or other EFTPOS related Tender) > Swipe the
customer Card.

Select the Account.

The Customer presses Skip.

Customer enters their PIN or presses Sign.

The transaction will be approved and the screen will display a message box. An
EFTPOS receipt will print for your records. The customer can Sign it and enter a tip
amount.

A receipt will print out for the customer excluding any tips.

Enter the amount the customer left as a tip and press the TIPS IN function you
created.

The Journal Enquiry will open where you select the transaction the tip must be
allocated to. Highlight the transaction and press Apply Tip.

A receipt will be issued that should be stapled to the receipt the customer entered
the tip onto.

Using Tyro for Bar Tab PreAuth

This function allows a PreAuth to be run and voided on Bar Tabs. You will need Tyro
Adapter v1.2.17 and above.

Open a Bar Tab customer.

Enter an amount you want to PreAuth to the Bar Tab and press the PreAuth button.

Confirm this is the amount you want to PreAuth and press Yes.

The Customer will be required to Swipe/Insert Card. The transaction will take place
and put a lock on the card to value selected. A receipt will be printed for both the
business and the customer detailing the Bar Tab amount.

The POS Screen will update to display the PreAuth Reference and value.

The next time you open the Bar Tab the PreAuth value will be displayed in the
bottom-left corner of the sales screen.

Enter items and save them to the Bar Tab as normal.

When a PreAuth has been set on a Bar Tab, the PreAuth will act as a Credit Limit,
and you cannot add items above this value.

Once the Customer wishes to finalize the Bar Tab, open it and press the Pay Bar Tab
button.

Press Enter to go to the Tender Screen and select EFTPOS. A message will display
confirming you wish to pay the Bar Tab using the PreAuth.

Voiding a PreAuth
If the Customer does not want to use the Bar Tab, or you have made a mistake and
want to void the amount, you can do that. Open the Bar Tab with the PreAuth
amount.

Press the Bar Tab PreAuth Void button.

Press Yes to confirm you want to void the PreAuth.

All PreAuth and PreAuth Voids are recorded in the Journal.

Tyro Pay@Table Support

Pay@Table requires a special handset from Tyro, this is not an EFTPOS Pinpad.

Settings
Contact Tyro to give them the IP Address of the terminal that will be connected to
the Pay@Table Pinpad. This terminal should be the one that runs the POSServer.

Global Options
Go to Setup > Global Options > Miscellaneous > POSServer.

Go to Setup > Global Options > Interfaces > Tyro Pay@Table Interface.

Tyro Tender: EFTPOS

POS Master #: Enter the POS that sales will be recorded on.
Tyro Tips: Select the Received On Account for tips.
Checkbox: If required tick If Exists, Auto choose Tender Type Based on Card Type

Save all settings.

POSServer
Open POSServer > Options > Interfaces > Tyro Pay@Table Interface.

Port: By default it is 8026. Do not change this unless you are advised to.
Password: Enter a password which you give to Tyro to configure in the Pinpad.

Vault
Vault is available to New Zealand customers only. We recommend researching this
additional software before attempting to configure it.

Installation
The Vault DLL is deployed within Idealpos and will automatically be selected when
the Vault Typos is activated in Idealpos. The DLL will be updated by Sektor when
necessary.

There are no installation files that need to be installed for Vault. Proceed to the
Configure chapter to set Vault up for use.

Configuration Settings
You need to ensure the Idealpos registration includes the EFT code. This will need to
be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.

Vault is configured through Idealpos.

Go to Setup > POS Terminals > Modify > EFTPOS > Type > Vault.

Select the choices you wish to apply and then press Configure. The Configure button
will only be visible the first time that Vault is selected as an EFTPOS type. If you
need to configure Vault again or change a setting you can right click on the V icon
in the task bar.

When the configure window opens, you need to select Yes or No to continue.

Select the method that will be used to communicate with the Pinpad. You must
select IP Network (Ethernet).

IP Network
Enter the IP Address or DNS name of the Pinpad and press done.

Connection
Once the connection has been made a window will display the receipt printing
details. Idealpos will ONLY print receipts for Vault using Network Printers.

You can print a Test Receipt if required.

A receipt will be sent to the default receipt printer for the terminal being configured.

Example of Printer Test.

Confirm the receipt was printed.

Position the window where you want it to be while processing transactions and press
OK.

Unless directed, select to use Default Settings.

If you want to make choose settings, the following options are allowed.

Perform a Sale using Vault

Start a sale and add items.

Press Enter and select EFTPOS as the Tender.

The Vault screen will open. Insert/Swipe card or enter the Card Number.

Select the Account.

Enter the PIN.

Vault will process the transaction.

Screen will display Accepted or Declined.

Zintel Hypercom
Zintel Hypercom is available to New Zealand customers only. We recommend
researching this additional software before attempting to configure it.

Installation
The latest version of the Zintel software is available from the website. Download the
version and ensure it is installed on all terminals that are to use it.

Open the installation file and a welcome window will open. Follow the prompts and
Zintel will install.

Select the checkbox if you agree with the licence agreement and select Next.

Select the features that you want to install (should be able to install all) and press
Next.

Confirm that you are ready to install the software and press Install.

The Zintel software will be installed.

Once the installation has finished click on the Finish button.

Once the installation has finalized the Zintel Connector will be running and be visible
in the task bar.

Configure Zintel
On the EFTPOS Terminal press Menu > Settings > OK > Terminal Info > OK > the
terminal will print all details including the Merchant ID and Terminal ID.

The Zintel Connector will be running in the taskbar. Right-click on it to access the
settings and ensure the printer is set to POS. When using Zintel with Idealpos,
receipt printers MUST BE configured through Idealpos Network Printers.

The Zintel Connector will pair with the pin pad automatically. If there are issues with
the connection the Zintel Connector will display the problem in the taskbar icon.

Configure Idealpos
Once the Zintel Terminal and Software has been installed you can configure Zintel to
work in Idealpos. You need to ensure the Idealpos registration includes the EFT code.
This will need to be ordered through Idealpos.

Go to Setup > User Registration.

Go to Setup > POS Terminals > Modify the terminal/s with Zintel > EFTPOS tab >
Select Hypercom as Type > Make other selections as required.

Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.

**Important Note**
Network printers must be used when using this EFTPOS type. Printers
installed to windows or direct COM port will not function.

Restart Idealpos before attempting to perform any transactions through the Zintel
system.

Perform a Sale using Zintel

Start a sale and add items to the POS.

Press Enter and select an EFTPOS linked Tender.

The information will be sent to the Pin Pad where the transaction will be completed.

If a signature is required you will be prompted to confirm that it is ok.

Once the signature is approved the sale will be finalized.

If there are any errors with regards to the processing of the transaction you will get
a message on screen.

Employee Log
Employee Log in Idealpos
Idealpos has the facility to record and keep track of each employee in regards to the
hours that they are at work. The Employee Log will keep track of when clerks log on,
log off and take breaks. For added security, clerks can be assigned with custom
passwords. Managers and Supervisors can have the ability to edit the Employee Log
if needed.

The employee log can be printed out to assist in calculating payroll details. Idealpos
can also calculate the labour cost of an employee by their hourly rate and the
amount of time that they are at work (minus any breaks).

Employees can log in or out with a Number, Swipe Card or RFID. Employees can be
assigned a Cash Drawer which will be allocated to only them for the duration of a
shift.

Setting up Employee Log

Each clerk you want to use employee log will need to be modified before you can
start using this facility for them.

Go to Setup > Clerks > Add or Modify a Clerk > Employee Details > Tick Use
Employee Log > Enter a password if you wish > Select the Hourly Rate (only applies
if you have the option Employees use hourly Rate instead of Commission selected
> Save.

Employee Log Options

There are various options that can be selected which will change the way Idealpos
handles employee logs.

Go to Setup > Yes/No Options > Clerks.

Employee Log Clerk Log onto sale Select this option to make the clerk log
on to a sale after they have logged themselves on for the shift. This ensures

that a clerk doesnt log on, and leave the terminal unattended while still
logged in, resulting in theft.
Employees use Hourly Rate instead of Commission Select this option to add
a default hourly rate value when assigning clerks labour costs.
Print Docket when Employee Logs Out Select this option to print a shift
receipt to the receipt printer. This can be then be used for verification with
the supervisor on the shift.
Select Dynamic Employees with Grid Select this option to have a grid of all
available employees displayed on screen for fast selection.
Dynamically assign Employee Login Codes Allows the employee to be
assigned to a drawer each shift.
Inhibit Breaks option on Employee Log - This option will not record or allow
the employee to record any breaks during their shift. The only options
available to them will be to Log In or Log Out.

Go to Setup > Yes/No Options > Home Screen.

Show Employee Log on Home Screen If using the Home Screen, this option
will toggle the display and access to a Time Clock. This can be used to allow
staff with no need to access the POS Screen the ability to log in.

Employee Log Button

For clerks to be able to log on, log off and go on breaks, they will require an
Employee Log button. Go to Setup > POS Screen > POS Screen Setup > Select
desired Layout > Buttons > Select a blank button > Choose Employee Log from the
function menu > Save.

Using Employee Log

There are 3 main functions of the Employee Log. These are Log in, Take Break and
End Shift.

Employee Login
Enter the clerk login code to the sale window.
If you have not set a password, you will be logged on to your shift
automatically.
If you have set a password, a window will open. Enter your password and
click on the LOG IN button.

Depending on the selected options, you may be logged into a sale, or you may need
to log in to perform a transaction.

Employee Take Break

You have the flexibility to start or end a break at any time during a shift. More than
one break can be taken in a single shift. Enter your clerk number and press the
Employee Log button > Enter the password > Click Start Break button to begin your
break.

When you want to end your break enter your clerk number and press Employee Log
button > Click End Break.

Employee Log Off

Enter the clerk login code to the sale window.
If you have not set a password, you will be logged on to your shift
automatically.
If you have set a password, a window will open. Enter your password and
click on the LOG OUT button.

Yes/No Option Inhibit Breaks option on

Employee Log
This option will not record or allow the employee to record any breaks during their
shift. The only options available to them will be to Log In or Log Out.

Edit Employee Log

The employee log can be overridden at any time with the Edit Employee Log
function. You have the ability to Add, Modify or Delete any shifts or breaks taken by
each employee. It is generally used when an employee has forgotten to log out at
the end of their shift, or was working but hadnt yet needed to use the POS, and
therefore had not logged in.

By default, anyone has access to the Edit Employee Log function. It is a good idea to
limit access to this utility. Any changes that get made will be recorded in the Activity
Log.

To access the Edit Employee Log function go to Utilities > Edit Employee Log.

Add a new Shift or Break

Open the Edit Employee Log function.

Select the Add button.

Select a Clerk by entering their login code > Select either Shift or Break > Select the
Start and End times to apply the log > Press Save.

The details will display in the window of the selected clerk.

Modify a Shift or Break

Open the Edit Employee Log function > Enter the Clerk Code you want to modify and
select a Date Range > Press Search to display the log.

Highlight the Shift or Break you want and press Modify > A new screen will open
where you can select the new Start and/or End times of the Shift or Break.

Make any required changes and press Save > the log will now be updated.

Delete a Shift or Break

Open the Edit Employee Log function > Enter the Clerk Code you wish to delete a
Shift or Break from, select a Date Range and press Search > Highlight the Shift or
Break in the Log.

Press Delete and Confirm.

The Deleted entry will no longer be displayed in the log.

Employee Related Reports

All Employee Reports can be found by going to Reports > Employees.

Employee Log
This report will give you the following options:
Date Range
Sort Order Code, Description
Options Summary, Currently Logged On
Selection Range Clerk Code, Clerk Name

This report will display the times that have been recorded by the employees for their
work.

Employee Labour Cost

This report will give you the following options:
Date Range
Sort Order Code, Description
Selection Range Clerk Code, Clerk Name

This report will break down the cost the employee is to you for the hours they work,
provided that there are no more than 1 rate of pay.

Labour Cost Trend

This report will give you the following options:
Date Range
Report Type Hourly Weekly

This report will detail the labour cost against the total sales.

End of Shift
End of Shift in Idealpos
The End of Shift function is used to reconcile all tender types used for the shift
period (The period of time since the last end of shift function) that were collected. It
will report the totals and variances between the expected amount totals and the
actual counted totals, if they have been entered. Any variances in the totals will be
printed out on the Cash Declaration that prints to either the Windows or Receipt
printers. The report is recorded in the database for referral and can be accessed
again if required.

Any terminal that processes a sale of any type and tender will need to perform an
End of Shift at the end of the day to balance the totals. End of Shift does not
accumulate all terminals together; therefore each terminal will need to run the
procedure individually.

The End of Shift function can be controlled by User and Clerk Permissions. There are
a number of Yes/No Options that can also be selected that can change the way the
function behaves.

This function is also used with a Float Count. This will require the clerks to enter the
amount of money in the drawer at the start of their shift. Later when the End of Shift
report is printed, the figures will work out the totals less the float that was entered.

Use of the End of Shift and Float Count functions are not mandatory, but are highly
recommended for installations that require accountability and financial stability.

End of Shift Settings

POS Screen Buttons
End of Shift Function
The End of Shift function is programmed onto a button anywhere on the POS Screen.

Go to Setup > POS Screen > Layouts > Buttons > End of Shift > Select to Open
Cash Drawer if required > Save.

It is possible to perform the End of Shift on a remote terminal. This can be used
when using Ideal Handheld Sales (HHS) to count the amounts in the mobile float.
Enter the POS Terminal number in the Automatic Text field to create a permanent
function for the remote POS only, or, simply press the POS Terminal number before
selecting End of Shift.

Safe Drop Function

This function allows you to remove cash from the drawer to keep in the safe. This is
usually done in high turnover environments where excess cash can become a liability
and a target. The cash can be removed from the drawer, and the receipt printer will
print 2 receipts, 1 to go with the cash to the safe, the other to stay in the drawer to
add to the End of Shift.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Safe Drop.

Yes/No Options Settings

For each of these settings go to Setup > Yes/No Options > select required tab.

End of Shift Docket Only Shows Counted Amounts Selecting this option will
allow the staff to enter only what they count from the drawer, without knowing the
total amount expected. This will help to ensure the staff enters the correct amounts
and does not take any extra money. This option will also affect what the Journal
Enquiry will display. This option is located on the Clerks tab.

End of Shift Logs Clerk off Sale Selecting this option will log the Clerk off the
sale if you do not want a clerk logged on. If you use Compulsory Clerk this will
already be the case, but if one clerk stays logged on for the duration of a shift, this
will lock the screen and require a clerk entry before a new sale can commence. This
option is located on the Clerks tab.

Inhibit Cash Declaration Screen on End of Shift Selecting this option will
disable the Cash Declaration screen to enter counted amounts. This option is located
on the Clerks tab.

Allow Department Sales in Banking Report Selecting this option will print the
department sales totals at the bottom of the End of Shift. This option is located on
the Miscellaneous tab.

Inhibit End of Shift when Bar Tabs/Tables still open Selecting this option will
ensure that all Bar Tabs and Tables have been finalised before an End of Shift can be
performed. This option is located on the Miscellaneous tab.

Delay Cash Declaration Count Selecting this option will start the End of Shift
procedure, but allow staff to count the drawer away from customers in a safe
location. They can edit the Cash Declaration. This option is located on the Clerks tab.

Do Cash Declarations for each Clerk Selecting this option will give a sales total
for each clerk that logged a sale on this terminal during the period of the shift. This
will work more effectively if you have 2 cash drawers, 1 for each staff member. It
does NOT accumulate sales for the same clerk across different terminals. This option
is located on the Clerk tab.

Reset Centralized Order Number at End of Shift Selecting this option will
restart the order numbers you have selected for each POS Terminal, to start back at
that number ready for the next day/shift. This option is located on the POS Screen
tab.

Allow Float Entry for each Shift Selecting this option will open a Float Entry
screen, similar to the Cash Declaration screen, where staff can input the float that is
in their drawer to check the totals before starting. As soon as the End of Shift has
been run, if this option is ticked, a float will need to be entered before a sale can be
performed. This option is located on the Clerks tab.

Allow Cash Drawer open on Float Entry Selecting this option will open the cash
drawer if you close the drawer after each End of Shift. This option is located on the
Clerks tab.

End of Shift Clears Fast Clerk Buttons Selecting this option will clear all the
Fast Clerk buttons on the Home Screen ready for the next shift. This option is located
on the Home Screen tab.

Inhibit ability to End Shift on Different POS It is possible to force the End of
Shift function on a remote terminal. This can be used when performing sales through
the Handheld using Handheld Sales, or just to simply perform the function on a
remote terminal. Selecting this option will inhibit the function from being able to be
performed. This option is located on the POS Screen tab.

Confirm End of Shift This option will allow you to confirm that all data has been
entered correctly before finalizing the Cash Declaration.
If this option is not selected the End of Shift Cash Declaration will finalize with the
entered details. If need be you can edit the Cash Declaration by going to Utilities >
Edit Cash Declaration. This option is located on the Confirmation tab.

Confirm Float Count Entry This option will allow you to confirm that all amounts
entered are correct before finalizing the Float.
If this option is not selected the float will be calculated based on any or no entered
amounts. This cannot be edited.

Cash Declaration Settings

These are set per POS Terminal and need to be set individually.

Go to Setup > POS Terminals > Modify > Miscellaneous > Cash Declaration.

Print to Receipt Printer Will print the End of Shift report to the default receipt
printer of this terminal only.

Print to Windows Printer Will print the End of Shift report to the default
Windows A4 printer of this terminal only.

Dont Print Will not print a receipt or A4 report out.

Include Stock Item Sales Report Will print all Stock Items sold within the End
of Shift period at the bottom of the report. This can increase the length of the report
significantly.

User Settings
Go to Setup > Users > Select User (Other than Admin) > Modify > Clerk Permissions
> POS > End of Shift. Keep in mind that, although the user has access to the End of
Shift function, if the button is not programmed on a tab they have access to, they
will still not be able to use it.

Clerk Settings
You will only need to modify clerks that are linked to the Admin User, as all other
Users can be controlled through the User Settings. Keep in mind that, although the
user has access to the End of Shift function, if the button is not programmed on a
tab they have access to, they will not be able to use it.

Go to Setup > Clerks > Modify> Permissions.

Using End of Shift

From the POS screen select the End of Shift button. Idealpos creates this button on
the Admin page as default, but you may have placed it anywhere on your POS
Screen. Remember to select the appropriate permissions to use it.

Depending on the permissions you have set, by default the Cash Declaration screen
will open, where you enter the totals of each Tender used through the period. All
Tenders will be listed but you only have the options of editing most of them. Some,
like Accounts, are filled in based on the sales transaction throughout the day. If you
dont wish to fill the totals in now, there is a chance to fill the totals in later. You
enter the denominations for each tender directly into the corresponding field. With
the Cash tender, you can enter the total amounts of each denomination or just the
total amount.

If you have performed a Safe Drop, ensure that the total is added to the Cash Total
before finalising the End of Shift.

You can press the Calc button to open the windows calculator for adding up any
figures.

Once you have finished press OK and the details will be saved and printed.

A confirmation screen will open to confirm the action.

When printed, the report will detail the Total Sales, Tenders Used, Banking Amount,
Tax Amounts, Layby Payments, Credits, and the Expected, Actual and Variance
Totals.

Edit Cash Declaration

When you have selected to Delay the Cash Declaration, or the amounts counted
when the End of Shift was run are incorrect, you can edit the Cash Declaration and
re-print it.

Go to Utilities > Edit Cash Declaration > Select the report to edit > Select Print or
Edit.

When editing the Cash Declaration, you have the ability to make notes, adjust totals
and set the Float Count options.

If you have finished all the changes you want to make to the Cash Declaration, you
can Lock it, so that no further changes can be made.

WARNING This option is final and no further editing of the selected Cash
Declaration will be accessed.

Float Count Entry

The Float Count Entry function is used to enter a float into the drawer before any
sales takes place. This ensures the staff is responsible for the totals in the drawer
before the shift starts.

If you have not used this function before, you will need to perform an End of Shift to
activate the Float Count Entry for the first time.

When the Clerk first logs into the POS Screen, the Float Count Entry will display.
Either enter the total value for the float, or use the denomination values to enter
each in correctly.

You can be prompted to confirm the entry as this will affect financial details.

A receipt will print to the receipt printer which can be placed in the drawer to confirm
the staff member counted the drawer properly.

When an End of Shift function is run, POS will reduce what it expects from the Cash
Tender to the value of the Float Count.

epay Interface
epay
epay, a Division of Euronet Worldwide, Inc. (NASDAQ: EEFT), is a global prepaid
product provider and distribution network enabling service providers to maximize
the sales of their products and services. epay delivers innovative and tailored
electronic payment, cash collection solutions including POS systems integration, a
full settlement and reporting service and full marketing and distribution service
support.

Idealpos epay Setup

Before you can use epay, you will need to configure settings in Idealpos.

Images
You need to download all the images and save them to each terminal which will be
using epay. These images are used on the voucher style receipt given to the
customer. Extract and Save them in the pictures folder - C:\Program Files\Idealpos
Solutions\Idealpos 6.0\Pictures

All the images can be downloaded from

www.idealpos.com.au/downloads/files/epayImages.zip

Global Options
Go to Setup > Global Options > Interfaces 2 > epay Interface.

Primary Server: Leave blank. It will use Australia/New Zealand server address by
default.
Secondary Server: Leave blank. It will use Australia/New Zealand server address
by default.
Username: Supplied by epay.
Password: Supplied by epay.
Retailer ID: Supplied by epay.
Store ID: Supplied by epay

POS Terminal Settings

These settings will need to be changed for each POS Terminal that will be selling
epay products.

Go to Setup > POS Terminals > Modify each terminal.

Other Tab
Go to Other > epay Interface > Terminal ID.

Terminal ID: Supplied by epay.

Import/Export Tab
Select a folder that the epay Product File will be imported from. This file will be
provided by epay.

Sales Categories
You will need to create a Sales Category for epay departments.

Go to File > Sales > Sales Categories > Add > Description: epay > Save.

Departments
You need to create departments with descriptions that match the Product Category
Titles from epay. Australia/New Zealand use the following:

Prepaid Mobile

Calling Cards

Internet & Content

Music

Gift Cards

Other

Go to File > Sales > Departments > Add > Description: Enter appropriate > Sales
Category: epay > Save.

POS Screen Buttons

You need to create two buttons for the epay system to use, Products and Reprint.
The images used here are included in the image pack you download from the link
above.

Products: This will display all the epay products.

Reprint: This is used to reprint an epay transaction.

Go to Setup > POS Screen > POS Screen Setup > Layout > Buttons > Select blank
Button > Function: epay Products/Reprint.

Using epay
Start a sale and press the epay Products button.

A new window will open where you select which product category you want to use.

When you select your product type, the companies available will be displayed.

Make your selection of the options provided. There can be many different products
within the company you select.

Select the product the customer is purchasing.

The item will be added to the sale window.

Select the tender as per normal.

Idealpos will contact epay to confirm the details and process the transaction.

Once the transaction has been authorized press the Finalize Transaction button.

A voucher receipt will be force printed which the customer uses for their purchase.

If a POSA card is purchased (iTunes Card, Windows Store Card etc), a small docket
will print to indicate it has been activated.

Reprint epay Voucher

Occasionally you might have to reprint the epay voucher.

Press the Reprint button > Enter epay TXN ID.

A docket will print the details of the voucher out.

You need to refund the voucher and then re-issue it.

Additional epay Information

Card Invalid
If the card is presented as Invalid, which means epay wont authorize it, you will
need to refund the money to the customer. This will need to be done in a separate
transaction. This should be a rare, if ever, occurrence.

Product Already Activated

If the card is presented as PRODUCT ALREADY ACTIVATED, which means epay wont
authorize it, you will need to refund the money to the customer. This will need to be
done in a separate transaction. This should be a rare, if ever, occurrence.

Refund An epay Item

You need to perform a refund if an epay item is INVALID or ALREADY ACTIVATED.
This needs to be done straight away to give the customer back their money.

Start a sale > Press REFUND > Scan the epay item > Enter the epay TXN ID (Printed
on the receipt from the previous sale).

Press OK to enter the number into the sale.

Finalize to the same tender the customer used previously.

The refund will be approved through epay and you can refund the customer their
money.

Export Data
Export Data in Idealpos
Idealpos facilitates the exporting of various data values that may be useful in other
programs or used in your own records.

When exporting data there are no changes made to the live database but all
exporting is recorded. Depending on your business security this may be an option
that you dont want to allow all staff to have access to.

You can access the Export menu by going to Utilities > Export Data.

The data that you are able to export is broken down into nine different headings.
These are Department Sales, Stock Item Sales, Supplier Invoices and Credits, Stock
Items, Departments, Special Prices, Financial Data, *Web Reporting and Other Data.

It is also possible to export Customers from the database through the Enquiry Menu.

* Only available with additional licensing. You need to purchase the Web Reporting
Module to access this function.

Customers
Go to Enquiry > Customers > Export.

Listings and Reports can be exported when all selections have been made from the
selection menu and the report is viewed. Go to Listings or Reports > Make selections
> View > Export.

Department Sales
Department Sales can be exported for use in financial programs that allow for data
to be imported directly in the format provided. Idealpos will export Department Sales
in comma delimited text format (.csv or .txt).

Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.

Output File Format

Select which file format you want to use.
Standard Will output the file in a standard text file which can be opened with many
programs.

MYOB Premier 8.0 (Aust) Will output the file that can be opened with MYOB
Premier 8.0 Australia.

MYOB Premier 8.0 (NZ) Will output the file that can be opened with MYOB Premier
8.0 New Zealand.

Xero Will output the file that can be opened with XERO.

Date Range
Select the date from predefined selections or choose a custom date.

MYOB/Xero
If using MYOB, enter the Company/Last Name that matches with the MYOB file you
want to use.

Stock Item Sales

Stock Item Sales can be exported for use in financial programs that allow for data to
be imported directly in the format provided. Idealpos will export Stock Item Sales in
comma delimited text format (.csv or .txt). Stock Item Sales can also be exported
automatically through POS Terminal configuration.

Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.

Output File Format

Select which file format you want to use.
Standard Will output the file in a standard text file which can be opened with many
programs.

MYOB Premier 8.0 (Aust) Will output the file that can be opened with MYOB
Premier 8.0 Australia.

MYOB Premier 8.0 (NZ) Will output the file that can be opened with MYOB Premier
8.0 New Zealand.

MYOB Premier 8.0 (Sg) Will output the file that can be opened with MYOB Premier
8.0 Singapore.

Magic Will output the file that can be opened with Magic software.

Date Range
Select the date from predefined selections or choose a custom date.

MYOB
If using MYOB, enter the Company/Last Name that matches with the MYOB file you
want to use.
Dont Export Customer Details Check this box to not include any Customer Details
when exporting.

Save as Default
Press this button to save the current selection as default for each time you run this
function.

Automatic Daily Export

This function allows for a large amount of Stock Item Sales to be automatically
exported for use in third-party applications that need use of the data. 19 different
fields of data will be exported to a folder location of your choice each day at a
specified time. You have the option of grouping the sales data from All POS
Terminals, This POS Only and This Site Only.

Go to Setup > POS Terminals > Modify > Other > Automatic Daily Export.

Export Format
Select from No Daily Export or Standard Stock Item Sales.

Export to Folder
Browse to a location on your network or PC where you would like the export to be
saved.

Sales From
There are three different choices to choose from:
All POS Terminals
network.

Will export data from every terminal connected on the

This POS Only

Will export data from a single terminal that this is set on. If you
want to collect data from
more than one terminal, you will need to
add these settings to all other terminals.
This Site Only
This will export data from the Site that this POS Terminal is
connected to on the network.

Daily Export Time

Enter the time you want the export to take place each day.

Fields used for Mapping

Field #

Field Name

Field Description

1.
Cons
transaction per POS terminal.

This is an audit # which is unique for a

2.

This is the POS Terminal #.

POS

3.
Line
This is the Line number inside the
transaction. The Combination of Cons, POS and
Line will be
unique across the whole system.
4.
Date
yyyy HH:mm:ss - eg
13:51:25)

Date/Time Stamp of the transaction. (dd MMM

31 Aug 2012

5.

16 character unique stock code

Stock Code

6.
Text
Usually holds descriptor of stock item,
occasionally with extra information
7.
sold at

Price Level

Integer 0 to 12 - holding the price level the item was

8.

Item Qty

Quantity sold

9.
Unit Price
Unit Price of item before any discounts
applied. (Includes Tax if not Canada)
10.
Amount
Total Price of items before any discounts
applied. (Includes Tax if not Canada)
11.

Tax Label

12.

Tax Amount

Usually GST or FRE

Amount of Tax included in the Price

13.
Discounted Amount
after the discounts were applied.

This is the actual Amount the items were sold for

14.
Cost
was sold.

Average Cost Price of Stock Item at the time it

15.

Site

Integer holding the Site or Store Code.

16.
Location
Shop/Restaurant/Bar etc

Integer holding the Location or Area Code. Eg Bottle

17.
Customer
be empty.

10 character code indicating a Customer. This field can

18.
Clerk
transaction.

Integer holding the Clerk code that processed the

19.
Department
particular departments.

Integer used to Group the Stock Items into

Example of Export File

Below is a visual example of the text file that will be created by the export.

Supplier Invoices and Credits

Supplier Invoices and Credits can be exported for use in financial programs that
allow for data to be imported directly in the format provided. Idealpos will export
Supplier Invoices and Credits in comma delimited text format (.csv or .txt). You have
the choice of selecting to export Invoices, Credits or both.

Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.

Invoices/Credits
You can select one or both of these checkboxes to display the data in the export.

Output File Format

Select which file format you want to use.
Standard by Stock Item Will output the file in a standard text file which can be
opened with many programs.

MYOB Premier 8.0 (Aust) by Purchase Category Will output the file that can be
opened with MYOB Premier 8.0 Australia.

MYOB Premier 8.0 (Aust) by Stock Item Will output the file that can be opened
with MYOB Premier 8.0 Australia.

MYOB Premier 8.0 (NZ) by Purchase Category Will output the file that can be
opened with MYOB Premier 8.0 New Zealand.

MYOB Premier 8.0 (NZ) by Stock Item Will output the file that can be opened with
MYOB Premier 8.0 New Zealand.

CLUBline Finman Will output the file that can be opened with CLUBline software.

CLUBline Finman Invoice Interface V2.605.9 - Will output the file that can be opened
with CLUBline software.

Invoice Totals Will output the file that details only the Invoice Totals.

Date Range
Select the date from predefined selections or choose a custom date.
Invoice Date/Stock Processed Date Select one of these buttons to change the
details of the reports. If stock is processed on the same day it was Invoiced the
exports will be the same. If these dates are different then obviously the export files
will also be different.

MYOB
If using MYOB, enter the Company/Last Name that matches with the MYOB file you
want to use.

Selection Range
This section allows you to select a range of suppliers that you want included in the
export.

Save as Default
Press this button to save the current selection as default for each time you run this
function.

Stock Items
Stock Items can be exported for use in many programs that allow for data to be
imported directly in the format provided. Idealpos will export Stock Items in comma
delimited text format (.csv or .txt).

Export
This drop-down menu allows you to choose from 4 different selections:

All Items All Stock Items will be exported to a file.

New Items Only Select a start date to export the New items added to the
database.

New and Modified Items Only Select a start date to export the New/Modified
items added to the database.

Specific Fields by Range Select which fields you want to export.

Options
Regardless of which Export Type you select, you will always have these options to
choose from.

Export Folder The default folder where the export will be saved to.

Filename The name of the file when it is exported.

Append Date/Time to filename.

Append Site Name to filename.

Append Venue ID to filename.

Include Headers.

Include Discontinued Items.

Other

Save As Default Saves all the settings for use next time.

Export Exports the current selections to a file.

Clear Clears the field selections.

All Items
Selecting this option will export all stock items in the default format.

New Items Only

This option allows you to export the new items that have been added since the date
that you select.

New and Modified Items Only

This option allows you to export the new and/or modified items that have been
added since the date that you select.

Specific Fields by Range

This option allows you to select which fields you want to export. You can also select
which range of items to export from Code, Description and Department.

Departments
Departments can be exported for use in many programs that allow for data to be
imported directly in the format provided. Idealpos will export Departments in comma
delimited text format (.csv or .txt).

Selection Range
Select the departments you want to export using the Code, Description and Sales
Category range selections. If you want to export all departments in the database
leave these fields blank.
Options
Include Header - Will include the header of the relevant field that has been exported.

Special Prices
Special Prices can be exported grouped by the Special Price Schedule they are a part
of. Idealpos will export Special Prices in comma delimited text format (.csv or .txt).

Special Price Schedule

Select the Special Price Schedule you want to export the prices from.

Options
Include Header - Will include the header of the relevant field that has been exported.

Financial Data
Financial Data can be exported for use in many different programs. Idealpos will
export Financial Data in comma delimited text format (.csv or .txt). The right hand
side of the selection window is only available when using the Single Column Output
Type. A total of 120 different financial records will be exported if there is data
available for them.

Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.

Output File Format

Standard This will output the details into a format where each field is separated by
a comma and reported on concurrently.

Single Column This option will allow you to select which Export Fields you want to
have. This file will have all the details from on the left in a single column on the left
hand side.

Date Range
Select the date from predefined selections or choose a custom date.

Selection Range
Select which Locations you want to apply the export details to.

Save as Default
Once you have made the choice of selections you want to apply, you can select this
button which will save all the details as default for the future.

Select/Deselect All
These buttons will toggle the selection of the financial data fields that can be
exported. These are only available when using the Single Column Output File Type.

Web Reporting

Other Data
Other Data allows you to export Employee Log data that will be exported in a format
that can be imported for use in Wage Easy Payroll software. You can find out more
information about Wage Easy Payroll on their website.

Go to Utilities > Export Data > Other Data.

Once you press OK you will need to select the location you want to save the export
to. Once the export has successfully been saved a confirmation window will display.

The file that is exported will be a .wtc file that can be imported into Wage Easy.

Customers
Customers are able to be exported based on the selections that you have made to
your Customer database, and export them to an .mdb or .txt file. All details that are
linked to the Customer will be exported, but sales history is not included.

Selection Criteria
Select the parameters that you want to use to narrow down the number of
Customers that will be exported from the database. If you dont select any fields, all
Customers will be exported.

Export
Press this button to export the Customers to a file (.mdb or .txt).

Reports/Listings
Any report or listing is able to be exported once all selections have been made and it
is viewed. You can access the Export menu by pressing the Export button on the top
left of any list/report.

This will open a Crystal Reports export menu.

Format
Select the format type you want to use.

Destination
Unless required to select a different option, Disk File will save the export as a file.

External Application Function

External Application in Idealpos
This function will allow you run an external application that is not necessarily related
to Idealpos. iTunes, MYOB or other third-party software that has been installed on
the current terminal.

Go to Setup > POS Screen Setup > Buttons > Select button > Select External
Application from the function list > In the Automatic Text field enter the link to the
.exe file that starts the program > Save.

Only 40 characters can be used to create a link to the program so you may need to
add a shortcut or create a direct link to a default folder that will allow this.

When this function is selected it will open the application. Depending on the
applications settings it will commence to open. Idealpos will continue to function as
per normal, depending on the resource requirements of all running applications.

Floating Clerks
Floating Clerks in Idealpos
This function allows for clerks to float between multiple terminals, with a sale
continuing to follow them to any terminal.

A basic example would be as follows:

Rebecca works in a bar with Graham and Mark. She starts to enter the items into
POS 1, but the customer orders something else. Graham needs to start a sale and he
cant use POS 2 because Mark is using it, so he overlaps Rebeccas sale and starts to
enter his own. Rebecca realizes that Mark has finished his sale on POS 2 and logs
onto that terminal. All the previous items she had rung up on POS 1 are now ported
to POS 2 and she can continue and finalize the transaction.

As you can see, this quickens the transaction process as clerks are not waiting to get
back to the terminal that they originally started the sale on, as with standard
Overlapping Clerk settings. More time can now be spent serving the customers
instead of waiting for the terminal to be available.

Settings
All sales are controlled with the POSServer, so this must be configured on all
terminals. In the event that the POSServer is unresponsive during this time, you are
able to toggle a button to turn Floating Clerks Off or On.

POSServer
Before you can use Floating Clerks, you need to configure the POSServer.

For information on POSServer configuration please read the POSServer User Guide.

Select the checkbox in Global Options to use Floating Clerks and configure
POSServer.

POS Screen Setup

In the event that the POSServer is unusable, you can toggle Floating Clerks On/Off.
All sales will then be able to be accessed from the originating terminal only.

Go to Setup > POS Screen Setup > POS Screen > Layouts > Buttons > Select a
blank button > use Function: User-Defined > Automatic Text: FLOATINGCLERKS.

If this button is required to be used it will toggle the Floating Clerks function, and a
message will be displayed. This will need to be performed on all POS terminals using
Floating Clerks.

Yes/No Options
Go to Setup > Yes/No Options > Clerks.
You will need to ensure that Overlapping Clerks has been selected.

Fuel Console
POSTEC Interface
Idealpos has a 2-way integration system with POSTEC, which control the fuel pumps
of service stations. Setting the two systems up will require a thorough understanding
of Idealpos and the POSTEC software and interface.

Idealpos Settings
Before changing any settings in Idealpos, we recommend reading this document in
full so you have a thorough understanding of the changes and settings that need to
take place.

Registration
To be able to use the Fuel Console integration, you will need to purchase the
appropriate number of licenses for all terminals that will be required to connect to
the POSTEC software. Once you have received your license and activated it, FC will
be displayed in the Options.

Stock Items
You will need to create a stock item for each different grade of fuel that you will be
selling. It is important that these stock items match the grades that will be used in
the POSTEC software. You do not enter the Cost or Sell Prices for these items in
Idealpos, as they are entered directly from POSTEC.

Clerks
Go to Setup > Clerks > Add/Modify > POSTEC Mapping. Each clerk will need to be
assigned the Attendant Code and Password that has been created for them in
POSTEC.

Global Options
You need to link the Stock Items that were created as each grade of fuel that you
will be selling. Go to Setup > Global Options > Interfaces > Fuel Console Interface.

Interface Type Select POSTEC from the drop-down menu.

Grade 1-15 Enter the Stock Item code for each required Grade of fuel that will be
sold.

POS Screen & Grids

When you use the FC option in your registration, you will need to re-program any
POS Screens and Grids (Fit to POS Screen) that extend below the bottom 2 rows of
available buttons. This is due to the POSTEC Visual Console requiring room at the top
of the screen.

POSTEC Settings
There are many more options that are available within the POSTEC software that is
not documented here. More information regarding the POSTEC software and services
can be found here - http://www.postec.co.nz/

There are a number of separate programs that will need to be accessed to provide
the functionality between Idealpos and POSTEC. Please consult the POSTEC support
member for all advanced configuration details.

When you install the POSTEC software, it will contain a number of executable files
that will be launched from various parts of the program. These will be included in the
POSTEC folder located in the default installation location.

The different aspects of the POSTEC software we will require are Forecourt Manager,
PCC Connection Wizard and Visual Console.

POSTEC may require registration details to be entered into the POSTEC software
before it will work correctly and the settings will apply.

PCC Connection Wizard

This program will allow you to configure the connection between the POSTEC
Communications Controller and the PC that will have Idealpos installed. You will be
required to enter a Username and Password to enter this function.

Click Next to use the PCC Connection Wizard.

Select the option that you are using to connect to the PCC.

Depending on your selection, you will need to select which PC the PCC is connected
to, or the IP address of the PCC. You will need to navigate through some of the
screens displayed below for the correct setting.

You will need to confirm the following settings with the POSTEC consultant.

The settings will be displayed in a window for you to confirm. If they are correct,
press Finish.

Forecourt Manager
When using the Forecourt Manager you will need to know the Attendant Code and
Password.

The Forecourt Manager will open where you can adjust different settings.

Attendants
Go to Attendants > Attendant Details. In this section you will need to make notes of
the Attendant Code and Password for each Attendant, and link them to the Clerk
within Idealpos.

Depending on your database setup, you may need to create attendants for each
Clerk.

Back Office
Go to the Back Office section and access both PCC Date/Time and Forecourt
Configuration.

PCC Date/Time
Idealpos provides a functionality to ensure all the POS Terminals connected will be
time synched. It is a good idea to synch the time from a terminal that will be correct
with all other terminals. This can be performed in Idealpos using the Time Synch
Master function on the relevant IPS Client.

Point of Sale
You will need to access both the FOCUS Setup and PoS Setup menu to configure
settings.

FOCUS Setup
Within this menu you will need to access the FOCUS Setup Advanced and FOCUS
Setup Appearance/Menu.

FOCUS Setup Advanced

This section contains some options that can be selected to customize the way the
software behaves and displays. Australian installations by law require the Show
Emergency Stop Button option to be selected.

FOCUS Setup Visual Console Appearance and Menu

This section contains settings that change the way the Visual Console will look on the
screen. As the Visual Console is displayed at the top of the Idealpos screen, some
settings will need to be configured to allow it to display correctly.

The following options are the best to use for correct placement above Idealpos.
When changing these settings, check that the PPOS screen and Visual Console do not
overlap. These settings are a guide only and may need to be changed marginally
depending on your POS Terminal and settings required from POSTEC.

PoS Setup
This section defines the integration mode. The following fields must be selected:
Console Integration Mode Integrated POS
Focus Swap Options Always Swap to POS

Visual Console
The Visual Console should appear at the top of the Idealpos POS screen only. It will
not inhibit access to the Idealpos Back Office at all, but will adjust the display
parameters of the POS screen.

If you havent started the Visual Console before starting Idealpos, a warning will
prompt you when Idealpos starts up.

Performing a Sale
When a customer lifts a nozzle, the Visual Console will change to a Man and then a
Car to show you that someone has lifted the nozzle. In our example, pump 2.

You cannot allow the user to start pumping until a Clerk has been logged into the
sale. A golden coin will display at the top-right of the Visual Console.

Depending on the setup used, you can press the pump to allow the customer to start
pumping fuel. Once the customer starts pumping fuel the dollar amount will start to
increase.

Once the customer has put the nozzle back on the pump, the amount will display as
ready to be paid, and a cash image will show on that pump.

Press the selected pump to stop the customer or other customers using the pump.
The total will move to the second line to allow for another customer to start using
the pump and the icon will be green.

When the customer comes in to pay, press the highlighted field of that pump and the
details of the transaction will be added to the sale. It is possible to now add other
pumps to the same sale, or stock items from the store as well.

Once the sale has been finalized the amount shown on the Visual Console will
disappear.

Performing a Pre-Paid Sale

This option is used when you want the customer to pay for the fuel before they have
used the pump. Log in as a Clerk and press the Pump the customer will use. A
Prepay screen will open where you need to enter the amount in dollars ($) the
customer wants to purchase.

Finalize the sale as normal.

The pump will remain as green on the Visual Console and allow only $50 worth of
fuel to be dispensed.

Once the customer has replaced the nozzle the pump will automatically reset ready
for the next sale.

Functions
Functions Menu
Functions provide the facility to affect the ways many different aspects of Idealpos
work. Some functions allow only for the renaming of the function description, while
others provide features to the settings that can be applied.

Access Functions by going to Setup > Functions.

Functions
Paid Out 1 > 4
The Paid Out Functions allow for the operator to remove funds from the cash drawer,
and have all details accounted for. The function can be named whatever the operator
wishes, but it will perform the same way regardless.

Some examples of the Paid Out Function are Tips Out, Petty Cash, Delivery Charge
and Paid Out.

Received Account 1 > 4

The Received Account Functions allow the operator to received funds into the cash
drawer and have all details accounted for. They can also be used for more specific
functions like Credit Notes and Gift Vouchers.

Some examples of the Received Account Function are Tips In, Paid In, Credit Notes
and Gift Vouchers.

No Sale 1 > 4
The No Sale Functions allow the cash drawer to be opened where cash can be
exchanged, removed or added for various reasons. User Permissions are also able to
control which clerks can use each No Sale function.

Some examples of No Sale Functions are Change, Cash Drop, Wrong Amount
Calculated. These functions will all display on the financial report and enable
managers to view what each clerk is using the functions for.

Void
The Void Function allows for clerks to remove items from the sale screen before the
sale has been finalized.

Refund
The Refund Function allows for clerks to return goods back into stock and return the
customers money to them.

%+ Item
The %+ Item Function allows the clerk to add a surcharge as a percent amount to an
item within the sale. Changing the Description will change the details that are
displayed on the POS Screen.

%+ ST
The %+ Subtotal Function allows the clerk to add a surcharge as a percent amount
to a sale. Changing the Description will change the details that are displayed on the
POS Screen.

You have the option to Exclude % Amount if required.

Tender 1 Cash
The Tender Function for Cash is a special tender that is the default. There are limited
options available when using the Cash Tender.

Description Change the description that is recorded in the financial details and
POS Screen.
# of Receipts Enter the total number of receipts that you want to print when
using this function. This does not force a receipt.
Lower Limit This is a dollar figure that is the minimum that must be used before
this tender can be used.
Upper Limit This is the dollar figure that is the maximum amount that can be
used for this tender.

Allow Points per Dollar This checkbox allows for sales of this tender type to
accumulate points for Customer Loyalty.
Compulsory Amount This checkbox will require the clerk to manually enter the
amount to charge to the tender before the sale will calculate it.
Open Cash Drawer This checkbox will force the cash drawer to open on this
tender.
Force Receipt This checkbox will force a receipt to print to the default receipt
printer.
Force Customer This checkbox will not be able to be used if a Customer has not
been added to the current Transaction.

Tender 2 > 18
The Tenders Functions allow you to create multiple Tenders that differentiate
between the multiple types of payments available to the customer.

Description Change the description that is recorded in the financial details and
POS Screen.
# of Receipts Enter the total number of receipts that you want to print when
using this function. This does not force a receipt.
Exchange Rate This can be set to change the amount to the correct rate required
for international sales.
Lower Limit This is a dollar figure that is the minimum that must be used before
this tender can be used.
Upper Limit This is the dollar figure that is the maximum amount that can be
used for this tender.
Scan Code Allows you to have a set scan code to be used for the tender. This may
be a voucher.
Scan Code Amount Allows you to set an amount of each different Scan Code that
is added.
Surcharge Allows you to charge a flat Dollar amount, or fluctuating percent
amount to certain sales, ot make up for any third party charges that may be incurred
by you to accept this type of payment.

Rounding This checkbox allows the tender to be rounded up or down depending

on the subtotal.
Credit Function This checkbox used to apply in older version of Idealpos, but no
longer is used.
Allow Points per Dollar This checkbox allows for sales of this tender type to
accumulate points for Customer Loyalty.
Show in Banking This checkbox will display the amount tendered as what should
be included when banking.
Compulsory Amount This checkbox will require the clerk to manually enter the
amount to charge to the tender before the sale will calculate it.
Open Cash Drawer This checkbox will force the cash drawer to open on this
tender.
EFTPOS This checkbox will allow the tender to use Integrated EFTPOS and
perform additional EFTPOS functions.
Account Tender Only one tender is able to be selected as Account. This will allow
sales to be credited to the customer account.
Layby Tender Only one tender is able to be selected as Layby. This will allow
sales to be saved to layby, with payments made in the future for the purchase of
goods.
Force Receipt This checkbox will force a receipt to print to the default receipt
printer.
Gift Voucher Redemption Allows the tender to accept Idealpos issued Gift
Vouchers as tenders.
Credit Note Tender Allows the tender to accept Idealpos issued Credit Notes as
tenders.
Force Customer This checkbox will not be able to be used if a Customer has not
been added to the current Transaction.

Amount
The Amount function is used to change the price of an item before it is added to the
sale.

Acc/LB Payment
The Acc/LB Payment function allows the clerk to receive payments on Accounts and
Laybys for Customers.

Acc/LB Credit
The Acc/LB Credit function allows the clerk to perform credits on Accounts and
Laybys for Customers.

Acc/LB Adjustment
The Acc/LB Adjustment function allows the clerk to perform adjustments on Accounts
and Laybys for Customers.

LB Cancellation
The LB Cancellation function allows the clerk to cancel a Layby.

Redeem Points
This function allows you to redeem points through loyalty.

Tax Invoice
The Tax Invoice function allows for a tax invoice to be printed by the clerk.

Pending Sale
The Pending Sale function allows the clerk to be able to save a sale for later
finalization.

Item Discount 1 > 4

The Item Discount functions allow you to offer 4 different types of discounts for
different reasons.

ST Discount 1 > 4
The ST Discount functions allow you to offer 4 different types of discounts for
different reasons.

Delivery Docket
The Delivery Docket function allows the operator to print a docket which displays the
Customer address.

Hold Print
The Hold Print function allows the clerk to hold multiple order numbers until the last
person for that order number has finished their transaction.

Gift Voucher
This function allows you to change the name of the Gift Voucher function to be
something more fitting.

Gratuity Text
This function allows you to change the name of the TIPS Amount that prints at the
bottom of Bills.

Using Functions
Functions are used when programming button on the POS Screen for the clerk to
access. These can be programmed by going to Setup > POS Screen > POS Screen
Setup.

Functions can also be permitted to be used for specific clerks by going to Setup >
Clerks > Permissions.

If clerks are linked to a User other than the Admin User, they will be able to be
permitted by going to Setup > Users > Modify > Clerk Permissions.

Gaming
Gaming Interface
Idealpos supports multiple gaming interfaces with various companies that allow for
member details and points to be accrued and redeemed through the Point of Sale
software. The member can then be rewarded for their loyalty to the business from
food, beverage and gaming.

There are currently six different interfaces that are supported which are Aristocrat,
eBet, Flexi-NET, Max Gaming, Maxetag, Titan and IGT. Each company is different
and requires specific settings to work, some of which will need to be provided by the
company of the interface that is being configured.

Registration
Before Idealpos will be able to communicate with any gaming software, you will be
required to purchase a Gaming Interface Module for each terminal that requires the
link. Idealpos and gaming communications will not operate on terminals without this
module correctly licensed.

Contact Idealpos to purchase a Gaming Interface License. The license will be

designated as GI in the Options field.

Settings
Functions
Setup a Tender that will be used to allow Pay by Points.

Go to Setup > Functions > Select a spare Tender > Modify.

Enter a Description > Select Credit Function > Save.

POS Terminals
You will configure how many points are gained for each dollar in a transaction, and
how much the redemption of those points is worth. Additional information on Points,
Special Points and Inhibiting of Points is available in the Customer Loyalty Points
section of the User Guide.

Enter the total amount of points that will be accrued for each dollar spent and the
value of the points when they are redeemed.

Go to Setup > POS Terminals > Modify each terminal that can accrue and redeem
Points > Miscellaneous > General.

The Point Redemption Value is entered in cents (0.10 = 10c).

Additional Functions
It is possible for the members in the Idealpos database to be able to link Gift
Vouchers, Reward Promos and Customer Type Discounts.

Gaming Customers supported through Pending Sales process

This allows gaming customers to place an order with a waiter using an iPad, and
open it on another terminal later on to pay for the items. This allows them to
accumulate points.

Start a sale and swipe the customers card > Enter the items the customer wants to
buy.

Press the Pending Sale button to save the sale.

Retrieve the sale as you would a normal pending sale. Press the Pending Sale button
> Select the customer from the list and finalize the transaction.

Aristocrat
Aristocrat is available to Australian customers only.

Additional information is available from the Aristocrat website

www.aristocrat.com.au

Aristocrat Membership Database

Aristocrat is available to Australian customers only.

Additional information is available from the Aristocrat website

www.aristocrat.com.au

Using this interface will allow a connection from Idealpos to the Aristocrat
Membership Database to obtain member details. These will then be used to
accumulate points for the customer.

Idealpos supports a 2-way interface to Aristocrat. Idealpos Solutions does not

supply, install or setup any Aristocrat products.

Install & Configure Oracle ODBC

Go to www.idealpos.com.au/downloads/thirdparty/ODTwithODAC1120320_32bit.zip
and download the file.

Open the Oracle OBDC Installation file and press Next.

Select the first option Oracle Data Access Components for Oracle Client 11.2.0.3.20
and press Next.

Select a location for the ODBC to be installed.

Once the location has been decided press Next.

Dont change any settings and press Next to install all the components.

Press Next to skip this selection.

Press Next to skip this selection.

Press the install button to install the required components.

The installation will proceed.

Once the installation has completed you can press Exit.

Press Yes to confirm.

Copy the tnsnames.ora file into the location you selected for the install. Edit the file
in Notepad to add the IP address of the Aristocrat Server.

If you are running 32-bit Windows, go to Control Panel > Administrative Tools >
Data Sources (ODBC)
If you are running 64-bit Windows, run from command:
C:\windows\SysWOW64\odbcad32.exe

Go to System DSN > Add.

Scroll down until you find Oracle in OraClient 11g_home1 and press Finish.

Enter the following details:

Data Source Name S7S
Description System 7000 PRIME
TNS Service Name S7S
User ID - POSCON

Press the Test Connection button. Enter the Password and press OK. Password is
usually POSCON unless otherwise specified.

A message will display if you have a successful connection.

Settings
Before you can use the interface you will need to configure the settings.

Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.

Interface Type

Aristocrat

Redeem Tender Select the Tender that you created for Points.
Username

POSCON

Password

POSCON unless otherwise specified.

Point Type

Set Type to Description of Points.

Rating Points Type

Set Type to Name set in S7000.

Rating Points /Dollar

earn a new rating level.

This is the amount of points per dollar that is accrued to

Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already. If you are using ratings grade from Aristocrat, you
will need to create a Customer Type for each grade you will use.
Update Customer Type from Member Analysis This will determine if the
Customer Type will be changed.
Analysis Number

Enter the Analysis Number.

Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.

Customer Types
Aristocrat allows for Customers to be rated using the Member Analysis that has been
pre-defined with the Aristocrat software. The Description given for each rating must
match what is set in the Aristocrat software.

Buttons
A button can be used when using a Standalone system to lookup a machine through
the POS to see the membership details of the person sitting at that machine.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Machine
Lookup.

When pressed on the POS Screen a Get Machine Number window will open. Enter
the machine number into the field and press Enter.

The details of the member sitting at that machine will be displayed on the POS
Screen.

eBet
eBet is available to Australian customers only.

Additional information is available from the eBet website

http://www.ebetgroup.com/

eBet Membership Database

Using this interface will allow a connection from Idealpos to the eBet Membership
Database to obtain member details. These will then be used to accumulate points for
the customer.

Idealpos supports a 2-way interface to eBet. Idealpos Solutions does not supply,
install or setup any eBet products.

Settings
Before you can use the interface you will need to configure some settings.

Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.

Interface Type

eBet

Redeem Tender Select the Tender that you created for Points.
IP Address/Host This is the IP Address of the host PC that has eBet installed,
add a 2nd IP if required.
Port

This will be provided by eBet, add a 2nd Port if required.

Prefix

This indicates which database the member card is current.

Username -

This will be provided by eBet.

Password -

This will be provided by eBet.

Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already. If you are using ratings grade from eBet, you will
need to create a Customer Type for each grade you will use.
Update Customer Type Using the Member Rating Guide within Max Gaming will
adjust the Customer Type that is recorded in Idealpos. If this checkbox is selected
the Customer will be added to the relevant Rating Customer Type, and not the
default selected Customer Type.
Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.

Customer Types
eBet allows for Customers to be rated using the Member Rating Grade that has been
pre-defined with the eBet software. These grades can be linked to Idealpos to ensure
the grading is consistent.

Go to File > Customers > Customer Types > Add/Modify > Enter the Gaming Rating
Grade that has been set in eBet.

POS Terminal Settings

By default the POS numbers are used as the identifiers, if the POS identifiers need to
be changed to suit eBet, this can be done so in POS Terminals.

Go to Setup > POS Terminals > Miscellaneous > Gaming > System ID.

Buttons
A button can be used when using a Standalone system to lookup a machine through
the POS to see the membership details of the person sitting at that machine.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Machine
Lookup.

When pressed on the POS Screen a Get Machine Number window will open. Enter
the machine number into the field and press Enter.

The details of the member sitting at that machine will be displayed on the POS
Screen.

Flexi-NET
Flexi-NET is available to Australian customers only.

Additional information is available from the Independent Gaming website

www.independentgaming.com.au

Flexi-NET Membership Database

Using this interface will allow a connection from Idealpos to the Flexi-NET
Membership Database to obtain member details. These will then be used to
accumulate points for the customer.

Idealpos supports a 2-way interface to Flexi-NET. Idealpos Solutions does not

supply, install or setup any Flexi-NET products.

Settings
Before you can use the interface you will need to configure some settings.

Global Options
You will need to ensure that you have a Flexi-NET support person with you when
setting this up, or can access the following details as required.

Go to Setup > Global Options > Interfaces > Gaming Interface.

Interface Type

FlexiNET.

Redeem Tender Select the Tender that you created for Points.
IP Address/Host This will be supplied by Flexi-NET. (Contact Flexi-NET Technical
Support *)
Username
Support *)

This will be supplied by Flexi-NET. (Contact Flexi-NET Technical

Password
Support *)

This will be supplied by Flexi-NET. (Contact Flexi-NET Technical

POS-Debit Tender

This field is not used with this configuration.

Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Update Customer Type Using the Member Rating Guide within Flexi-NET will
adjust the Customer Type that is recorded in Idealpos. If this checkbox is selected
the Customer will be added to the relevant Rating Customer Type, and not the
default selected Customer Type.
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.

* Flexi-NET Technical Support You will need to supply the Venue Name and
POS Terminal Code Range to be used with Flexi-NET, Phone +61 2 8858 1080.

IGT
IGT is available to Australian customers only.

Additional information is available from the IGT website www.igt.com.au

IGT Membership Database

Using this interface will allow a connection from Idealpos to the IGT Membership
Database to obtain member details. These will then be used to accumulate points for
the customer.

Idealpos supports a 2-way interface to IGT. Idealpos Solutions does not supply,
install or setup any IGT products.

Settings
Before you can use the interface you will need to configure some settings.

Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.

Interface Type

IGT.

Redeem Tender Select the Tender that you created for Points.
Venue ID

This will be provided by IGT.

IP Address/Host This is the IP Address of the host PC that has IGT installed.
Port

This will be provided by IGT.

2nd Server
Lookup only.

This is the IP Address of the Second Host PC used for Machine

Name

This is the name of the database for the Machine Lookup

Username -

This will be provided by IGT.

Access Key Value

This will be provided by IGT.

Attendant ID

This is a clerk setup in IGT.

Centralize Connections This will allow all connections to be directed through the
POS Server remaining correct.
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already. If you are using ratings grade from IGT, you will
need to create a Customer Type for each grade you will use.
Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Get Photo

Select this to pull the member photo from the IGT database.

Redemptions treated as Discounts Toggle this setting on or off.

Customer Types
IGT allows for Customers to be rated using the Member Rating Grade that has been
pre-defined with the IGT software. These grades can be linked to Idealpos to ensure
the grading is consistent.

Go to File > Customers > Customer Types > Add/Modify > Enter the Gaming Rating
Grade that has been set in IGT.

Buttons
A button can be used when using a Standalone system to lookup a machine through
the POS to see the membership details of the person sitting at that machine.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Machine
Lookup.

When pressed on the POS Screen a Get Machine Number window will open. Enter
the machine number into the field and press Enter.

The details of the member sitting at that machine will be displayed on the POS
Screen.

IGT iKnow Interface

Available through approved resellers only.

The IGT iKnow Interface allows data to be exported for use in the IGT Membership
Database for specific sales reporting.

Once the module has been activated, go to Setup > POS Terminals > Modify the
terminals required > Import/Export > Automatic Export Settings > Export Sales
Format Settings: iKnow.

Max Gaming
Max Gaming is available to Australian customers only.

Additional information is available from the Max Gaming website

www.maxgaming.com.au

Max Gaming Membership Database

Using this interface will allow a connection from Idealpos to the Max Gaming
Membership Database to obtain member details. These will then be used to
accumulate points for the customer.

Idealpos supports a 2-way interface to Max Gaming. Idealpos Solutions does not
supply, install or setup any Max Gaming products.

Before attempting to configure this interface, it is a requirement to contact Max

Gaming to get the POS Component Site IP Address, and the Terminal IP Addresses.

Settings
Before you can use the interface you will need to configure some settings.

Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.

Interface Type

MaxGaming.

Redeem Tender Select the Tender that you created for Points.
Port

This will be provided by MaxGaming.

Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Use Membership ID
This will retrieve the MaxGaming Membership Number
which will be used as the Customer Code is Add Members to POS is selected.
Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Update Customer Type Using the Member Rating Guide within Max Gaming will
adjust the Customer Type that is recorded in Idealpos. If this checkbox is selected
the Customer will be added to the relevant Rating Customer Type, and not the
default selected Customer Type.
Rating Points per Dollar This is the amount of points per dollar that is accrued to
earn a new rating level.
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.

Customer Types
Max Gaming allows for Customers to be rated using the Member Rating Grade that
has been pre-defined with the Max Gaming software. These grades can be linked to
Idealpos to ensure the grading is consistent.

Go to File > Customers > Customer Types > Add/Modify > Enter the Gaming Rating
Grade that has been set in Max Gaming.

IP Addresses
Max Gaming will provide you an IP Address for each terminal (usually a range from
and to) for the number of terminals that you will be connecting to the interface.

These IP Addresses must be entered into the POS Terminals network communication
settings and IPS Client.

On the terminal the IP Address from max Gaming must be entered in the Advanced
Settings of the terminal.

Enter the IP in the Primary IP field of IPS Client, and keep the original IP in the
Secondary field. If you are using an old version of IPS Client without Primary and
Secondary IPs, you will need to change the main IP Address.

Max Gaming Troubleshooting

Idealpos will create a log for the Gaming Interface within the LOGS folder.

Contained within this log will be all the card lookups and connection details to Max
Gaming. It will also include all of the errors that are presented while communications
are not successful.

Successful connections will also be recorded.

Maxetag
Maxetag is available to Australian customers only.

Additional information is available from the Global Gaming website

www.globalgaming.com.au

Maxetag Membership Database

Using this interface will allow a connection from Idealpos to the Maxetag Membership
Database to obtain member details. These will then be used to accumulate points for
the customer.

Idealpos supports a 2-way interface to Maxetag. Idealpos Solutions does not supply,
install or setup any Maxetag or Global Gaming products.

**Note**
You must have the MySQL Connector ODBC installed on ALL Terminals. You can
download the required file from
http://dev.mysql.com/downloads/connector/odbc/3.51.html

Settings
Before you can use the interface you will need to configure some settings.

POS Terminals
Go to Setup > POS Terminals > Modify each POS with GI module > Clerks/Customer
Readers > Customer Reader > Select Maxetag > Select COM Port reader is plugged
into.

Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type

Maxetag

Redeem Tender Select the Tender that you created for Points.
Username

This will be supplied by Global Gaming.

Password

Will be supplied by Global Gaming.

Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Redemptions treated as Discounts Toggle this setting on or off.

Maxetag Troubleshooting
Gaming Interface Error! Could not Get Member (Could not
connect to Server)
Check:
Global Options > Gaming Interface (User Name, Password, IP Address)
Network Connection
MySQL ODBC Connector is installed (mysql-connector-odbc-3.51.12-win32.zip)

Gaming Interface Error! Could not Get Member (Server Error)

The Global Gaming Server is in an Error State

Gaming Interface Error! Could not Get Member (Member was

not found)
The member was unable to be found on the Global Gaming Database

Gaming Interface Error! Could not Get Member (Membership

Expired)
The member details have expired

Titan
Titan is available to Australian customers only.

Additional information is available from the Odyssey Gaming website

www.odysseygaming.com

Titan Membership Database

Using this interface will allow a connection from Idealpos to the Titan Membership
Database to obtain member details. These will then be used to accumulate points for
the customer.

Idealpos supports a 2-way interface to Titan. Idealpos Solutions does not supply,
install or setup any Titan or Odyssey Gaming products.

Settings
Before you can use the interface you will need to configure some settings.

Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.

Interface Type

Titan.

Redeem Tender Select the Tender that you created for Points.
IP Address/Host Titan_PL (Odyssey Gaming need to confirm)
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Customer Type
Idealpos.

This is the Customer Type the new members will be added to in

Length
Idealpos database.

This is the length of the Code that will be entered into the

Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.

Perform the Global Options settings before performing the next

step.
You need to configure the port that the Titan PL POS Interface listens for each
terminal on. Titan always listens on ports 1100-1119. This will allow a maximum of
20 POS Terminals.

Go to Setup > POS Terminals > Modify each terminal that can accrue and redeem
Points > Miscellaneous > Gaming Interface.

Gift Vouchers
Gift Vouchers in Idealpos
Gift Vouchers can be sold through Idealpos and redeemed at a later date which you
can decide. Gift vouchers enable you to keep track of purchased vouchers in case of
loss or theft. Gift vouchers can be linked to your custom stationary, gift cards or
Idealpos can print the voucher out of the receipt printer.

All Gift Vouchers are tracked and monitored through Idealpos, making it easy to
replace a lost Gift Voucher.

Each time a Gift Voucher is used, the amount of the sale will be deducted from the
original voucher, and a new voucher will be printed with the remaining balance. The
expiry date will not change on the voucher unless it is edited by a Clerk.

Setting up Gift Vouchers

Before you can use Gift Vouchers you need to configure the default settings for each
voucher.

Go to Setup > Global Options > Credit Notes/Gift Vouchers > Set your Default
choices.

The choices you can set are:

Receipt Message this message will display on the printed voucher if setting the
voucher to print through the receipt. This is where you can insert the vouchers
conditions.
Expires after # Days Set this value to be a default expiry date for the vouchers
you sell. Gift vouchers not redeemed within this time frame will expire at 23:59:59
on the selected day.
Print Vouchers on Receipt Printer Uses the default receipt printer for voucher
printing.
Automatically create Gift Voucher codes If you do not have a numbering
system in place and you are not using Customer Codes, you can select this to always
create a number. This number will be represented as a barcode at the bottom of the
receipt.
Gift Vouchers can be redeemed at any Site If you have multiple venues in
differing locations, this option gives you the flexibility to offer redemption at any of
your stores.
Gift Vouchers use Customer Code If you use customer loyalty and add all your
customers to your database, you can use the default customer code that is already
applied to the customer.
Can Search Gift Vouchers by Name Gives you the ability to quickly find the
purchaser of the voucher for re-printing or extending the expiry.
Voucher details shown on Receipts This option will not display the Gift Voucher
Code, Name and Remaining Value left on the voucher.
Type This can be used to specifically use different types of vouchers for different
uses, to help you identify what type of voucher is more likely to be redeemed.

Programmable Bar Codes

Select to Use Programmable Barcodes > Select Position and Length for both
Amount and Type.
E.g. Gift Voucher Type = Extract code from position _4_ length of _2_
Gift Voucher Amount = Extract code from position _6_ length of _3_

In Idealpos sell a Gift Voucher. In the Gift Voucher screen scan one of your
vouchers.

The fields will fill out automatically and the cursor will default to the Customer Name
field. You cannot edit any other field.

Enter the customer name and press OK.

Finalize the sale as normal. The voucher is now recorded through Idealpos and will
be tracked.

Sell Gift Voucher Setting

The sale of a Gift Voucher is recorded against an RA Function (Received Account).

To set this up go to Setup > Functions > Received Account Select an appropriate
function > Modify > Change Description > Tick Gift Voucher > Save.

Redeem Gift Voucher Setting

Gift Vouchers are redeemed by selecting the Gift Voucher Tender.

To set the Tender for Gift Voucher Redemptions, go to Setup > Functions > Select a
Tender > Modify > Change Description to Gift Voucher > Tick Gift Voucher
Redemption > Save.

The next step is to enable the Tender to be used on the selected POS Terminals. Go
to Setup > Yes/No Options > Tenders > Un-tick the option to inhibit the Gift Voucher
Tender for the selection of POS Terminals.

Gift Voucher Purchase Button

You will need to set up a button to sell Gift Vouchers.

Go to Setup > POS Screen > POS Screen Layouts > Select the Layout to program >
Buttons > Select a blank button > Select the Function Type as Received on
Account > Select Gift Voucher from the drop down menu > Select a Gift Voucher
Type (if you want to only sell this type of Gift Voucher with this button) > Save.

Gift Voucher Enquiry Button

Once you start selling Gift Vouchers you may need to do Enquiries on them.

Go to Setup > POS Screen > POS Screen Layouts > Select the Layout to program >
Buttons > Select a blank button > Select the Function Type as Gift Voucher
Enquiry > Save.

Ability to change Gift Voucher Descriptor

When you change the description of the Gift Voucher, it will be recognized
throughout different areas of the program automatically.

Go to Setup > Functions > Gift Voucher > Modify > Description > Save.

This will now be reflected in the various locations throughout the program, for
example:

Stock Items

Tenders

Selling a Gift Voucher

To sell a Gift Voucher, login a clerk and press the Gift Voucher Sale button. A new
screen will open showing you the details of the Gift Voucher. You have the option to
scan or manually enter a Voucher Code, or one can be provided for you. Enter the
amount in Dollars ($) you want to issue the Voucher for. It is not required, but you
can enter the Customers Name, either the purchaser or the redeemer. As you type,
any customers from your database that match the letters entered will be displayed
so you can select them.

Press OK to enter the voucher into the sale window. If you selected a Customer from
your database, their name will display at the top of the screen.

The Gift Voucher can then be printed to the default receipt printer. If required a
receipt will also show the details the Gift Voucher.

Gift Vouchers with Item Discounts

When selling a Gift Voucher, you may wish to offer a certain value to the Customer
while only expecting them to pay for part of that value. Being able to perform an
Item Discount allows you to do this.

Enter a Gift Voucher with a value into the POS Screen. Enter the Item Discount value
you want to use against it.

Redeem Gift Voucher

Redeeming a Gift voucher takes place at the end of the sale as a Tender Type.

Enter items into the sale and press Enter to be taken to the Tender Selection screen.
Select Gift Voucher as a Tender.

A screen will open where you scan the barcode, swipe the card or manually enter the
Voucher code.

If you select to search by name, a new screen will open to allow you to search by
name. Start entering the Customers Name and any Vouchers that include that detail
will start to display in the window. Select the customer you are searching for and
press Use This Name.

The Gift Voucher Redemption screen will now display the details of the voucher. You
have some choices that you can action on the voucher if you choose. The voucher
Code, Amount to Tender and current Balance will be displayed.

Print

This button will re-print the voucher to the receipt printer.

View History

This will show you all redemptions that have taken place on
this voucher code. It is possible to re-issue a voucher if the entire
amount of the voucher has not been fully redeemed in previous
transactions.

Edit

This option will open a new window with a calendar to change the
Expiry Date for the voucher. Select a new date and press Save.

Add

This button will add the amount owing to the sale as redemption.

Click Finalize to total the voucher as a tender, or Clear to start again.

If you want to only charge a certain amount to the voucher tender, and not the full
amount, enter the amount you want to redeem and press Gift Voucher.

If you want to add more than one voucher to the same transaction, the first voucher
added to the sale must be less than the total amount outstanding on the sale. Add a
voucher and click Add.

To add a second voucher scan a barcode, swipe a card, enter a number, or select
Name Search to find the second voucher.

Press Add to add this voucher to the current sale. Both voucher details will be
displayed along with the amount they will be redeeming.

A voucher for the remaining value will be printed.

The voucher redemptions will display as 2 separate lines to differentiate the values
redeemed by each.

Gift Voucher Enquiry

A Gift Voucher Enquiry will tell you specific details about the selected voucher.
Details of the voucher that will be displayed are Name, Purchase date, Original value,
Expiry date, Current balance value, View all history and Voucher code.

To enquire about a Gift Voucher, press the Gift Voucher Enquiry button. A screen will
open where you can enter the gift voucher code, or search for the gift voucher by
name.

A new screen will be displayed giving you the details of the voucher, as well as the
ability to perform some other actions.

Print

This button will re-print the voucher to the receipt printer.

View History

This will show you all redemptions that have taken place on
this voucher code. It is possible to re-issue a voucher if the entire
amount of the voucher has not been fully redeemed in previous
transactions.

Edit

This option will open a new window with a calendar to change the
Expiry Date for the voucher. Select a new date and press Save.

Gift Voucher Related Reports

Gift Vouchers
Go to Reports > Sales > Gift Vouchers.

This report will give you the following options:

Report Type Gift Vouchers, Gift Voucher Redemptions
Vouchers Bought Date Range
Gift Voucher Type Range
Vouchers Expiring Range
Report Options All Unredeemed, Totally or Partially Redeemed, Expired
Unredeemed, Group by Amount

This report will show the Gift Voucher details dependent of the options selected.

Global Options
Global Options in Idealpos
Global Options are settings that control all terminals within a Site. These are
generally the settings that cannot be allocated to just one terminal, and you want to
make sure that each terminal behaves the same.

There are fourteen different tabs that make up Global Options which are: General,
Miscellaneous, Purchase, Restaurant, Customers, Sales, Reservations, Accounting,
Credit Notes/Gift Vouchers, Interfaces, Interfaces 2, Printing, Other Options and
Gaming.

Not all tabs are available as some are relevant to a specific module and will only
display when that module has been licensed. Other options are region specific and
will display only when a selected region has been set.

When used in a Multi-Site environment with Multi-Site Management enabled, Global

Options will only control the terminals within a Site. Head Office licensed terminals
will be able to modify all Global Options for all Sites, whereas Site Management
licensed terminals will only be able to modify the Global Options of the Site they are
linked to.

Global Options are found by going to Setup > Global Options.

General
The General Tab is broken up into three different sections which are Miscellaneous,
POS Button Type and Fast Cash Buttons.

The Miscellaneous section contains different fields that can be configured to change
the way certain functions operate. Generally once these settings have been made
there will be minimal reason to edit them.

First Day of Week

This field works similar to the End of Day field, in that all reports selected as Week
to Date will be calculated from the beginning of this selection.

End of Day
This field will specify the time in 24hr format that you wish to have as your Day
Change. All reports will defaults to this time when you select Today. As many
hospitality businesses trade outside of normal hours, they can select for the end of
day to be 02:59:59.

Decimal Places on Quantities

This drop down box allows you to specify decimal places from 0 > 4. These only
apply to goods being purchased and any stock levels displayed when performing a
Stocktake. Some reports will also reflect this setting.

Clerk Timeout
This setting will require the clerk to re-enter their code after a set amount of
inactivity. This setting is should be in Seconds. By default the setting is 0 and this
will mean that there is no timeout. Compulsory Clerk is required to be turned on.

Reset Finalized Sale Time

This setting will allow the Change amount to display at the end of a sale before the
POS Screen will reset. This setting should be in Seconds. By default the setting is 0.
If there is no change to be given the screen will be reset regardless of this setting.

Tender Grid Button Height

This setting will allow more Tenders to be displayed in the tender section of the POS
Screen.

Setting: 630

Setting: 750

Tender Grid Font Size

This setting will enlarge the font of the Tender description.

Setting: 16

Setting: 24

Tender Grid Line Width

This setting controls the width of the line separating the different Tenders.

Setting: 1

Setting: 5

Arabic Print Style, Use Windows Driver & Set Font to Bold
These settings are only available when the region Saudi Arabia has been selected.
They provide the ability for custom printing settings specific to that region.

NZ EFTPOS 200s & Ice Terminal

These must be selected if you are using the integrated EFTPOS with either of these
terminals. Your dealer will be able to help with these settings.

Liquor File Venue ID

This field will only need to be used if you participate in the Liquor File/Price Book
module. They will provide you with the ID number that needs to be entered here.

Exit POS Password

Entering any characters into this field will initiate the requirements for entering a
password each time an operator would like to exit the POS Screen.

Each item text

This setting will display the unit of measurement used on the customer receipt if you
are using Kg, g or Lbs.

Report default zoom %

When viewing reports, this setting will display the report at the desired amount.
Zoom can still be changed once the report has been viewed.

Dynamic Search Delay (ms)

This setting is set to 50 by Default. It is the amount of time to pass before it will
start searching Stock Items or Customers.

Safe Drop Warning Threshold

You can set a limit of Cash Tender, that when reached a message will appear on
screen. This will allow staff to know they need to call for a Safe/Cash Drop to empty
the cash drawer of maximum funds to minimize the cash in the drawer. The function
will be reset after a Paid Out or End of Shift has been activated. Enter a $ amount
that triggers the warning. The amount would be the maximum amount you would
want kept in the drawer during trade. Once the limit has been reached of the Cash
Tender ($500) a warning will trigger for every Sale until an End of Shift or Paid Out
function has been performed.

Report Printer
This allows you to set a Report Printer that will be used regardless of any Windows
Default Printers.

Select the printer you want to use from the drop-down box.

Company Logo Graphic (Pictures Folder)

This is the Company Logo that you want to display on the Customer Statement. This
image must be stored in the Pictures Folder, located within the Idealpos 6.0 folder.

Invoice Footer Graphic

This functionality allows you to create a graphic that can be used when printing A4
Tax Invoices. The graphic must measure max 710x192px. The graphic must be
saved in the Pictures folder of the Idealpos 6.0 location.

Printer Logo Download Utility

This field must contain the application path to the .exe file that is used to send and
save logos to the receipt or kitchen printer. This will also be required if sending logos
to the receipt printers for Coupons.

Label Printing Software Override

If you need to override the exe location for DesignPro to be able to print labels.

POS Button Type

It is possible to select the button display you want to use on the POS Screen. This
will affect all terminals within this Site. You can also set the Default Font for all new
buttons that will be created.

Fast Cash Buttons

This section is used to define the settings that are displayed when processing a
transaction through the POS Screen. The graphical buttons able to be displayed have
images available for all Australian, New Zealand and Canadian notes.

Amount & Show on Button

This is the amount that will be displayed on the Button if the Show on Button check
box is selected.

Graphic
This field will need to link to the image file, which must be located in the Pictures
folder of Idealpos 6.0.

Miscellaneous
The Miscellaneous Tab is broken up into six different sections which are POSServer,
Promotional Tickets, Magstripe Settings, Financial, Dashboard and Packet Processing.

POSServer
The POSServer only needs to run on 1 terminal on the entire network. It is possible
to have multiple Table Servers running on 1 network, to differentiate between Table
Maps within the same business. POSServer does not require Idealpos to be installed
on the host machine, but will require the Idealpos Framework.

POSServer is required to be used if using Bar Tabs, Tables, Handhelds, Centralized

Order Numbers, Floating Clerks and Pending Sales when used across multiple
terminal installations. Access to the POSServer is controlled by User Permissions.

To setup the POSServer go to Setup > Global Options > Miscellaneous > POSServer.
Tick the checkbox to initiate the use of POSServer and enter the IP Address of the
computer that will run the program.

Promotional Tickets
This section will detail the printer used to print out Promotional Tickets as well as
other advanced functionality.

Ticket Printer
This drop down box will allow you to select from a printer that is linked to any
terminal via Network Printers.

Show Graphic Logo

If selected will print the graphic logo on all Promotional Tickets.

Stock Item Format

Will show the Stock Item that has triggered the Promotional Ticket.

Attach Instructions
Will show the Instructions linked to the Stock Item on the Promotional Ticket when
used with Stock Item Format.

Show Customer Code

If a Customer is linked to a sale their name will print by default on the Promotional
Ticket, and the Customer Code will also be printed.

Non-Customer Sales
This checkbox will allow any customer to obtain a Promotional Ticket. You can enter
some text into the field that will be printed on the Promotional Ticket.

None/One per Sale/Multiple by $

Select one of these options to control the Promotional Tickets.
None Will not allow Promotional Tickets to be printed
One per Sale Will allow only one Promotional Ticket for each transaction
regardless of the total amount
Multiply by $# - Will allow you to enter a dollar amount that trips a
promotional ticket. $1 setting will issue 10 Tickets on a $10 sale.

Customer Daily Limit

Enter a limit to the amount of tickets that can be issued to a Customer for a daily
total. This function will not work if Non-Customer Sales has been selected.

Magstripe Settings
When programming magnetic strip cards, there are 3 tracks that are able to be used
for data. When using these cards in Idealpos you are able to have them for both
Clerks and Customers. It is possible to select which track is read for which user of
the database.

Financial
This section will detail the financial settings you want for your database. Some of
these settings will only apply if you are using the Accounting Interface. When first
using the database, it is recommended to ensure all details are filled out correctly,
regardless of whether you are currently using the Accounting Interface or not.

Start of Financial Year (dd/mm)

This field works similar to the End of Day field, in that all reports selected as
Financial Year to Date will be calculated from the beginning of this selection.

Aging Type 30/60/90+ Days or By Month

When viewing financial details for invoices, this option will display the invoices
breakdown.

Business Tax Descriptor

This field is used to allocate the Tax Definition in financial reports.

GST Accounting Cash or Accrual

In the event that you are not using the Accounting Module currently, ensure that you
make this selection correctly anyway. If you want to use the Accounting Module at
any stage in the future it is difficult to change.
Accrual Method All Debtor and non-debtor sales are sent together to MYOB in a
General Journal Entry transaction.
Cash Method All Debtor sales are sent separately to MYOB to a single Debtor
Account.

Ideal Handheld
Once the IH license has been activated in Idealpos, you will have access to this field.

Menus in Code Order

Menus are sorted by default in Alphabetical order, you can change this setting by
checking this box.

Price Level
You can set the default price level to be used by the handheld. If no price level is
selected, Price Level 1 will be used.

Use Price Level from Menu

The price level will be selected from the menu that is being used at the current time.

Notes
This function is used to display the Specials of the Day etc.

Dashboard
The Dashboard is the display graphics that display on the right-hand side of the
BackOffice Screen.

Refresh every # seconds

Enter a timeframe in this field that will refresh the Dashboard. You can manually
refresh the Dashboard by pressing the Dashboard icon in the top left corner.

Enable Animation
Select this checkbox to allow that when the screen refreshes, the graphs will be
rebuilt onscreen.

Flash 10.1
On startup, POS will check the currently installed Flash OCX version, if it is not 10.1,
will install 10.1 automatically. This should not affect the plug-in version used by the
Web Browsers.

Packet Processing
This setting will determine the amount of data packets that are received into the
Idealpos database from IPS Client. Default optimum settings are entered and should
not be changed unless you have been advised to do so.

Number of Packet Commands to process at End of Sale 500

When a sale is taking place on the POS Screen, Idealpos will not process any packets
into the database. Once the sale has finalized, this is the amount of data packets
that will be processed.

Packet Processing Idle Time 6

Once a sale has been finalized, Idealpos will wait for the duration specified in this
field before processing any data packets. The time is defined as Seconds.

Purchases
The Purchases Tab is broken up into five different sections which are Purchase Order
Default Settings, Send to Labels Default Sort Order, Miscellaneous, Programmable
Barcodes and Fees & Rates.

Purchase Order Default Settings

Title -

This field is what is printed at the top of the Purchase Order to

let the suppliers know you are sending an order.

Delivery Address - Your address details of where you would like the items
delivered.
Fields 1, 2, 3 These fields give the supplier extra details that are the
same for each Purchase Order.
Top Message Purchase Order.
Middle Message Purchase Order.

This allows you to enter a message at the top of the

This allows you to enter a message in the middle of the

Bottom Message - This allows you to enter a message at the bottom of the
Purchase Order.
Show Amounts
to pay for your items.

This allows you to display the Unit Costs that you expect

Use Suppliers Codes the Suppliers items.

This allows you to use the Supplier Codes that are on

Use Scan Codes

This allows you to scan items into a Purchase Order.

Example of a Purchase Order:

Send to Labels Default Sort Order

When items are received into stock through the Stock Transactions menu, you are
able to send these items to the label printer. Select one of these settings for the
default order the items will be sorted by.

Miscellaneous
Large Size Grid
When this checkbox is selected, it will add more space between the lines within the
Purchase Orders Items. This is to enable better access when used from a
Touchscreen.

Default to Purchase Orders/Default to Stock Received

When you enter the Stock Transactions and click Add, these default settings will
apply.

Fees & Rates

When processing invoices from Suppliers, they may charge you additional fees to the
items that you have ordered to have the stock delivered to you.

You may need to create a Purchase Category to accommodate these charges. Go to

File > Purchases > Purchase Categories > Add. You also have the ability to define
the tax rates charged against these categories. The rates are defined on the Sales
tab of Global Options.

Programmable Barcodes in Stock Purchases

Prefix All barcodes starting with this prefix will be considered as a programmable
barcode.
Field 1 Choose either Stock Code or Department Code.
Field 2 Choose either Price or Qty.
Position Fields Enter the starting position for Field 1 & 2.
Length Fields Enter the length of the fields for Field 1 & 2.
Decimal Point Enter the decimal point position when using Price for Field 2.

Restaurant
The Restaurant Tab is broken up into four different sections which are User-Defined
Table Status Buttons, Table Status, Sessions and Miscellaneous.

Miscellaneous
The time settings can vary the way you service the guests in the restaurant, and
provide visual alerts to enable staff to react quickly. There are 4 separate settings
that can be applied.

Not Ordered Alert Time

This is set in minutes and will start to flash on the table when a guest has been
seated and not ordered anything within the specified time. It helps to ensure orders
have been taken and all guests are served promptly.

Bill Not Paid Time

Once you have presented the Bill Print to the customer, the table will flash after the
set time to ensure that you are paid, and the guests havent left.

Food Ordered Alert Time

This time is set to ensure that each course has arrived at the table within an
appropriate time period. As each course is called away, the timer will reset for the
next course.

Clerk Reset Time

When you require a clerk entry on the Table Map, this function will lock the clerk out
to ensure that a guest cannot use the terminal if the clerk has walked away for an
extended period.

User-Defined Table Status Buttons

It is possible to use custom names and colours for the status buttons to send notices
to the kitchen to call tables away throughout the different courses. Each item needs
to be added as a stock item and be ticked as an instruction.

Once these have been set, the buttons will display at the bottom of the Table Map.

Table Status
These options are provided to indicate the different area of service that the table is
currently getting. The Caption text will be displayed on the table underneath the
table number. If you dont want to see the text, leave this field blank.

Ready Seated -

Indicates the table is able to be used.

Indicates the guest has occupied the table and is yet to order.

Unprinted - If you are holding print jobs to the kitchen, this will display that it yet
to be sent to the kitchen.
Printed

Indicates that the items have been sent to the kitchen printers.

Served

Indicates that a course has been delivered to the table.

Bill Presented awaiting payment.

Indicates staff member has printed a bill on this table and is

To Clean Indicates the table has been paid and has yet to be cleaned and ready
for next service.
Reserved service.

Indicates that a reservation has been placed on the table for the

The colours will display as each function is used. Each action will replace what was
originally on the button when selected.

Sessions
The session times can be set to provide extra reporting for some trend reports, and
to provide a better structure to the Reservations Module. The time can only be set in
1 hour increments over 5 different sessions.

Customers
The Customers Tab is broken up into eight different sections which are A4 Tax
Invoice, Layby Statement, Account Invoice/Activity Statement, Tender Spend Limits,
Customer Date Function, Miscellaneous, Laybys and User-Defined.

A4 Tax Invoice
A4 Tax invoice section is where you can enter your information that you want your
Customers to have on their Invoices. Information such as banking details, trading
terms, tax settings, tendering and delivery address are available.

Layby Statement
Layby Statement section is to display the layby terms and conditions or other
information that you would like included when sending statements to Customers.

Account Invoice/Activity Statement

Account Invoice/Activity Statement section is an area to print out trading terms and
other information that you would like included when printing these for Customers.

Customer Tender Spend Limits

This function will allow a link to a particular Tender Type using a value entered in a
User Defined Text Field. An example of this would be allowing Staff to spend up to
$50 (with a 25% discount) on their Staff Card daily, with all other purchases
requiring a different Tender.

To configure this option go to Setup > Global Options > Customers > Tender Spend
Limits.

You have to configure three drop down menu selections to trigger the value for each
Tender Limit.

Tender Limit 1/2 - Select the Tenders you want the limit to be used against.
User-Defined Field Reset -

Select which field you will enter the value against.

Select how you want the limit to be reset from Manual, Daily,
Weekly, Monthly, Yearly or Financial Year.

While on the Customer tab, change the description of the User Defined Text field to
the description you want to use.

Go to File > Customers > Add/Modify > Enter a dollar value in the selected field for
all required Customers > Save. Each Customer can have a unique value.

Manual Reset of Tender Spend Limits

When you have selected to reset the Tender Spend Limits manually, a new option
will appear under the Utilities menu of the Back Office.

Go to Utilities > Reset Tender Limit (*tender). In our example we have selected
POINTS tender to be reset manually.

You will need to confirm the Reset of the Tender.

The window will confirm the Tender has been reset.

Customer Date Function

Customer Date Function area can be used to trigger an anniversary or event using
the date fields in the Customer details.

2nd Date Label

This changes the name of the field in the Customer database screen.

Apply the following actions on Birth Date/2nd Date

Sets which date function activates the setup actions.

Continue to apply
Set this to how many days the Customer has to take advantage of the actions from
the date set.

Show Message
This will display a message in the middle of the screen when the Customer is added
to the sale.

Change Price Level to

Set this to a different level if you wish for the Customer setup.

Subtotal Discount %
This can be set for specific discount.

Sell Item
This allows you to sell a Stock Item. It may be a free item as a gift for the Customer.

Apply actions Once Only

This will apply settings on the one sale for the Customer only.

Miscellaneous
The miscellaneous section is where you can set various Customer settings.

Default Credit Limit

This value is used to set the credit limit of Accounts and Bar Tabs.

Pay By Points Tender

This is used when redeeming points from the loyalty program.

Default Type
This allows you to select which Customer Type new customers will be added to by
default. This can be changed when modifying the Customer.

Automatic Customer Import Daily Time and Customer Import Frequency

These are used with importing Customers at regular intervals.

Laybys
Laybys section is used for defining the Layby terms and conditions that you want to
print out on the Layby receipt.

Period
This field is to define the length of time in days you want to hold Laybys for.

Minimum Deposit %
This field is what you require as a deposit for a Customer to be able to place a Layby.

Laybys become Sales

Select when Laybys become Sales, as this can affect the way the stock control is
handled.

User-Defined Text & Yes/No Fields

The User-Defined section allows you to create custom fields for marketing and
loyalty purposes. These fields will change when edited in the Customer setup screen.

Sales
The Sales Tab is broken up into ten different sections which are Tax Rates, Selling
Price Descriptors, Food/Beverage Total Descriptors, Programmable Barcodes, Fast
Add Stock Items, Sale Type Status, Pending Sales, A4 Pending Sale Messages,
Miscellaneous and Undistributed Surcharge Link.

Tax Rates - All Regions ex North America

This area allows you to specify a default tax rate for use, while also allowing other
rates to be used. There are only a total of 6 possible rates available.

Select a Default Rate that will be used for all sales. Enter a Description you want to
use (GST), the Rate to be used and the Label.

Tax Rates - North America Only

This area allows you to specify a default tax rate for use, while also allowing other
rates to be used. There are only a total of 6 possible rates available.

Select a Default Rate that will be used for all sales. Enter a Description you want to
use (GST), the Rate to be used and the Label. If the Tax is required to be VAT, select
the corresponding check box. You are also able to toggle the Tax Rate to display next
to the Stock Item on the receipt in brackets.

Selling Price Descriptors

This allows you to rename the descriptions of the different Price Levels for Stock
Items.

Food/Beverage Total Descriptors

These fields allow you to set descriptors that allow multiple Sales Categories to be
linked to, but reported separately.

Sales Categories are able to be reported on separately but in some instances, you
can view the descriptors which will group the figures into the appropriate section.
This will also be the case in various other reports and functions throughout POS.

Programmable Barcodes
Programmable Barcodes are used in Grocery Stores for products that have been
weighed and pre-packed using a Label Printing Scale.

Use? To enable feature.

Use Hardwired? Will recognize barcodes as Hardwired Format.
Prefix All barcodes starting with this prefix will be considered as a programmable
barcode.
Field 1 Choose either Stock Code or Department Code.
Field 2 Choose either Price or Qty.
Position Fields Enter the starting position for Field 1 & 2.
Length Fields Enter the length of the fields for Field 1 & 2.
Decimal Point Enter the decimal point position when using Price for Field 2.

The barcode number has the following data embedded in the code:
Prefix Usually 02 or 2
Stock Code or Department Code Usually 3 to 4 digits

Quantity or Price Either the quantity or price can be embedded in the

barcode
Check Digit Last digit on the barcode

How to determine the length and position of Fields 1 and 2

It is possible to have three formats in use at the same time which is Hardwired,
Barcode Starting with 2 and Barcode Starting with 02.

Hardwired Format
This barcode will read when the Use Hardwired? option is enabled. Hardwired
means, the position of length of the barcode is fixed for this type of barcode. This
allows you to set different positions and lengths for the other two types of barcode.
When Use Hardwired is enabled, it will detect Barcodes starting with 02 and 2 and
also have the following starting numbers: 20, 22, 24, 28, and 29.

The example below is a hardwired programmable barcode that starts with 28:

If the Barcode starts with a 02:

The position for the stock code is hardwired to position 3 with a length of 5.
The position for the price is hardwired to position 9 for a length of 4 with 2 decimal
places.

If the Barcode starts with 2:

The position for the stock code is hardwired to position 3 with a length of 4.
The position for the price is hardwired to position 8 for a length of 5 with 2 decimal
places.

Barcode Starting with 2 and 02

Some Scanners add a leading zero to UPC-A Barcodes. To fix this, you can program
the scanner to convert UPC-A barcodes to EAN-13, however this will change EAN 13s
with a leading zero NOT to output the zero character.
Idealpos will still identify barcodes starting with a 2 as a programmable barcode,
even though the prefix has been set to 02 in programmable barcodes.

The way it works:

If the length is 12 characters and you have a prefix set as 02, and the first code isnt
0 and the second code matches the 2 prefix number (2) POS will add a zero to the
barcode.

Whilst the barcode does not show a leading zero, when the barcode is scanned, a
zero will be added to the number making it a total of 13 digits.

This is the most common type of programmable barcode and contains 13 digits.

Fast Add Stock Items

This section is to program the default department that Stock Items are added to if
they are not currently in the database. Generally this is used with scanned items that
are not currently in the database.

Tick the checkbox to use the feature to fast add stock items when not found.
Default Department This will be the department the items will be added to. Once
they have been added you will be able to manually move them to the department
that you want them located.
Stock Code or Scan Code Select one of these options to decide which field the
barcode data will be added to.

Sales type Status

These descriptors can be used to categorize your pending sales. When a pending sale
is saved you have the option of applying one of these labels. These can be used for
take-away stores, or businesses that want to highlight pick-up times and delivery
details.

Pending Sales Options

This set of tick boxes controls how printing of pending sales is handled and also to
tell POS to automatically generate a pending sale number.

Miscellaneous
When an item for whatever reason has encountered a price change, you can decide
what happens for additional items that are added to the sale. The options available
are Continuous, Until End of Sale and One Item Only.

Continuous This will continue to charge all subsequent sales and items with the
Price Level that was selected.
Until End of Sale This will keep the price level selected until the end of the
current sale.
One Item Only This will change the price of the next entered item only.
Price Level Override Enter a number that corresponds with the Price Level that
you want to use for all Customer Sales.
Non-Turnover Stock Items Stock items are able to be linked to non-turnover
department & be accounted for as non-turnover sales.

Undistributed Surcharge Link

This option is able to be used for two functions.

The Undistributed Surcharge Link is applied when you are paying an Account on a
surcharge tender. The extra charge needs to be applied to an item in order for the
MYOB export to balance up.

1. First, you need to create a dummy stock item as Surcharge.

2. Create a Sales Category OTHER.

3. Create a department OTHER and link to the Sales Category 7.

4. Create a stock item and name it as Undistributed Surcharge.

5. Go to Setup > Global Options > Sales > Link the Undistributed Surcharge Link to
stock item 1413.

6. Now, suppose you bring an account customer.

7. Bring up items up to $20.00.
8. Pay it off by Account tender.

9. You want to pay a payment of the account customer by a tender with Surcharge.

10. Notice that, the $0.60 surcharge applies during the account payment.

11. Do an End of Shift.

12. Go to Accounting > End Sales Period > Proceed to end sales.
13. Go to Accounting > Sales Reconciliations.

14. Edit Sales Reconciliations.

15. The $0.60 surcharge appears in the OTHER sales Category.

16. This will be ready to export to MYOB.
In this case, it will balance up with the extra charges to be able to export to MYOB.

A4 Pending Sale Messages

This section allows you to enter text that will appear on the Pending Sale when
printed to an A4 printer. The Top Section will print underneath the Stock Items,
while the Bottom Section will print at the very bottom of the page.

Reservations
The Reservations Tab is broken up into four different sections which are Status,
Miscellaneous, Areas and User-Defined Fields.

Status
This section allows you to create custom colours for the Table Map to display when
the selected table has achieved the current status. These statuses will display in the
Reservation screen only.

Areas
This section allows you to create up to 8 different areas or sections within your
seating plan. Each table must be programmed to be in a specific area.

User-Defined Fields
This section gives you the ability to control 10 Yes/No fields and 2 Text fields, which
will appear on the Run Sheet.

Miscellaneous
This section will allow you to set numerous default options that will be applied to all
reservations. These values can be changed when the booking is being programmed.

Average Dining Time

Allows a set period of time for the reservation to take place, and plan for turnover of
tables. This value will automatically be entered on all new Reservations.

Table Map Reserved

This allows a table to be reserved for a period before the guest is arriving.

Default Customer Type

Will be the Customer Type new guests will be linked to from their first reservation if
they are not currently in your database.

Phone Message
A message that can help the staff repeat the reservation they have just taken back
to the guest to confirm the details.

Change Layout Password

To limit which staff can make changes to the reservations table layout.

Remove Table Map Reserved Button

If using Reservations module this check box will remove the small default Reserved
button.

Accounting
The Accounting tab is used for End of Shift and End Sales Period functions
integrating with MYOB. More information on these functions can be found on the
MYOB User Guide.

Credit Notes/Gift Vouchers

The Credit Notes/Gift Vouchers Tab is broken up into two different sections which are
Credit Notes and Gift Vouchers.

Credit Notes
Receipt Message
This area is used to input the conditions you want to inform customers of when
issuing Credit Notes. This message can be very long if required, but will print out on
the receipt each time.

Expires After # days

This will determine how many days you will accept Credit Notes to be used for from
the date of issue. Credit Notes that are partially used will be re-issued with the same
due date from the original.

Print Credit Notes on Receipt Printer

Toggle this option if you would like the Credit Notes you issue to print to the default
Receipt Printer.

Automatically create Credit Note Codes

Toggle this option to create a unique identifier code that Idealpos uses to track use
of this Credit Note.

Credit Notes can be redeemed at any Site.

Toggle this option to allow customers to visit any store you own to receive goods.
This is based on you using Sites for each different store location.

Customer Type
Customers who receive a Credit Note are automatically added to your Customer
database for tracking purposes. This enables you to add them to a specific type to
keep them organised.

Reason 1 10
Enter the different reasons that a customer has for returning an item and not
receiving a refund. You only need to enter 1 reason.

Gift Vouchers
Receipt Message
This message will display on the printed voucher if setting the voucher to print
through the receipt. This is where you can insert the vouchers conditions.

Expires after # Days

Set this value to be a default expiry date for the vouchers you sell. Gift vouchers not
redeemed within this time frame will expire.

Print Vouchers on Receipt Printer

This option will use the default receipt printer for voucher printing.

Automatically create Gift Voucher codes

If you do not have a numbering system in place and you are not using Customer
Codes, you can select this to always create a number. This number will be
represented as a barcode at the bottom of the receipt.

Gift Vouchers can be redeemed at any Site

If you have multiple venues in differing locations, this option gives you the flexibility
to offer redemption at any of your stores.

Gift Vouchers use Customer Code

If you use customer loyalty and add all your customers to your database, you can
use the default customer code that is already applied to the customer.

Can Search Gift Vouchers by Name

This option gives you the ability to quickly find the purchaser of the voucher for reprinting or extending the expiry.

Voucher details shown on Receipts

This option will not display the Gift Voucher Code, Name and Remaining Value left on
the voucher.

Type
This can be used to specifically use different types of vouchers for different uses, to
help you identify what type of voucher is more likely to be redeemed.

Programmable Barcodes
Position Fields Enter the starting position for Field 1 & 2.
Length Fields Enter the length of the fields for Field 1 & 2.

Interfaces
The Interfaces Tab is broken up into eight different sections which are PayPal
Interface, Clipp Interface, Tyro Pay@Table Interface, Bev Con Interface, Pager
Interface, epay Interface, Room Interface and Reservation Interface.

Pager System
The use of this function will require you to contact a third party provider called
Unipage to get a paging device. Their details can be found by going to
www.unipage.com.au.

Enter the IP Address and the Port Number.

Go to Setup > POS Screen > POS Screen Setup > POS Screen Layout > Select an
empty button and set the Function Type as Pager System. Your automatic text
should be in this format 1-Come and help me!!!!

With the 1 being the pager group that you setup in the pager system beforehand. So
youll need to create different buttons for different groupings (1.Bouncers,
2.Waitresses, etc.). Also you can put the Pager # into the automatic text and you
will be able to type a message in live.

Bevcon Interface
The Bevcon Interface allows for direct real-time beverage monitoring on draught
beer and electronically dispensed spirits.

For more information on the Bevcon system and requirements, please visit
www.bevcon.com.au.

Settings
Bevcon Solutions will provide you with a blank POSdata.mdb file. Save this file on
the terminal that will be the output terminal. It is recommended to be placed in
C:\Program Files\Bevcon.
In Idealpos, go to Setup > Global Options > Interfaces > Bev Con Interface.

Directory
In the Directory field, enter where the Bevcon file resides. Idealpos recommends this
to be on the local PC at C:\Program Files\Bevcon.

Output from POS #

Enter the POS Terminal number that outputs the data to the Bevcon file.

Room Interface
The Room Interface will allow communication with four 3rd Party software systems
for hotel management, which are RoomMaster, Charts, RMS, StarFleet, RezBook,
Satin, Hirum and GuestCentrix. Not all communications are 2-way. More information
on using the Room Interface module can be found in the online User Guide.

RoomMaster

Charts

RMS

StarFleet

RezBook

Satin

Hirum

GuestCentrix

Newbook

Reservation Interface
This interface allows for communications between Idealpos and ResPAK. More
information on using the ResPAK interface can be found on the online User Guide.

Interfaces 2
The Interfaces 2 Tab is broken up into four different sections which are Web Ordering
via Ideal WebIT, Customer Interface, Web Reporting and Fuel Console Interface.

Web Ordering via Ideal WebIT

This is where the settings will be configured to allow orders to come in from the web
service to Idealpos. Certain WebIT plugins allow for additional data to be presented
so that they can be better used in the POS System. These fields will help to arrange
that data in the required format. Not all plugins will support or require this
functionality. Please see the specific User Guide for the Plugin you are using to
whether or not this would be suitable.

Web Order Tender pre-paid their order.

Select a Tender that will be used if the customer

Web Order Location decremented from.

Web Order Clerk POS.

Select a Location where the stock will be

Select a Clerk that will be used to post the sale into

Unmatched Items Link - If an item is available on the website but not in the
Idealpos database, it will link to this item. The description of the Stock item selected
will be displayed. If this field is left blank, Idealpos will print out a description only,
but this cannot be tracked.
Check Box Automatically Finalize Prepaid Web Orders will not
display as a pending order (PAID Status) and a kitchen docket will print.
Price Level Link Select from the drop-down menu the price level that you
want associated with the status used for each order.
Sale Type Link Select from the drop-down menu the Sale Type you
want associated with the status used for each order.
Play Sound Browse to a location of a .WAV file which will play
on all terminals set to receive POS notification when a Web Order is received.

POSTEC Fuel Console

This allows you to connect to a fuel console. This option will only display if you are
using a registered FC module. More information on this can be found on the online
User Guide.

Customer Interface
This facility allows you to connect to various Customer Interfaces that we have
approved and added to the Idealpos program. For more information on using each
interface, please review the relevant guide.

PayPal Interface
Use this field to link PayPal to the tender that will be used. More information on this
feature is provided in the PayPal guide.

epay Interface
epay is a global prepaid product provider and distribution network enabling service
providers to maximize the sales of their products and services. epay delivers
innovative and tailored electronic payment, cash collection solutions including POS
systems integration, a full settlement and reporting service and full marketing and
distribution service support.

Web Reporting Interface

Idealpos is compatible with the Summa BI Web Reporting platform for the Hospitality
and Retail industries. Summa requires the purchase of an additional license from
Idealpos Solutions for each individual Site you want to report on. It gives you the
flexibility of combining or keeping separate all Sites within your network.

Printing
The Printing Tab is broken up into six different sections which are Print Formats,
Print Group Header Format Kitchen Printers, Print Group Header Format
Receipt/Bills, QR Codes, Kitchen Printer Names and Other Options.

Kitchen Docket Format

Standard Print Format
Items will be printed in the order they were entered into the POS.

Standard by Seat Numbers

Items will be printed in the order they were entered into the POS, but will have a
Seat Number on each item.

Order by Print Group

If Print Groups are linked to the Departments, items printed on the Kitchen Printer
will be separated by the designated groups.

Order by Print Group Accumulate Items

If Print Groups are linked to the Departments, items printed on the Kitchen Printer
will be separated by the designated groups, and items that are doubled up with
accumulate.

Order by Seat/Print Group

Items will be grouped by Seat number. If a seat number is not selected they will
print in the order of the Print Groups.

Order by Seat/Print Group Accumulate Items

Items will be grouped by Seat number. If a seat number is not selected they will
print in the order of the Print Groups, and accumulate any items that are the same
for each seat.

Order by Print Group/Seat

Items will be separated by the respective Print Groups and each item will display the
seat number allocated for it.

Order by Print Group/Seat Accumulated

Items will be separated by the respective Print Groups and each item will display the
seat number allocated for it, multiple items that are the same will be accumulated.

Group Instructions by Seat: Use Instruction Separator Line

By default the option Use Instruction Separator Line will be selected.

When selected (default) the docket will print a line between the two seat options.
When not selected the line will not print and rely on the seat definitions to display
the different orders.

Group Instructions by Seat/Accumulate/Separate Line

(default)
Items will print by Print Group while accumulating the main menu item. Seat
Numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. Each instruction will be printed on a
separate line from the others.

Group Instructions by Seat/Accumulate

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. The instructions will also print on the
same line, one after the other.

Group Instructions by Seat/Accumulate/Small Font

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. All instruction items will print in a
smaller font than the main item.

Group Instructions by Seat/Accumulate/Print Red

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. Instruction items will print red.

Group Instructions by Seat/Accumulate/White on Black

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. Instructions will print white text with
black background. Only works on supported printers.

Group Instructions by Seat/Accumulate/Separate Line/Red

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. All instruction items will print in a
smaller font than the main item and in red.

Group Instructions by Seat/Accumulate/Separate Line/Red/No

Print Groups
Items will print Standard while accumulating the main menu item. Seat numbers will
be allocated and used to group the instructions from the main menu item if they
have been added during the sale. All instruction items will print in a smaller font than
the main item and in red.

Bill Format
Standard
Will print all the items from the table in the order they were entered into the POS.

Order by Print Group

This will separate the items between the different Print Groups within your database.

Order by Print Group Accumulate

This will separate the items between the different Print Groups within your database,
but accumulate the same items.

Order by Seat/Print Group

This will separate each items into the relevant Seat number. It will then group the
items based on their print group within those seats.

Order by Seat/Print Group Accumulate

This will separate each items into the relevant Seat number and accumulate the
items between each seat. It will then group the items based on their print group
within those seats.

Order by Print Group/Seat

This will separate the items into the specific Print Groups, and then details by Seat.

Order by Print Group/Seat Accumulate

This will separate the items into the specific Print Groups, and then details by Seat
with item accumulated.

Print Group Header Format Kitchen Printers

You now have the option of selecting where the Print Group Header will be printed,
and how it can be displayed. There are numerous combinations available.

Go to Setup > Global Options > Printing > Print Group Header Format Kitchen
Printers.

Print Group Header Format Receipts/Bills

You now have the option of selecting where the Print Group Header will be printed,
and how it can be displayed. There are numerous combinations available.

Go to Setup > Global Options > Printing > Print Group Header Format
Receipts/Bills.

QR Codes
QR Codes can be generated to print on Receipts and Coupons. In both instances the
code will be printed on the footer section of the docket. The QR Code can be
configured in up to 8 different size variations and you can enter text underneath to
inform the user what the QR Code will do.

Go to Setup > Global Options > Other Options > QR Codes.

Print on Coupons
Check this box to print the QR Code when a coupon is issued.

Print on Receipt Footer

Check this box to print the QR Code on the footer of a receipt. All terminals within a
Site will print the QR Code on the footer if they have a receipt printer configured for
use.

QR Code Size
Select a size for the QR Code to print. Idealpos supports sizes 2-9 with a
recommendation of 5.

Receipt QR Code Data

Enter the details of what the QR Code will action when scanned. This field accepts up
to 100 characters.

Text underneath Code

These fields allow you to print a line with information about the code and accept up
to 40 characters each.

QR Codes will work on most printers that emulate ESC/POS (Epson Emulation).
Check the specifications of your printer in the barcode section before attempting to
configure this.

Kitchen Printer Names

These fields allow you to give each kitchen printer its own unique name for use
throughout the system. You have a maximum of 20 characters.

Other Options
These options can affect the size of the print on the kitchen printers and receipt.

Use Smallest Line Spacing

This option will ensure that the receipt as concise.

Kitchen Printer Large Size Format

Select from a combination of Double Height, Double Width and Bold.

Other Options
The Other Options Tab is broken up into four different sections which are Home
Screen, Email Settings, Alerts and Mag Card Printing.

Home Screen
This section allows you to customize the Home Screen.

Home Screen Graphic Pictures Folder

Enter the link to the image that you want to display on the Home Screen.

Last Transaction Timeout

Enter the timeout in Seconds that will apply to the display of the last transaction on
the Home Screen.

Slideshow Start Time

Enter in Seconds the amount of inactive time before a slideshow of images will
display over the Home Screen.

Second between Images

Enter in Seconds how often the images will change on the slideshow.

Email Settings
Outgoing Email Server - Also known as a SMTP Sever, this is
supplied by your ISP
This field is required if you want to send emails directly from Idealpos. You can email
any report generated as well as Customer Invoices.

Sending Email Address

Some email servers require you to have a sending email address to authenticate. If
this field is left blank it will use the email address that is set in POS Terminal >
Miscellaneous > User Details. This email address must match the server details of
the service you are using. For example, with Gmail you would need to use a
@gmail.com account.

SMTP Username & Password

This is generally used for any email that requires being passed through an
Authentication Server. This functionality will not support encryption, only
authentication.

Checkbox: Enable SSL/TLS Protocol

Check this box when your email server requires this authentication.

SMTP Port
Different servers require different ports to access.

Default CC & BCC Email Address

These fields can contain email addresses that will receive an email copy each time an
email is sent from Idealpos.

Default Email Message when sending Reports

This function allows you to create a default message that will be sent when you send
reports. There are two separate messages that you can select.

Common Email Server Settings

We are happy to add to this list if you can provide us with all the necessary details to
make the email server work.

Gmail
Outgoing = smtp.gmail.com
User = Gmail email address
Password = Gmail Password
Port = 587 (Alternative ports are 465 or 25)
SSL = Ticked
Sending Email Address = Must be a Gmail account.
Notes: You must login to your Gmail account & enable IMAP in the settings before
being able to use Gmail. You must also use the Gmail email as your sending email
address.

TPG
Outgoing = mail.tpg.com
User = TPG User name
Password = TPG Password
Port = 25

Live/Hotmail
Outgoing = smtp.live.com
User = Live/Hotmail Email Address
Password = Live/Hotmail Password
Port = 587
SSL = Ticked
Sending Email Address = Must be a Live/Hotmail account.
Notes: You must also use the live/Hotmail email as your sending email address.

Spark (ex Xtra)

Outgoing = send@xtra.co.nz
User = Spark Username
Password = Spark Password
Port = 587 (Spark recommend 465 however we could not get this to work)

SSL = Ticked
Sending Email Address = Must be a Spark account.
You must use the Spark email as the sending email address as this service require
authentication.

Alerts
When configuring Alerts, you need to decide through Global Options which POS
Terminal will output the data required.

Mag Card Printing

Idealpos can print and encode on the Zebra P330i Mag Card Printer with customers
from the Idealpos database. Currently there is only 1 format of printing available.

Go to Setup > Global Options > Other Options > Mag Card Printing > Zebra P330i
Card Printer USB.

Once the Zebra P330i Mag Card Printer has been installed you will be able to print
customer cards directly from the Idealpos database.

Go to File > Customers > Customers > Highlight the customer you want to print >
press the Mag Card button.

If you have not installed the drivers for the printer correctly you will be see the
following message:

If the printer is turned off or not connected you will not be able to print any cards.

If the printer has been installed correctly and is turned on, the Customer will be
printed on the card.

The current format we are using must be measured to correctly place the information
you want to display after the headings. If there is no Expiry date (uses the 2 nd Date
in Customer records) it will not print. Below are the approximate measurements of
where the text that is output from Idealpos will print.

Customer Code = Member No

Customer Name = Member Name
Customer Type = Type
2nd Date = Expiry

Gaming
The Gaming Tab is broken up into three different sections which are Gaming
Interface, StarrSrvr Interface and Tickets.

StarrServer
StarrServer is a third-party software program that interfaces between multiple
gaming and loyalty facilities used in the hotel and club industry. Members who are
StarrServer members are generally controlled using additional software that allows
Idealpos to search and present data relating to the customer/member when
selected. These systems generally allow the payment for goods through a points
system, very similar to Idealpos internal loyalty program.

StarrServer checkbox must be ticked for this feature to work.

IP Address This is the designated IP Address of the PC that the StarrServer
application has been installed on.
Redeem Tender This is the designated Tender that will allow the member to
redeem points for goods purchased.
Redeem Tender 2 This is the designated Tender that will allow the member to
redeem points for goods purchased.

Interface Type This needs to be set to the loyalty program that is used by the
customer.
Customer Timeout This field is measured in Seconds. It will remove the
Customer from the sale and they will need to be re-added to the sale.
Rating Points per Dollar This is a specific MaxGaming feature and will only work
with their settings. Please speak to your MaxGaming representative on settings this
up.
Use Price Level Schedule When the StarrServer member is added to the sale, if
the Price Level that they are connected to is used in a Schedule, it will include these
members.
Add Members to POS Select this checkbox to add all StarrServer members to the
Idealpos database also. This function can also be used to select the number field that
is added to Idealpos is either the Scan Code or Membership ID.
Customer Type This is the Customer Type that added members will be added to.
Length This is the length of the data that is read and added to the database.

Gaming Interface
This function allows communications between Idealpos and six gaming vendors
which are Maxetag, FlexiNET, Titan, MaxGaming, eBet and IGT. More information on
using this interface can be found on the online User Guide in the Gaming section.

Hold Print Function

Hold Print Function in Idealpos
The Hold Print Function can be used when a group of people are sitting at the same
table, but wish to order and pay for their meals individually. The clerk operating the
POS terminal can use the hold print function to prevent the order sending to the
kitchen printer or kitchen monitor, until the last personal has ordered their meal.

Idealpos has two separate functions called Hold Print. The first and original method
was the Hold Print function from the Table Map Details Screen. This allowed any
users who use the Restaurant Module to select a table from the table map and press
hold print.

The new method described below is now available in Idealpos 6.01 to allow
customers who do not use the Restaurant Module to hold print from the POS Screen.
The hold print function in the Restaurant Module and the hold print function in the
POS Screen are two separate functions and do not work together. You can only use
one method in any one sale.

The steps to use the hold print function are:

1. Enter the first sale for a customer on a table. At any stage during the sale,
press the hold print function and enter the order number. Either finalise the
sale by selecting a tender, saving to a bar tab or account.
2. Enter the next order for a customer on the same table. At any stage during
the sale, press the hold print function and select the order number used for
the first sale, and then add to order. Continue this process until all the orders
are entered for the table.
3. On the last order, press the hold print function at any stage during the sale,
select the order number and press last order. Finalise the sale. The items set
to print to a kitchen printer or displayed on a kitchen monitor will be sent.

Key Features of the Hold Print Function

Hold Print function in the POS Screen is separate to the Hold Print function in
the Table Map details screen and they both work independently.
When entering the order number, you can either enter the order number in
hold print screen or by using the order number function anytime during the
sale.
Hold Print function works across multiple terminals.
Can be used with Bar Tabs.

Can use the print group shift function to add a separator line between items
in the order.
Can use the print group shift function to select a print group for orders that
require multiple separator lines.
Print Group Headers will not show on the kitchen dockets unless the
Restaurant Module is used.
Can view a Held Order.

Activity Log - records when Tables use Hold Print feature

By default when the Hold Print function is used it will be recorded in the Activity Log.

Setup Hold Print

POS Screen Setup
Go to Setup > POS Screen > POS Screen Setup and select your POS Screen Layout.
Modify your layout and add a new button called Hold Print.

Global Options - POSServer

POS Server is required for customers who have more than one POS terminal
networked together.

To enable POS Server, Go to Setup > Global Options > Miscellaneous > POS Server.

**Note** you cannot use Centralized Order Numbers through the POS Server if you
want to use the Hold Print function.

Yes/No Options
Go to Setup > Yes/No Options > Confirmation Tab.

Confirm to Finalize & Print Hold Print Order

This option will allow you to check that all items for this Order Number have been
entered and can be sent to the kitchen.
If this option is not selected the order will be finalized and sent to the kitchen as it
currently stands. This cannot be undone.

Go to Setup > Yes/No Options > Restaurant Tab.

Attach Order Numbers to matching Hold Print Orders

This option allows you to bypass the Hold Print screen for multiple orders using the
same number for previous orders.

Start an order and press the Hold Print button. Using the same order number as
used before, enter the sale but simple enter the order number and press the Order
Number button. You will only need to use the Hold Print button to send all orders to
the kitchen once the last order has been entered.

Using Hold Print

Entering the First Order
To enter the First Order:
1. Start sale and enter the items you wish to sell.
2. Before finalising the sale, press the hold print button.
3. Type in the order number and press the first order button.

4. At the top of the POS Screen, the Hold Print status box will appear with the
order number.

5. Finalise the sale. The order will not be printed to the kitchen printer.

6. At the close of the sale, the top of the POS Screen will display how many
different Hold Print Orders are currently being held.

Adding subsequent Orders

To enter the next order:
1. Start sale and enter the items you wish to sell.
2. Before finalising the sale, press the hold print button.
3. Select an order number from the Held Orders list and then press Add to
Order.

4. At the top of the POS Screen, the Hold Print status box will appear with the
order number.

5. Finalise the sale. The order will not be printed to the kitchen printer.

**Tip**
You can press the Hold Print status box shown at the top of the POS screen to
remove the hold print status from the sale.

Entering the Last Order

To enter the last order:
1. Start sale and enter the items you wish to sell.
2. Before finalising the sale, press the hold print button.
3. Select an order number from the Held Orders list and then press Make this
the Last Order. The selected order will change colour from blue to red, and
the button called Make this the Last Order will change colour from blue to
red and will read This is the Last Order.
4. Press the Last Order button.

5. At the top of the POS Screen, the Hold Print will change to read Last Order
and will show the order number.

6. Finalise the sale. All the orders stored for this order number will now be
printed to the Kitchen Printer.

7. The Kitchen Printer docket will show Held Order followed by the order number
on both the header and footer.

Finalize and Print

The Finalize and Print function will send the held order to the kitchen printer and
then remove it from the held orders list. You only need to use this function if a held
orders remains in the system and you wish to finalize it, or if the operator forgets to
use the last order function.

To use the Finalize and Print function, select a held order and press Finalize & Print.
A message box may appear that reads Are you sure you wish to Finalize and Print
this Order. Select yes to print the order to the kitchen printer and remove the held
order from the held orders list.

How to View a Held Order

Held Orders can be viewed by selecting a held order number and pressing the view
button located in the bottom left hand corner of the hold print screen.

The held order will be displayed in a Flash Report window. You have the choice of
pressing the X to close the screen, or select Print to print the held order to the
receipt printer. If you wish to print the order to the kitchen printer, you must use the
Finalize and print function.

Bar Tabs and Hold Print Function

It is possible to use the hold print function in conjunction with the Bar Tabs feature.
1. Start the sale as normal by selecting the items you wish to sell.
2. Log onto a Bar Tab.

3.
4.
5.
6.

Use the hold print function and assign an order number to the sale.
Save the Bar Tab.
Continue this process until all the orders have been taken.
On the last order, press the last order button on the hold print screen to send
the print job to the kitchen printer. Alternatively, after the last order, go into
the hold print screen and select the order and press finalize and print.

Inserting lines on a Kitchen Docket using the

Print Group Shift Function
Using either a stock item or a text line with a dashes, or equal signs in the
description will not work correctly with the hold print function. This is because the
line will not be printed in the correct order once all the orders and printed together
on the one kitchen docket. Instead, you can use the Print Group Shift function to
insert the line in the order.

There are two ways to use the Print Group Shift Function with Hold Print to insert a
line/s into an order:
1. Create a Print Group Shift button to insert all a line a sale. This will mark all
the items above the line with a print group shift identifier to show these items
have been moved to the top of the order.
2. Create a Print Group Shift button to show a list of Print Groups to choose
from. Once a print group is selected, all items above the line will be marked
with a print group shift identifier to show these items have link to this print
group.

**Note**
If the Restaurant Module is not used, neither method will show the Print Group NAME
on the kitchen docket, rather the name will be replaced with equal signs to clearly
separate the item on the kitchen docket.

Inserting only one line in a Sale

This method describes the process in setting up the Print Group Shift Function when
inserting only one line into an order. This would be used typically to separate Entrees
from Main Meals.

Create Print Group Shift Button

To create a Print Group Shift button to insert only one line into a sale:
1. Add a new button called Print Group Shift.
2. Tick the Can Shift Multiple Items option.
3. Enter in the number 1 into the Print Groups in Menu field. Number 1
represents Print Group number 1, and when used, will mark all of the items
above the line with print group 1. This will ensure these items remain at the
top of the kitchen docket.
4. You may decide to call the button something else, like Print Line. If so,
change the Button Caption to your preferred description.

How to enter a sale with a single line to separate Entre from the Main
Meals
1. Enter the Entre items first.
2. Press the Print Group Shift Function. You will notice that all the items above
the line now show a ^1 at the end of the description. This is to indicate these
items are now linked to Print Group 1.

3. Press Hold Print and enter an order number.

4. Finalize the sale.

Inserting multiple lines into a Sale

This method describes the process in setting up the Print Group Shift Function when
inserting multiple lines into an order. This would be used typically to separate
Starters, Entrees, Mains, and Desserts etc.

This method works by showing a list of Print Groups to choose from, so the items
above the line will be grouped with the appropriate print group number.

Create Print Group Shift Button

To create a Print Group Shift button to insert multiple lines into one sale:
1. Add a new button called Print Group Shift.
2. Tick the Can Shift Multiple Items option.
3. Enter in the Print Group numbers into the Print Group in Menu field. For
example, if you have starters, entre, main and dessert print groups
numbered 4 to7, and then enter in 4,5,6,7 or 4-7. Either method can be used
or a combination of both.

How to enter a Sale using multiple lines to separate Starters, Entre, Mains
and Desserts
1. Enter the Starter Items First.

2. Press the Print Group Shift Function and select the Print Group you wish to
link the items to.

3. Continue with sale entering the Entrees, Mains and Desserts with each time
selecting the appropriate print group in between each meal type.
4. Press Hold Print and enter the order number.
5. Finalize the sale.

Changing a Print Group after entering the items

If you have already entered items into the sale and chosen the print group, you can
change the print group they are linked to by selecting the line, and then pressing the
print group to reselect a new print group. You will see the print group numbers on
each line item change to the new print group.

Linking items to a print group after the items

have been entered
If you have already entered your entrees and mains and forgot to assign the entrees
to a print group, you can insert the link between the entrees and main meals.

In the example below, two entrees have been entered first, followed by two mains.
To assign the two entrees to the entre print group, select the line below the last
entre entered, and then select the entre print group. The line selected will be
moved down a line, and a print line will be inserted in between the entre and main.
The entrees will have the print group number assigned to their line.

Ideal Handheld
Ideal Handheld in Idealpos
Ideal Handheld (IH) enables a waiter to remotely take table orders on the go
throughout the restaurant.

IH uses a program installed onto a supported PDA through a host terminal. IH is an

add-on module to Idealpos and needs relevant licensing on the host terminal.
Idealpos and POSServer must both be running when using IH. POSServer does not
need to be on the host terminal.

Ideal Handheld uses POS Screen Menus to connect to the Idealpos database.

Handheld Options
Global Options
Any terminal with the IH License is able to access and use additional settings from
Idealpos. Any changes that are made in this area of the program will require the
Handheld to exit and restart the Ideal Handheld software before the changes made
will be visible.

Go to Setup > Global Options > Miscellaneous > Ideal Handheld.

Menus in Code Order

Menus are sorted by default in Alphabetical Order, you
can change this setting by checking this box.
Price Level

You can set the default price level to be used by the handheld.
If no price level is selected, Price Level 1 will be used.

Use Price Level from Menu The price level will be selected from the menu that is
being used at the current time.
Notes

This function is used to display the Specials of the Day etc.

Use the tilde ~ special character to force the items onto a new
line on the handheld.

Print Group Shift 1/2 These functions allow you to add 2 different Print Group
Shift functions to the handheld device. Print Groups are linked
to Departments which Stock Items are grouped within.

POS Terminal Options

Other options are available for the handheld to use are direct from the terminal the
handheld is licensed. The handheld will by default, use the printing options of the
host pc. Under some circumstances the handheld can print to the kitchen and the
terminal will not. This is setup per POS Terminal and uses Sales Categories linked to
Sales Category Descriptors.

The Stock Item must be configured to not have an order printer selected, which
disables printing from the POS Terminal.

Go to File > Stock Control > Stock Items > Modify > Printer Settings.

Check the Department Code the Stock Item is linked to.

Go to File > Sales > Departments > Modify the Department the Stock Item was
linked to (Coffee/Tea) > Ensure the Sales Category is linked to Beverage.

Go to File > Sales > Sales Categories > Modify the Sales Category the Department
was linked to (Beverage) > Ensure it has been selected for Add to BEVERAGE Total.

Go to Setup > POS Terminals > Modify the selected terminal > Miscellaneous >
Handhelds.

When a Flat White is ordered through the POS Terminal, no kitchen docket will print,
however, when ordered through the handheld device, the docket will be printed
automatically.

User Registration
The Ideal Handheld Module is used to define how many handheld devices will be
connected to a terminal in the registration. The number of devices is indicated by the
number next to the IH (IH1) in the registration options. It is a requirement of this
module that Restaurant (RST) module is also installed. You will also need to ensure
there is a table map with programmed tables. Ideal Handheld will not work without
at least one table.

Supported Models
Ideal Handheld is able to be installed on many devices but will not work properly.
Idealpos will only support the following models and does not offer any support for
devices that are not listed.

Supported Models in order of preference:

Widefly WF43
Widefly WF35
Sharp UPX-200

Attempting to use other devices can have unknown consequences for the correct
functionality of Ideal Handheld.

When using Ideal Handheld and Idealpos version 6.02 build 10 and onwards, the
following installations files are required when using the supported models.

Widefly WF43 Only install Ideal Handheld.CAB

Widefly WF35/WF28 Install Ideal handhedl.CAB & Netcf.core.ppc3.arm.CAB
(MSR support requires NETCFv2wce5.armv4i.CAB)
Sharp UPX200 Only install Ideal Handheld.CAB

Unsupported Models:
HP iPaq 112/4700 Only install Ideal Handheld.CAB
Dell X51 Only install Ideal Handheld.CAB
Symbol MC50 Only install Ideal Handheld.CAB

Handheld Menus
Ideal Handheld uses Menus, not Grids, to display the items on the PDA device. Any
items that you want to display on the device should be grouped into corresponding
menus. These menus then need to be linked to the default Menu 999. More
information on Menus can be found in the POS Screen Setup Help Guide.

Add items to menus, and menus to the Waiter Pad menu by going to Setup > POS
Screen > Menus > Add/Modify.

The menus that we want to be able to access through the handheld are the only ones
that we have programmed to be visible here.

Handheld Screens
Main Screen
The main program screen provides you multiple choices on how to use the Ideal
Handheld program.

Clerk Select the Clerks from the drop down menu provided.
Table Use the numerical keys to enter the table number.
Setup Opens the Setup screen.
Print Bill Enter a table number and press this button to print a bill to the default
receipt printer.
Enter Guests This button will only display if selected in the Settings. This will
allow you to enter the guests seated on the table.
Exit This button will exit the Ideal Handheld application.
Enquire This button will open the table details of all items that have been placed
on the table. It will also display a Notes button, where specials or other information
can be displayed.
Start Sale Will open the selected Table and allow items to be added.
Notification Area This section will display the Idealpos Build/version that the
handheld version will work with. It will also display the current connection status and
the battery level.

If you do not enter a table number, or enter a table number that does not exist, an
Invalid Table Number screen will display.

Setup Screen
Before you will be able to use Ideal Handheld you will need to set some options that
enable you to connect to the host PC.

Select the handheld model using the radio button. It is important to ensure you have
the right terminal selected as there are different display resolutions that will affect
how other handhelds will display.

Exits the Ideal Handheld Setup screen.

Menu

Enter the Menu Code that corresponds to the Main Menu Code
that you will be linking to in Idealpos. By default this is set to
999.

Remote Sales*

Select this option to allow the operator to perform sales on the

handheld Device. This can only be used with the HHS module.

Print Receipts*

Select this option to print receipts of the sales that are

performed on the handheld device.

Guest Entry
seated at the table.

Select this option to enter the amount of guests that are

Member Entry*

Select this option to allow you to enter the Member into the
handheld for membership discounts.

Fast Sales*

Select this option to not require a Sales Reference.

Hide Seats

This option will not allow seat buttons to be displayed.

System ID*
StarrServer.

This option must contain the System ID that is required by

Is Remote?*
configurations.

This option can be selected for use in StarrServer

Prefix*
When entering membership details a prefix may be
required, enter the details in this field.
Width*

Select the width required for the StarrServer interface.

IP Address of Host This field must contain the IP Address of the terminal that has
the IH license.
Waiter Pad Description

This is the name of the Waiter Pad.

Sale Caption*
Device 1 etc.)

This option will display a caption on each Sale (Remote

WAITER
These letters must be entered in sequence to save the details
that you have entered.
OK
been entered.

This button will only appear once the WAITER buttons have

* Only available when licensed for HHS (Handheld Sales)

Order Screen
This screen allows you to enter items to the table and perform multiple actions.

Item Entry

Clerk, Table No & Total Ordered

Seat Numbers

Menus

Item Entry This is the area that will display the items that are entered.
Clerk This is the name of the clerk performing the sale.
Table Number This is the number of the table placing the order.
Total Ordered This is the current total of all ordered items.
Main Return you to the main menu.
Back Return you to the previous menu.
Hide Menus This will hide all menus and give a larger area to display all items.
QTY This allows you to add to the quantity of items by multiples of 1.
Void This will void the selected item from the order.
Finalize This will finalize the sale to the table.
Seat Numbers This will allocate the selected item to a seat number.
Menus This will display the menus to select the items.

Hidden Menu Screen

This screen is accessible by selecting Hide Menus from the main order screen. It
offers additional choices which are Exit, Cancel, Back, Text, Void and Finalize. Other
available options are two Print Group Shift functions that can be programmed in the
Global Options Handheld settings.

Exit This button will exit the Idealpos Handheld program.

Cancel This button will cancel the currently entered items and return to the main
screen.
Back This button will unhide the menus.
Text This button will allow you to add text to the order details.
Void This button will void the selected item from the order.
Finalize This button will finalize the order and send it to the printers and post it to
the table details.
Shift to Food/Beverage These buttons will shift the print group of selected
items.

Printer Error
If the handheld is unable to connect and print the order, the screen will display a
message.

Connection Issues
When the handheld is connected properly it will be green on the main screen and
display ONLINE. When it isnt able to connect it will alternate between
ATTEMPTING TO CONNECT and OFFLINE, Please wait.

Confirmation Screens
When an action is about to be performed that can cause have issues relating to the
data being used you will need to confirm the action.

Text Entry Screen

Whenever you need to add text to the order, an onscreen keyboard will open. You
can remove it by pressing the keyboard icon in the bottom of the screen.

Using Ideal Handheld

To begin a sale, select a Clerk from the drop down menu.

Enter a table number using the numerical keys. CL is for Clear and will remove
digits one at a time.

Enter the number of guests seated at the table if required and press OK. Press Start
Sale to enter items.

Navigate through the menus to select the items to add to the table.

Highlight an item in the sale window and press the QTY button to add another.

You can highlight an item in the viewing area and press Void to remove it from the
order.

If there are a lot of items entered into the sale you can use the scroll bar to navigate
through each item, or you can select Hide Menus to expand the order display.

You can see the details of what is on the table already by pressing the table number
and then press Enquire. When the screen opens, the table details will be displayed,
and you can press Notes to view any specials.

Ideal Kitchen Monitor

Introduction to Ideal Kitchen Monitor
Ideal Kitchen Monitor has been developed to work with Idealpos 6.0 and above.
Throughout this User Guide, Ideal Kitchen Monitor is referred to as IKM. IKM is able
to be installed in a variety of configurations, from Stand Alone to Server/Client
setups.

Ideal Kitchen Monitor allows for orders that would normally be printed to the kitchen,
to be displayed on a monitor that will show multiple orders at any one time. Whilst
commonly used in Fast Food and Takeaway businesses, these are also starting to be
used in restaurants. IKM is a good way to keep track of orders, as they wont be lost
and can be recalled if need be.

System Requirements

Windows XP, WEPOS, POS Ready 2009, Vista, POS Ready 7, 7.

Intel Celeron 1Ghz CPU minimum
512Mb RAM minimum
1GB Free Disk Space
1024 x 768 screen resolution minimum
USB Port

Licensing
A software license is required for each IKM regardless of whether it is Server or
Client configured.

System Configuration
IKM allows for configuration to be used with a Dedicated Touch POS Terminal, or a
VGA Screen with a Serial Bump Bar.

Server
A Single VGA Screen attached to any PC on the POS Network with a Bump Bar.

Requirements:
1 x IKM License
1 x Idealpos License Key
1 x Serial Bump Bar
1 x VGA Screen

Server with VGA Clone

Both screens display the same information, but only one can bump orders.

Requirements:
1 x IKM License
1 x Idealpos License Key
1 x Serial Bump Bar
1 x VGA Splitter (from the PC running IKM)
2 x VGA Screens

Multiple Servers
This will give you the ability to display the same or different orders, and bump from
either screen.

Requirements:
2 x IKM Licenses
2 x Idealpos License Keys
2 x Serial Bump Bars
2 x VGA Screens

Server and Client

This will give you the ability to display the same or different orders, and bump from
either screen. Orders bumped from Server will bump Client, and Orders bumped
from Client will only bump its own orders. Client will inherit all options and settings
from the Server. The License key is attached to the Server.

Requirements:
2 x IKM Licenses
2 x Idealpos License Keys
2 x Serial Bump Bars
2 x VGA Screens

Server and Client Running Independently

This will give you the ability to display the same or different orders, and bump from
either screen. It functions exactly like the Server & Client configuration mentioned
earlier, however orders that are bumped from the server do not bump off the orders
on the client.

Requirements:
2 x IKM Licenses
2 x Idealpos License Keys
2 x Serial Bump Bars
2 x VGA Screens

Server Customer Order Display

This will give you the ability to run the orders on the screen in the Kitchen, and an
additional screen for Customers to see their Order Numbers when the order is ready.

Requirements:
1 x IKM Licenses
1 x Idealpos License Key
2 x VGA Screens

Client - Remote Order Display

An additional screen attached to the Client will allow Customers to see their Order
Numbers from either the Server or Client IKMs. There is no limit to the amount of
Kitchen Monitors that can show orders as Ready on the ROD.

Requirements:
1 x IKM License
1 x Idealpos License Key
1 x VGA Screen

Hardware Configuration
IKM provides users with the ability to configure their hardware in a way that best
suits their environments. Below are two options that are the most common scenario
of an IKM installation.

Idealpos and IKM installed on the same POS

Terminal
Idealpos 6.0 and IKM can be installed on the same POS Terminal and share a single
license key.

Details:
VGA Screen and Bump Bar connected to the POS Terminal
Other POS Terminals on the same POS Network can share the IKM
1 x IKM License required

IKM installed on a separate IKM Dedicated PC

Idealpos 6.0 is installed on the POS Terminal and the IKM is installed on the
dedicated PC.

Details:
IKM can use Serial Bump Bar or Touch Monitor
Other POS Terminals on the same POS Network can share the IKM
1 x IKM License required

IKM Installation
IKM cannot be installed until the latest version of the IPS Framework has been
installed on the system. Refer to the Idealpos User Guide for instructions on
installing the IPS Framework.

Run the current IKM Setup File and click Next to continue.

Unless required to install in a different location, allow IKM to install in the default
location.

The installation will install all relevant files.

Once the installation has finished you will be able to start IKM directly, or you can
select Finish without starting.

IKM First Use

When the software is started for the first time, IKM will check to see if an IKM
database is present. If a database doesnt exist, it will need to be setup and you will
be prompted to select the IKM System or exit. More information on the System
Configuration can be found in this User Guide chapter.

Select the System Configuration you want to use from Server or Client. You can exit
if required.

Icons
The IKM icon
will display in the taskbar to allow access. You can right-click this
icon to Show Window and Exit.

This icon represents that screens have been configured within IKM.

This icon represents there is a Customer Display on a Kitchen Monitor

Client.

This icon represents the screen is connected to the Kitchen Monitor

Server.

This icon represents the screen is connected to a Kitchen Monitor

Client.

This icon represents there is a Customer Order Display screen

connected to the Kitchen Monitor.

Server Mode
When using the Server mode you will be required to enter the registration details.

Enter the license information by selecting Read Key. The User Name and Number of
Screens are filled in automatically from the information stored on the key.

If you are using an Expiry Licence you will be required to input the details as they
have been provided from Idealpos.

If you select None you will not be able to use IKM.

IKM will open if you have entered a registration, either Expiry or License Key.

Client Mode
When using the Client mode you will be required to enter the registration details.

Enter the license information by selecting Read Key. The User Name and Number of
Screens will be filled in automatically based on the data stored on the license key.

If you are using an Expiry License you will be required to input the details as they
have been provided from Idealpos.

If you select None you will not be able to use IKM.

IKM will open if you have entered a registration, either Expiry or License Key.

Client Screens
Screens can be configured to show Customer Orders when they are ready, which
displays on a large monitor in view for the customers to know their meal is ready. It
allows for multiple IKMs to display orders from different stations on a single screen.

Go to Setup > Screens. This allows you to configure Orders (currently in

development, follow us on Facebook or Google+ for more information) and Customer
Display.

Press the Customer Display button to configure. From this screen you can Add new
Screens, or Modify/Delete existing. Display Configuration will allow you to configure
the options. You can select the check-box to Include Station Name on the display
below the central order number being displayed.

Press Add and enter the details of the IKM Server that will send orders to the
Customer Display.

You will need the following information:

Station This is the description you have for the IKM that will serve the orders
to the screen.
Address -

Enter the IP Address or Computer Name of the IKM Server.

Port By default the port is 5510, but can be changed to meet network
requirements.
Identifier -

This is a 4 character code that is displayed on the IKM Server only. To

get this code on the IKM Server, you will need to go to Setup >
Options > Display. Mark the option Customer Displays Always
Connect as True. When you exit the settings, the code for the Server
will be displayed at the bottom of the window in brackets.

Press OK to save all details.

After a screen has been added the icon will display.

Customer Order Display Settings

This section is used to setup how the orders that are flagged as Ready will be
displayed.

Display Select which monitor will be used to display for the customer. Use the
Identify button to select the correct monitor.

Style Select from Single Order or Scrolling Orders to change additional settings.
More information on these settings is located within this chapter.

Background
Select the colours that will be used as the background for the monitor. If you would
like a gradient effect, select two different colours, where the first field is the top and
the second field is the bottom. If you would like a single colour, choose the same
colour for both fields.

The Custom Colours will display the default colours used by IKM.

Font
Select the Font that will be used to display the words/numbers as they are ready.

Fill & Stroke

These fields are used to change the colour of the text. Fill is the wording itself and
Stroke is the outline.

Display Time
Use the slider bar to select a time frame the order will stay on screen for. The setting
allows for five seconds to fifteen seconds. If there is only one order that is ready the
screen will not change.

Single Order
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.

Heading
Select this checkbox if you want to display the sale type that is attributed to the sale.
Transition
Select this checkbox if you want the numbers to change with effects. Effects that are
available are Fade In/Out, Slide with Fade, Grow with Fade, Spin with Fade and Flip
with Fade.

Scrolling Orders
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.

# of Orders
Select how many orders you want to display at the top of the screen in total that will
scroll along.

Font Fill
Select the colour of the font for scrolling orders.

Border

Select the checkbox to confirm the use of a border, and the colour palette to select
which colour the border will be.

Fill
Select the checkbox to confirm the use of fill, and the colour palette that will be used
as the fill for the order number area.

Fill Opacity
Select the opacity of the scrolling order area.

Logo Image
The logo will be displayed at the bottom right corner of the COD. If you would like to
create custom logos to display, they must adhere to strict guidelines or they may not
display correctly, or at all. Create a folder on the COD terminal (preferably within the
Ideal Kitchen Monitor folder) called Display Logo. Browse for the folder containing
the logos that you want to display on the COD.

It is recommended to create three separate logo files, as IKM will only display the
logo that is the correct resolution for the monitor that is being used.

File Name

Pixels

Example

Customerdisplay-s.png

90 x 30

Customerdisplay-m.png

150 x 50

Customerdisplay-l.png

300 x 100

Each image must be 96dpi, 32-bit and can support alpha-transparency. If you would
like no logos to display at all, Idealpos supplies a transparent logo that can be used.

By default the blank logos will be installed in the following locations.

Windows 32-bit systems:

C:\Program Files\Idealpos Solutions\Ideal Kitchen Monitor\BlankLogo

Windows 64-bit systems:

C:\Program Files (x86)\Idealpos Solutions\Ideal Kitchen Monitor\BlankLogo

IKM Program
The IKM program will, when running, be presented in the taskbar of the server
terminal. There are six different menus that can be accessed in IKM which are File,
Utilities, Setup, Reports, Diagnostics and Help. When screens have been added to
the database, icons become available and will launch the IKM Screens when selected.

Additional information that is displayed is the Registered User Name, IKM Mode,
Security Code and Date/Time.

File Menu
The File Menu allows you to open additional programs and exit the IKM program.

Open > Utility

This option will open the IPS Utility function to allow access to advanced IKM
operating utilities.

Exit
This option will exit the IKM program and stop all Kitchen Monitor screens from
working.

IKM Utilities Menu

The Utilities Menu allows you to Clear Data.

Clear Data
This option will allow you to clear ALL current order records in the database. This is a
destructive operation and will remove records of any orders that have previously
been saved. You will NOT be able to use the Recall function to get records back.

All
This will select all dates and remove all available records.

Custom
This will enable you to select which date to start/end the clearing of data.

Clear
Confirms the Clear Data action and will proceed.

Cancel
Cancels the current selection and will close the window without proceeding any
further.

IKM Setup Menu

The Setup Menu allows you to change POS Options, Global Options, Clients, Screens,
Print Groups, Visual Alerts and User Registration. You cannot access these settings
when a screen is open, as they will be greyed out.

Options > Basic Tab

This tab will allow you to configure settings for specific options broken into five
different categories, which are Display, Order, Printing, Sound and System. Where
the field that you are modifying can be set as True or False, you can use the
drop-down menu to change the value, or double click the field which will change the
value.

Display
Always Show Displays on Startup

Toggle the option to open the IKM and/or

Customer Order screens when the program first
opens.

Application Minimised
it first opens.

Toggle the option to minimise the program when

Customer Order Displays connect

Toggle the option to allow Customer Order

Displays to connect. When toggled as True, a
Security Code will be provided for use at the
bottom of the Server window in brackets
(Required to allow Client Customer Order
Displays to connect).

Independent Client
Toggle the option to allow the
Server/Client to bump orders independently.
Open Display upon New Order

Toggle the option to automatically open the

screen when a new order has been received.

Show Bump Bar Prompts

for dialog box responses.

Toggle the option to show the Bump Bar names

Show Full Order Detail

Toggle the option to display full order details

including Table, Server and Order Time.

Order
Aggregate Bar Tabs

Toggle the option to aggregate

subsequent orders to the existing Tab.

Audio
New Order
Audio for Order
Play when order arrives
Order arrives.

Gives you the ability to select a default

sound that will play when a New Order arrives.
Toggle to use the sound when a New

Web Order
Audio for New Orders

Gives you the ability to select a default

sound that will play when a Web Order arrives.

Play Audio upon New Order

New Order arrives.

Toggle to use the sound when a

Auto Finalize Order

Done. This must be set to False if
want to Done each print group individually.

Toggle the option to Finalize on

using you

Display Quantity
is entered on a line.

Toggle to display 1 when only one item

Recall Orders Display Count

Enter the maximum amount of orders to

display when using the Recall Order
screen.

Reset Time when Print Group is Done Toggle to Reset the Order Time after each
Print Group is Done. This setting should
be set to True if sorting the order by
Print Group and wanting each order to be
sent in turn.
Use Description 2
available.

Toggle to use the Description 2 if

Use Print Group Rules

configured with advanced display

Toggle to allow print groups to be

options.

Printing
Runner Docket
is Done.

Toggle to print a Runner Docket when the Order

System
Close Password
the program.

Enter a password that must be used when exiting

Network Port

Set as default to 5510 to work consistently with

Idealpos. Changes to this port can be made if
required to by the Network Administrator.

Options > Fonts Tab

This tab allows you to configure the fonts that will be used for each programmable
area relating to text. There are eight different variables that can be changed which
are System Text, Instruction, Text, Print Group, Department, Stock Item, Order
Header and Order Footer.

System Text is locked down from all setting changes except for colour. This is due to
the important nature of the System Text being displayed.
All other variables will allow changes to Font, Size, Colour and Bold.

System Text:

All other variables:

System Text, Instruction, Text, Print Group and Stock Item are the main items used
when using IKM.

Options > Display Tab

This tab allows you to configure the colours that will be used for the actual order
areas. There are many different combinations of colours, but unless required to do
so, the default values will be suitable for most installations.

There are four separate sections that allow you to change the colours that will be
displayed on the background of the order screens. These sections are Order
Header/Footer, Borders, Order Body and Pending Sale Type Labels.

Order Header/Footer
This section allows you to select the colour that will be applied to the different order
types that are sent to IKM. There are four different types of sales that will be
displayed which are Table, Pending, Normal and Selected.

Table
Map.

Indicates a sale that has been save to a Table on the Table

Pending

Indicates a sale that has been saved for processing at a later stage.

Normal

Indicates a sale that has been processed and finalized as standard.

Selected

Indicates an Order on the monitor that has been selected.

Borders
This section allows you to set the colour of the border that applies to the particular
order. There are three different types of orders the border can be applied to which
are Normal, Active and Scroll.

Normal

Indicates an order that is waiting to be actioned.

Active

Indicates an order that has been selected.

Scroll

Indicates that when using Options selection on the Bump Bar, the
moving between selected orders on expanded pages.

Order Body
This section allows you to set the colour that contains the main order details of the
items sent to IKM.

Normal

Indicates the colour that is used on standard order.

Selected

Indicates the colour that will used when an order is selected.

Screen Display
This selection allows you to edit the Background of the screen.

Pending Sale Type Labels

This section is used to designate the specific colours that will be used when each sale
type that is used from within Idealpos is sent to IKM.

Add, Modify or Remove These buttons allow you to configure the different Sale
Types to match what is being presented from Idealpos.

Enter the details of the Sale Type.

Sale Type
for Sale Type.

Must be exact match for the details that are used in Idealpos

Display
Type.

Enter the text that you want to display for this particular Sale

Override Colour Select this checkbox and then select the colours that you want
to apply.

Blank Order
You are able to customise the background colour and default icon which is displayed
on screen if no orders are present. You have the choice of choosing from Bar, Fast
Food, Caf or Restaurant.

Screens
Screens indicate how many display monitors will show the kitchen orders. Screens
have an additional function that can allow them to use the Customer Order Display.
At least one screen needs to be configured before any orders can be displayed. A
screen can be connected to a Server, a Client or both. The number of screens that
are able to be used at any one time is determined by the IKM registration.

You can Add, Modify or Delete any Screens.

Screens are configured according to the settings that are able to be applied. Screens
that are attached to a Server will allow you to use the Customer Order Display,
whereas Clients will not. When configuring screens you cannot change the Code field
that is generated, but you can rename the Description field to a custom description
relevant to the installation.

Server Screen Settings

When programming screens for IKM Servers, you will have the selection of three
tabs which are Display Settings, Bump Bars and Order Format. When programming
screens for IKM Clients you will have the three tabs, plus an additional tab called
Printer Associations.

Display Settings Tab

The display settings tab allows you to configure options relating only to one screen
(unless a VGA monitor splitter is being utilized).
Connected to Use the drop down box to select the screen that will be connected.

Orders Area This area allows you to configure the screens that the orders will be
displayed on. There are a number of fields that can make major differences to the
display of IKM.

Screen Number Select which screen the orders will be displayed on. You can press
the Identify button which will display a number on the screen that is associated with
it.

Number of Rows Select the number of rows that you want to use on the IKM.
Remember that the more rows that you have, the more chance that the orders may
need to include a scroll bar to view the entire order. Generally the size of the monitor
being used will determine the amount of rows able to be used.
Number of Columns Select the number of columns that you want to use on the
IKM. Generally there is at least double the amount of columns as there are rows. The
size of the monitor being used will determine the amount of rows able to be used.
Summary Filtering The filter settings allow for changing what is presented when
the summary is displayed on the order screen. There are four different types that
can be selected which are No Filter (None), Include Items, Exclude Items and By
Type.

Include/Exclude Items Allows you to specify the text that you can use for filtering.
You have the option of filtering of four different selections which are Starts With,
Ends With, Contains and Equals.

By Type Select from the two available types to show which are Instruction or Hash
Text.
Preview Select the magnifying glass icon to see a preview of the screens. This is
only used to display the Rows and Columns that will be used.

Customer Order Display

The Customer Order Display (COD) will allow you to display to the customer when an
order is ready to be picked up by the customer. The COD will require another
monitor to be attached. The IKM Order Screen will take precedence over the COD
screen, so ensure that they are configured to display on separate monitors.

There are two options that are available within the COD menu which are Enable and
Configuration.
Enable Allows the current settings to be used and the Customer Order Display to
work.
Configuration This button allows you to configure the screen and how it will
display.

Customer Order Display Settings

This section is used to setup how the orders that are flagged as ready will be
displayed.

Display Select which monitor will be used to display for the customer. Use the
Identify button to select the correct monitor.

Style Select from Single Order or Scrolling Orders to change additional settings.
More information on these settings is located within this chapter.

Background Select the colours that will be used as the background for the
monitor. If you would like a gradient effect, select two different colours, where the
first field is the top and the second field is the bottom. If you would like a single
colour, choose the same colour for both fields.

The Custom Colours will display the default colours used by IKM.

Font
Select the Font that will be used to display the words/numbers as they are ready.

Fill & Stroke

These fields are used to change the colour of the text. Fill is the wording itself and
Stroke is the outline.

Display Time
Use the slider bar to select a time frame the order will stay on screen for. The setting
allows for five seconds to fifteen seconds. If there is only one order that is ready the
screen will not change.

Single Order
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.

Heading
Select this checkbox if you want to display the sale type that is attributed to the sale.
Transition
Select this checkbox if you want the numbers to change with effects. Effects that are
available are Fade In/Out, Slide with Fade, Grow with Fade, Spin with Fade and Flip
with Fade.

Scrolling Orders
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.

# of Orders
Select how many orders you want to display at the top of the screen in total that will
scroll along.

Font Fill
Select the colour of the font for scrolling orders.

Border
Select the checkbox to confirm the use of a border, and the colour palette to select
which colour the border will be.

Fill
Select the checkbox to confirm the use of fill, and the colour palette that will be used
as the fill for the order number area.

Fill Opacity
Select the opacity of the scrolling order area.

Logo Image
The logo will be displayed at the bottom right corner of the COD. If you would like to
create custom logos to display, they must adhere to strict guidelines or they may not
display correctly, or at all. Create a folder on the COD terminal (preferably within the
Ideal Kitchen Monitor folder) called Display Logo. Browse for the folder containing
the logos that you want to display on the COD.

It is recommended to create three separate logo files, as IKM will only display the
logo that is the correct resolution for the monitor that is being used.

File Name

Pixels

Example

Customerdisplay-s.png

90 x 30

Customerdisplay-m.png

150 x 50

Customerdisplay-l.png

300 x 100

Each image must be 96dpi, 32-bit and can support alpha-transparency. If you would
like no logos to display at all, Idealpos supplies a transparent logo that can be used.

By default the blank logos will be installed in the following locations.

Windows 32-bit systems:

C:\Program Files\Idealpos Solutions\Ideal Kitchen Monitor\BlankLogo

Windows 64-bit systems:

C:\Program Files (x86)\Idealpos Solutions\Ideal Kitchen Monitor\BlankLogo

Order Format Tab

The order format specifies the way that orders are displayed on the IKM. There are
two separate fields that can be selected in this area which are Order Grouping and
Item Grouping. The choices available for Item Grouping are only available if you
select Print Group as the Order Grouping.

None (Standard) This is the standard printing option where items will be
displayed in the order that the items were entered into the POS Terminal.

Print Group > None This will separate the items into their respective Print
Groups.

Print Group > Accumulate This will separate the items into their respective Print
Groups and then accumulate any items within those groups.

Print Group > Separate All This will separate items into their respective Print
Groups.

Print Group > Accumulate and Separate This will separate the items into their
respective Print Groups and then accumulate any items within those groups. It will
also detail the instructions that are to be used for each item.

Print Group > Accumulate and Separate > Summary This will separate the
items into their respective Print Groups and then accumulate any items within those
groups. It will also provide a summary of the order at the very top, and if required,
the full order can be displayed using the scroll functions.

Print Group > Accumulate and Separate > Seat This will separate the items
into their respective Print Groups and then accumulate any items within those
groups. It will also provide the seat number for each item to the right of the order
details. This option will only be available on orders that are saved to a Table.

Print Group > Accumulate and Separate > Summary & Seat This will
separate the items into their respective Print Groups and then accumulate any items
within those groups. It will also provide the seat number for each item to the right of
the order details. It will provide a summary of the order at the very top, and if
required, the full order can be displayed using the scroll functions. This option will
only be available on orders that are saved to a Table.

Bump Bars Tab

Bump Bars are a physical unit that attaches to the PC that is running IKM and will
bump the orders from the screen. IKM supports the use of one model bump bar
only, which is a Panasonic JS-140MS, which can be supplied by Idealpos. The bump
bars can be programmed with controls that suit any type of business and you can
print the map to a printer that will fit the bump bar. It is a good idea to go through
each scenario before setting these options in stone. This will allow for the correct use
and functionality required of IKM.

You can Add, Modify and Delete any Bump Bars.

Show Average Time Panels This is only available when a bump bar is being
used. If this option is selected without a bump bar, you will not be able to bump
orders from the touchscreen.

Standard Kitchen Monitor with buttons:

Kitchen Monitor with Average Time Panel:

Bump Bar Configuration

There are three different areas when configuring the bump bars to work in IKM which
are Settings, Keys and Test.

Settings
Type Select Panasonic JS-140MS from the drop down menu.
Serial Port Select the serial port that the bump bar is connected to.

Keys > Actions Select the Actions button to program the actions that each button
of the bump bar will use. There are a possible ten buttons on the bump bar that can
be used with a possible sixteen choices.

Inhibit

This will inhibit any key-press on this key, which will

perform no operation, essentially disabling it.

Done (Normal)

This will bump orders from the kitchen monitor starting

with the first print group in the order and then each
subsequent order after that. It also functions as a YES
button for all dialog boxes on the display screen.

Done (System)

Closes the display screen.

Done (Recall)

Selects a particular order.

Zoom (Normal)

Opens the Zoom window and display the order larger.

Recall

Opens the Recall window to select an order to recall.

Close

Closes the display screen.

Delete (Normal)

This will delete the order onscreen. It also functions as a

NO button for all dialog boxes on the display screen.

Up, Down, Left, Right

orders.
Up, Down (Zoom/Order)
items.
Left, Right (System)

Directional keys that allow you to select different

Enables you to scroll UP or DOWN within the order
Change pages from Previous to Next.

Scroll Up/ Down (Normal) These allow you to scroll up and down through the order
items.
Summary

Toggles the display of the Summary column.

Undo (Normal)

The undo will only undo an operation on an order with

Print Groups where it's not set to Auto-Done.

Options

Allows you to toggle different through Bump Bar Modes.

1st key-press will change the display screen to enter into
Order Mode. This will allow you to use the Scroll
Up/Down functions on the actual order.
2nd key-press will change the display screen to enter into
System Mode. This will allow you to close the IKM screen
with the Done button.
3rd key-press will return the display screen back to
Normal Mode.

Print (Normal)

This will print a runner docket for the order.

Ready
This will change orders to a Ready status and force
them to display on the COD.

Keys > Colours Select the Colours button to decide which colours you want to
display on the bump bar. There is no option to change the colour or size of the text.

By default all buttons are white. It is a good idea to use different colours to group
different types of buttons, not a different colour for each button. Press the button
you want to change and the colour palette window will open. Select the colour you
want to use and press OK. The display preview will show the colour change. It is
important to note that the colours on the screen may differ from what is printed.

Keys > Print Map This button will allow you to print the Bump Bar design to a
printer for use.

When the printout has finished, there are four small area that are marked with dots
that need to be cut out to fit correctly into the Bump Bar.

Test This section is where you can test that the Bump Bar is communicating
correctly and the button functions that you have selected will work.

Click on Start Test button.

Press each button to test the function matches and performs the way you want.
While using the testing feature, you cannot make changes to the Bump Bar
configuration. Press Stop Test to exit the testing function.

Printer Associations Tab (Client Only)

The use of printer associations is to set items to separate between the Server and
Client monitors. This enables the client monitor to only display the orders that are
required for a particular station and not include items they do not make or serve.

To enable this to be set up, you need to create two printers on the Stock Items for
different IKM monitors, one for Server the other for Client.

In Idealpos go to Setup > POS Terminals > Modify POS 1 > Rename a KP # to IKM
Client.

In Idealpos go to File > Stock Control > Stock Items > Modify the Stock Items that
will be displayed on the Client monitor only > Select the IKM Client Printer you
renamed > Save.

Use the Printer Associations to link the single IKM Client printer to the Client monitor.
You will need to know which Kitchen Printer in Idealpos you have configured, as IKM
does not port the names across.

Notification Tab
The Notification Tab is used to enable and configure third-party hardware for paging
customers when their Order is Ready or Done.

You cannot program any settings until you have enabled the function. Use the dropdown menu to select from None, BluFi Boomerang V1, BluFi Boomerang V2 or
Genesis Paging BluFi Boomerang. You also need to select which function will send the
page using Ready or Done.

Address (Genesis Only)

This is the address of the Server.

Port (Genesis Only)

This is the Port that the Server listens on.

CapCode
This is the prefix for the Pager and is generally 3 characters long. Additional zeros
required will be padded to match.

ConnectedTo
This is set to the COM Port that the device will be connected to.

Custom Prefix (Genesis Only)

Apply a custom prefix before the information is sent to the pager to enable the
system to filter messages.

FunctionLevel
This setting is based on the specifications of the devices that you will be using.

Message
This is the message that gets sent to the Pager. To include the Order Number in the
message add %order% as part of the message.

CommunicationMode
Use the drop down to select Numeric Only or Alpha Numeric. This is the format of the
message that will be sent to the Pager. If Numeric is selected, any alpha characters
will be stripped.

FallbackToOrder (Genesis Only)

Fall Back to Oder Number

Message Preface (Genesis Only)

Preface Messages With. A space must be added at the end.

Clients
Clients are used in IKM to show orders independent of the server, and if required,
allow the server to control the screen. An IKM Server cannot control another server,
but can control as many clients as required. The IKM Client has the ability to bump
orders from their screen only, or their orders will be bumped from the server.

You can Add, Modify or Delete any Clients.

Code Enter the Code that you want to represent the Client. This field can only be
changed when the record is being created. Once it has been created the field will be
blocked from editing.
Description Enter a description that represents the Client.

The IKM Server if configured to do so, will bump orders from all clients, or none.
Clients will inherit the settings as a group and cannot work independent from each
other.

Print Groups
Print Groups are used to group items into separate groups to make it easier to view
and bump orders from the IKM. When using Print Groups, items can be bumped in
the order of the print groups, keeping the remaining items on the IKM so the kitchen
knows they are still to be made. It is a good idea to enter the Print Groups the same
they are entered in Idealpos, Failure to do so could result in confusion.

You can Add, Modify or Delete any Print Groups.

Print Groups has advanced settings that allow for items to be displayed on kitchen
monitors if certain rules within that order have been met. For more information on
using these advanced settings, please read the Advanced Print Group Settings
section.

You can only select the Code when the record is first created, otherwise it will remain
permanently at what is initially set. Enter a Description that you want to use for the
Print Group. You cannot adjust any other settings without turning on the Advanced
Print Group Settings.

The Print Group will display in large capped font when using any of the Print Group
settings. In the example below you can clearly see the Entre, Main and Dessert
Print Groups.

When the order is selected and been Done, each print group will be Sent in turn,
provided the correct settings have been applied. Go to Setup > Options for more
information on setting this function.

Advanced Print Group Settings

The Advanced Print Group Settings will allow you to configure items to display on
monitors only if the same order contains items from other print groups within it.
Before implementing this setup, it is a good idea to work out the meals that you
want displayed and which other items need to be displayed too.

To be able to use the Advanced Print Group Settings go to Setup > Options > Basic
Options > Order setting Use Print Group Rules as TRUE.

Use Print Group Rules Toggle to allow print groups to be configured with advanced
display options.

This will unlock the advanced settings area to be edited.

Displayed Use this checkbox to toggle the display options of the Print Group on
all screens when it is the only item within the order.

There are two fields which allow you to configure all other Print Groups as either
Displayed or Not Displayed. Double-click on any print group within these fields to
move them to the left or right respectively.

A basic use example would be to have three different screens, Hot Drinks, Pizza and
Hot Food.

Hot Drinks
Shows Hot Drinks, Hot Food and Pizza, but only if there is a Hot
Drinks in the order, otherwise it will
only display the Hot Drinks.
Pizza

Just shows Pizza and always just shows Pizza.

Hot Food Shows Hot Food and Pizzas, but only if Hot Food is in the order,
otherwise it will only display Hot
Food.

Visual Alerts
The Visual Alerts gives you the option of configuring reminders for orders that have
been on the display for an extended period of time. The reminders will cause the
Timer section to change colour to stand out from a standard order.

Select the Print Group you want to use the alerts on and highlight from the time that
you want to be alerted for until a time that is sufficient. The selected time period will
be highlighted in sky blue.

Right-click on the highlighted area and a small option to Change Colour will appear.

A colour palette will open where you select the colour that you want the time field to
change to once the alert time is reached.

The colour will change on the visual alert screen for the selected time period.

It is possible to select multiple colours and times for each different Print Group you
require.

Standard Order

POS Terminals
The POS Options allow you to configure how the orders that are sent to the IKM
Operate and Display. Most commonly they are used to differentiate one terminal
sending orders to IKM from another. An example of this is a Drive-Thru terminal
displaying as a different colour to a Front Counter terminal. The kitchen knows to
make all Drive-Thru orders as takeaway by default, whereas the Front Counter
orders can be takeaway or dine-in.

You can Add, Modify or Delete any POS Terminal options.

If selecting to Delete POS Terminal settings you will need to confirm the deletion.

Name

Code This must be the same value as the POS Terminal registration number.
Name Enter a description of the POS Terminal.

Order Colour
Customer Colour in Use Toggle the use of the customer colour selected.
Customer Colour to Use Allows you to select the colour for this particular terminal.

Order Display
Order Title Enter a title that will be used instead of Order.

Order Printing
Print on Done Toggle if a print job will be sent to the POS Terminal when the Order
is flagged as Done.

Security
The Security option will generate a new Remote Key. This will directly affect all
connections to Remote Customer Displays.

The key that is generated is displayed at the bottom of the window in brackets and is
randomly generated.

User Registration
The User Registration gives you access to the registrations details of the software
being used. Unless you are asked to do so, DO NOT make any changes to details
within this screen, as it can stop your IKM from working.

IKM Reports Menu

There are two reports that can be issued from within this menu which are Service
Times and Service Times Summary.

Service Times Report

This report will give you details of how long an order was actioned on the IKM for,
and also provide the Stock Items that were allocated to that order number. The top
of the report will show you four different totals which are Shortest Processing Time,
Average Processing Time, Longest Processing Time and Total Items Processed.

You are able to select All Dates or a Date Range for this report.

In our example below we have exaggerated our figures to show the details available.

Service Times Summary Report

This report will give you details of how long an order was actioned on the IKM for.
The top of the report will show you four different totals which are Shortest
Processing Time, Average Processing Time, Longest Processing Time and Total Items
Processed.

You are able to select All Dates or a Date Range for this report.

In our example below we have exaggerated our figures to show the details available.

IKM Diagnostics Menu

The Diagnostics menu within IKM is used to view the connections that are taking
place between Servers, Clients and POS. There are two options within the menu
which are Transmission Trace and Pool Info.

Transmission Trace
When this option is selected you will be given the communications details of the POS
Terminals and clients that are linked to the IKM. When an order is created it is sent
as a packet to the corresponding monitors.

TX NoOp and RX NoOp is a good thing and means that the communication
between the terminals is acting as it should.

The Transmission Trace is generally used for troubleshooting connections and finding
out what data is being sent and where. It also helps to ascertain if data is not being
sent and can help in finding the reasons.

Pool Information
This window is a diagnostics tool used for the purpose of displaying what is
connected to IKM.

IKM Help Menu

The Help menu gives you access to the Help Files and About Details for Ideal Kitchen
Monitor.

Ideal Kitchen Monitor Help

This menu will confirm you wish to open your web browser to view the IKM help.

About Ideal Kitchen Monitor

This menu gives you important information about the current version of IKM that is
running in the bottom left corner of the window. You can see in our example it is
v1.2.2.0.

To get rid of the window, simply click on it.

IKM Utility
The IKM Utility contains five options which are Backup, Restore, System Reset, Open
Containing Folder and SQL Cmd Line.

Backup
The Backup option will allow you to back up the current Ideal Kitchen Monitor
database.

Backup Path
Use the browse button to select a backup location or enter the backup path into the
field.

Set as Default Location

Select this checkbox to lock the current path as the default for all IKM Backups.

OK
Will perform the backup operation and save the file in the designated location.

Cancel
Will cancel the current request and exit the IKM Backup menu.

Restore
The Restore option will allow you to restore a previously backed up Ideal Kitchen
Monitor database. This function will completely remove all settings in the current
database in IKM and replace it with the settings from the backup. This can be a
destructive operation.

Location Path
Use the browse button to locate the backup file that you want to restore, or manually
enter the path into the field. IKM will only recognize files with .ikm file type.

Include Logs
Select this checkbox to include the logs from the previous backup. This is not a
requirement and is generally only selected if required to look through the logs for
troubleshooting issues.

Restart IKM
Select this checkbox to restart the IKM program once the restoration has completed.
If not selected, you will be required to manually start the IKM program.

Restore
Start the restore process and will replace the data from the current database with
the selected backup file.

Cancel
Will cancel the current request and exit the IKM Restore menu.

System Reset
The System Reset option will delete all the current IKM database files and start the
database again with a blank default setup. This is a destructive function that will not
leave any record of the current database.

CONFIRM
Press each button in turn to CONFIRM that you are about to delete the database and
start again. As each button is pressed it will be greyed out and will be unable to be
pressed again.

OK
Once you have selected each button in turn the OK button is able to be selected to
complete the action.

Cancel
Will cancel the current request and exit the IKM System Reset menu.

Open Containing Folder

The Open Containing Folder option will open the folder that the IKM program has
been installed to. This can help for troubleshooting and support.

SQL Cmd Line

This function will open a SQL Command Line for the database it is connected to. It
allows for queries to be run when required, beyond normal operation.

IKM Display
There are two different types of displays that are used within IKM which are the
Kitchen Monitor and Customer Order Display.

Ideal Kitchen Monitor

Customer Order Display

Kitchen Monitor
The Kitchen Monitor will display the selected orders in the format that you
designated when setting up the Kitchen Monitor.

Order Display
The screens will show the different colours that you selected depending on all the
different parameters contained within the sale. Below are the default colours that we
use.

Empty Order
An empty order will display the colour and icon that you selected.

Normal Sale Order

When a standard sale is performed and an order number is allocated and entered
onto the monitor.

Pending Sale Order

When a Pending Sale is performed it will be allocated and entered onto the monitor.

Table Order
When a Table takes an order it will be allocated to the table number and entered
onto the monitor.

Selected Order
Regardless of the colours that have been chosen for each order, when it is selected it
is designed to stand out.

Ready Order
When using the Customer Order Display, a green tick will signify that the item is
ready to be picked up, and will be displaying on the COD.

Normal

Options Order

Selected

When using the Options button in the Bump Bar, the second key-press allows you to
enter the system mode that will make the Left/Right buttons act as Page Left/Right.

Summary of Orders
If you select to view a Summary of all orders, the Summary will appear on the right
hand side of all current orders. The Kitchen Monitor will still display the total amount
of columns and rows you have selected, albeit smaller. The Summary will also use
the same selected colours for standard and/or selected.

Buttons
Buttons are located at the bottom of the Kitchen Monitor for use on the screen. This
is commonly used when using a touchscreen enabled Kitchen Monitor.

Done
The DONE button will complete the order and remove it from the screen.

Ready
The READY button will send the order details (Order Number and Type) to the
Customer Order Display screen. This button is able to toggle the order to display or
not on the COD.

Delete
The DELETE button will delete the order completely from the Kitchen Monitor.

A confirmation window will open to confirm the deletion. If using a touchscreen

interface you can select the appropriate button, if using a Bump Bar only, select the
function within brackets.

The order will be deleted. You are unable to recall the order.

Recall
The RECALL button allows you to recall an order that has previously been Done.

The Recall window will open. Orders that are available to be recalled will be displayed
in full on the left side of the window, and the Time Out, Customer and Order/Table
details will be displayed on the right. If using a touchscreen interface you can select
the appropriate button, if using a Bump Bar only, select the function within brackets.

A confirmation window will open to confirm the recall. If using a touchscreen

interface you can select the appropriate button, if using a Bump Bar only, select the
function within brackets.

The order will be recalled and placed on the monitor as the first order.

Undo
The UNDO button will undo the Done function on orders that have been Done by
mistake. This does not include orders that have been Done completely.

Zoom
The ZOOM button allows the operator to enlarge a selected order on the screen.

Doing this will give more details about the order, which include the Server/Clerk,
Covers and Time In. Press Zoom again to minimize the order to standard size.

Print
The PRINT button will print a runner docket to go with the meal.

Previous (#) where # = the number of pages

The PREVIOUS (#) button will only be available if there are previous pages to go
back to. If there are no previous pages, the button will be greyed out.

Next (#) where # = the number of pages

The NEXT (#) button will only be available if there is more than one page of orders
on the monitor. If there are not enough orders to use more than one page the button
will be greyed out.

Summary
The SUMMARY button will toggle the display of the summary of orders to display on
the right hand side of the Kitchen Monitor.

The Summary button will not display over an existing column, but will create an
additional column.

Close
The CLOSE button will exit the Kitchen Monitor screen which will also exit the
Customer Order Display.

Customer Order Display

The Customer Order Display is used to visually inform customers that the order they
have placed is ready to be picked up. It is able to be used on any Kitchen Monitor
Server Screen only. You have control over the Colours, Size, Font, Details and Logo
that can be displayed. Obviously the larger the monitor used, the easier it is for your
customers to see the details.

Default Display
The default settings include the Order Header, Order Number and Default Colours,
Font and Logo.

Logo Change Display

When the logo has been changed correctly it will display in the bottom right corner of
the screen.

Font Changed Display

If the font is changed, it will change the Heading as well as the Order Number that is
displayed. If you would like to use additional custom fonts that are not available on
your monitor, you can visit www.dafont.com for royalty free fonts to use.

Same Colour Display

If you dont want to display the screen as a gradient but would rather have a single
colour, you need to select both fields as the same.

No Heading Display
If you dont wish to display the heading the Font will become a little bit larger and
display in the direct centre of the screen.

Full Customized Display

The display can be customized to suit the preferences of any business.

Display with Transitions Active (Spin with Fade)

The transitions if selected will take approximately only 1 second to display the
number. There are five different transitions to choose from, or you can choose to not
use them at all.

Display with Scrolling Orders

This example uses 3 orders to display at the top of the screen with full opacity.

Client Customer Order Display showing Station Name

This is the display when using the Client to show multiple orders that have been
placed at various stations throughout the establishment.

IKM & Idealpos

Ideal Kitchen Monitor receives orders from Idealpos, as a printer job, and displays it
on the screen where the chef can manipulate it in advanced functionality. Sending
the order the IKM is all programmed within Idealpos as a printer, using either
Network Printers or direct printers.

For information on configuring printers in Idealpos please see the Network Printers
Help Guide at
http://www.idealpos.com.au/userguide/default.htm#!networkprinters3.htm.
Basically the IKM is setup as an Ethernet printer where the IP Address is the address
of the IKM PC.

For an item to be sent to the IKM, it needs to be selected to use the corresponding
printer.

This is configured on the stock item itself by going to File > Stock Control > Stock
Items > Modify > General > Printer Settings.

Using IKM
Once you have configured Idealpos and Ideal Kitchen Monitor you will able to start
sending orders to the screens. It is important to run a few orders as tests to ensure
that the display and everything you want is working correctly. This is a system that
allows for changes to be made on the fly, but try and get all the settings correct
before the system goes live.

In Idealpos start a sale.

Save the sale as a Pending Sale, Bar Tab, Table Sale or finalize it through the POS.
The order will appear instantly on the IKM screen.

Use either Touchscreen or Bump Bars to proceed with the service of the order.

If you are using the Table Map along with IKM, you are able to delete items from the
Table. This will result in a negative item being sent to the IKM to display the deleted
item. The Order Format settings of the IKM will control how this will be displayed.

Deleted Item Displays as -1

The item will display as -1, which counters the positive 1 of the same item within the
order.

Deleted Item Displays as 0

The item will display as 0 in place of the positive 1 in the order.

IKM Graphic
This graphic represents a common installation consisting of four terminals sending to
two different IKM screens, which are then displayed on a single Customer Order
Display. As you can see from our example, only 2 terminals are sending items to the
beverage IKM, whereas all terminals will send to the food IKM.

Ideal WebIT
Ideal WebIT & Idealpos
Idealpos WebIT (herein referred to as WebIT) is a Webstore Interface Module
allowing for Stock Items within your Idealpos database to be sold on a Webstore,
either e-commerce or Shopping Cart website. The interface is 2-way, which allows
for orders that have been placed online to be directly processed through Idealpos.

WebIT Installation
WebIT only needs to be installed on a single machine within each site that requires
orders to be delivered. For example, if you are a franchise business with three store
locations and you wanted to receive data for all locations, you would need to
purchase three WebIT modules to allow each store to process their relevant sales.

Double-click the WebIT-Setup.exe file to begin the installation. A window will open to
confirm you are about to install WebIT. Press Next to start the installation process.

Read the license agreement and select the checkbox to agree to the Terms and
Conditions and then press Next.

WebIT must be selected to fully install the program. If required you can select a
location for WebIT to be installed to, but it is recommended to leave it as default.

WebIT is only a small program and will take less than one minute to install.

If you are upgrading WebIT, the older version will be uninstalled before the new one.

Once it has successfully installed press Finish to complete the installation.

WebIT Configuration
WebIT provides two standard types of configuration that can be used to allow the
databases to be setup, which are File or FTP. Additional plugins are available
depending on your requirements. If a plugin does not exist for your particular
situation you will need to contact Idealpos Solutions, or your authorized Idealpos
Reseller for more information on having this function integrated.

Double-click the WebIT icon to open WebIT.

WebIT is separated into numerous sections that can affect how the program will be
used. These different areas control Plugins, POS, Schedule and Security.

Plugin
The Plugin area is divided into two different windows on screen. On the left-hand
side is the plugin selection, and the right-hand side is the configuration details of the
plugin itself, where you can edit the Retrieve or Deliver settings as required.

Plugin Selection
Plugins will be listed in this field in alphabetical order once they have been installed.
By default there will be two plugins provided by Idealpos for use, which are File and
FTP.

Install Additional Plugins

If you require a specific plugin for your operation you only need to double-click the
plugin file supplied to you by Idealpos.

Ensure that WebIT is closed before attempting to install a plugin. If you try and
install a plugin while WebIT is open, close WebIT and press the Retry button.

The installation window will open for the plugin.

Select Launch WebIT after installation if required and press Install. If you had
selected to launch WebIT after install it will now open and the new plugin will be
added to the list.

Once selected, you can configure the plugin.

Plugin Configuration
Each plugin will have any number of settings and fields that must be configured
before it will be able to work correctly. Each plugin will need Retrieve and/or
Deliver settings to be configured.

Depending on the plugin used will depend on what features/settings can be

configured. Each plugin has its own User Guide for settings within WebIT separate
from this guide. Additionally, the bottom of the configuration window will display an
explanation of the selected field.

Please read the supplied documentation for the plugin you plan on using, as these
guides are separate to this guide.

POS
The POS section allows you to select use the Stock on Hand and select which
Location/s will be used.

Press the button to the right of the field to select the locations.

Schedule
The schedule section is used to configure how often the plugin will be run. All
settings are setup and configured by Idealpos to automatically be entered when you
press Manage, but you have the opportunity to edit them as required.

When you press Manage a new window will open with all the details of the current
schedule you want to create. If you dont want to change any settings, simply press
OK to save the task.

You will be prompted to enter your Username and Password to run this task. A
password is not necessary in all instances if you do not use one to access Windows.

You are able to delete the schedule you create at any time by pressing the Delete
button.

You be prompted to confirm you want to delete the schedule.

Security
As WebIT is an important program that has access to both your Point of Sale system
and Website, you should lock it down with a password for added peace of mind. Once
a password has been added, it will be required to access WebIT.

When you press the Password button, if you are changing passwords, you will need
to enter the current password before you can change to a new one. If this is the first
time you have entered a password, then you can just add the password in. It is
possible to save a password that is blank. It is important to note that, if the
password field is left blank and the setting is saved, WebIT has saved a password.
Blank does not equal No Password.

Once a password has been added, the Remove button is available.

You will need to enter the current password before it will be removed.

User Registration
The User Registration gives you access to the registrations details of the software
being used. Unless you are asked to do so, DO NOT make any changes to details
within this screen, as it can stop your WebIT from working.

When you press the Setup button you will be taken to User Registration screen.

Use the drop-down menu to select the type of license you will be using. You have the
selection of choose License Key or Expiry License.

You are able to configure WebIT and the plugins, but a schedule will not run until a
valid User Registration has been entered into the POS.

Idealpos Configuration
Stock Items
Stock items will only appear on the Webstore if they have been flagged within the
Idealpos database as a Web Store item. These items will then be included in the file
requested by Ideal WebIT, however depending on the web developers use of the XML
file will determine the items that actually display online.

Go to File > Stock Control > Stock Items > Modify > General tab > Other Settings >
Web Store. Any printer configurations on each stock item will be recognized and
used as the printer settings for Web Orders. Orders will be printed automatically as
soon as an order is received into Idealpos.

You will also need to create a stock item that is used when the item purchased
through the website no longer matches an item in your store. This stock item should
be called something that will be noticed by staff, e.g. Unknown Item.

It is possible to select multiple items using the Range Programming function.

Go to Utilities > Range Programming > Stock Items.

Clerks
As sales are processed into Idealpos, they need to be assigned a clerk for the
creation of the sale. This clerk is then used to create the Pending Sale.

Go to Setup > Clerks > Add.

On the permissions tab you will need to ensure that the clerk has been checked to
allow for using Pending Sales. This setting needs to be checked if the clerk is linked
to a User or on the Permission Tab.

Tenders
A tender will need to be created to link any sales and is then configured in Global
Options.

Go to Setup > Functions > Modify a Tender > Rename it and Save.

Global Options
Global Options is where all the other settings will be used to configure how the
orders will behave when bought into Idealpos.

Go to Setup > Global Options > Other Options > Web Ordering via Ideal WebIT.

Web Order Tender pre-paid their order.

Select a Tender that will be used if the customer

Web Order Location decremented from.

Select a Location where the stock will be

Web Order Clerk POS.

Select a Clerk that will be used to post the sale into

Unmatched Items Link - If an item is available on the website but not in the
Idealpos database, it will link to this item. The description of the Stock item selected
will be displayed. If this field is left blank, Idealpos will print out a description only,
but this cannot be tracked.
Check Box Automatically Finalize Prepaid Web Orders will not
display as a pending order (PAID Status) and a kitchen docket will print.
Price Level Link Select from the drop-down menu the price level that you
want associated with the status used for each order.
Sale Type Link Select from the drop-down menu the Sale Type you
want associated with the status used for each order.
Play Sound Browse to a location of a .WAV file which will play
on all terminals set to receive POS notification when a Web Order is received.

Yes No Options
Each terminal connected on the network will be able to see the Web Orders via a
small blue button at the top of the POS Screen which will display the total number of
orders in the system.

The numerical value will flash when there are orders to be finalized, or if there are no
orders, there will be no button at all.

You can inhibit certain terminals from displaying the notifications, go to Setup >
Yes/No Options > POS Screen > Inhibit Web Orders Button.

POS Screen Buttons

You can create a button that will show you the processed web orders over a date
range. The button is a Journal Enquiry button programmed to only show Web Orders.

Automatic Text Enter WEB ORDER~ to allow the function to search for orders
containing this text.
Date Range Select from the drop-down menu a date you would like to be
displayed when the button is pressed.

Using Web Orders

Web Orders are saved in the Idealpos database as a pending sale type specific to
Web Orders. A notification button will also be displayed at the top of the POS Screen,
where the number of orders being held will be flashing.

All orders will print directly to the printer and IKM based on the settings for the items
in the database.

Press the Web Orders button at the top of the screen. A new window will open
showing all Web Orders that have been ordered. The Status column will display
orders as UNPAID or PAID if you selected No Status, Otherwise it will display the
sale type. Paid orders will only display if you havent selected Automatically Finalize
Prepaid Web Orders.

Press the Finalize button to bring the sale into the POS Screen.

You are able to finalize the sale as normal to whatever tender the customer wishes.

Error Icon
A red icon at the top of the POS Screen indicates there is an issue with WebIT, and
orders cannot be sent to the POS.

In this instance, you will need to check your WebIT logs to solve the issue. WebIT
saves its logs to C:\ProgramData\Idealpos Solutions\WebIT\logs.

Processed Web Orders

Pressing this button will display the web orders that have been processed for the
date range you selected when creating the button.

Impact Data Integration

Impact Data in Idealpos
The Impact Data integration works with their product called Smart Interactive.

Install Impact Data Integration

Double click the .exe file to start the installation process.

Read the Terms & Conditions and press I Agree to proceed.

Keep any settings as default and press Next.

Select the destination folder for install. Unless required to do so, leave as default.

The service will be installed to the desired location.

At the completion of the service install a confirmation message will display.

The installation will continue.

Enter the Username and Password provided to you by Impact Data.

Press finish to close the wizard.

Configure Windows
On the PC you have installed the integration system, you will need to create 2
folders, one within the other, so that the program can read the data correctly.

Go to My Computer > C: Local Disk > New Folder.

Name the folder IdealposExport. This is the folder where the export will be placed
for the Impact Data to read it.

Open this folder and create another new folder and name it Archive. This is the
folder where once the file has been read by Impact Data, it will be placed.

Configure Idealpos
In Idealpos go to Setup > POS Terminals > Modify > Other > Automatic Daily
Export.

Export Data
Select Impact Data from the drop down list.

Export to Folder
Navigate to the IdealposExport folder you created in the previous step.

Sales From
Unless you are setting the system up on multiple terminals, it is a good idea to select
All POS Terminals.

Daily Export Time

Enter a time in 24hr format that will be used each day to export the daily sales.

Import Data
Import Data in Idealpos
Idealpos allows data to be entered manually, or in the case of large amounts of data
entry, for information to be imported. Data to be imported is required to be in
specific formats or the wrong data may be imported into incorrect fields.

Data that can be imported into Idealpos includes Departments, Stock Items, Stock
Levels, Indirect Items, Customers, Suppliers and Price Book Links. Imported data
needs to be in 1 of 2 formats, .txt or .csv. Data is usually programmed into an excel
file and then saved in the appropriate format. Each import type must be in a
different file, i.e. is it not possible to import Departments and Stock Items from the
same file, however Stock Items with Stock Levels are an exception to this rule. More
information is provided about this later in the document.

Each Import File must contain a header row containing the field names. Please refer
to Format of Import Files for more information.

An example of the Master Template we use to compile all the database information,
before we separate each detail into its own file.

An example of a Stock Item Import File is displayed below.

How to Import Data

You will need to create all the separate files before you can import anything.

Go to Utilities > Import Data > Select the type of data you want to import.

When you have made your selection a screen will open to search and select the file
you want to import. A preview of the items you are about to import will be displayed.
If you manually type in the file location, you will need to press Preview to view the
items. Once your selection has been made, click OK to start importing items.

Stock Items and Customers do not need to be allocated a code on the import file, as
they can be assigned one when they are imported. Select the Code you want the
records to start from, and then each record will be added to the database
consecutively after that.

Once you have clicked ok, a progress bar will display the status of the import.
Depending on the size of the file and performance capabilities of the PC will depend
on how long this may take.

A summary of the import will be displayed showing you the new, modified or failed
items.

Any Modified or Failed records will be recorded in the Import Error file which is
located in the LOGS folder.

Format of Import Files

Files to be imported must adhere to specific details in order to import correctly.
Idealpos will accept files in .txt and .csv format.

Below is a list of the headers that are required when importing. If the headers are
not correct the file may still import, but not all the data will be entered.

Make sure that you do not use specific characters that may harm the data integrity.
Characters that can sometimes cause issues are - , ;: ` ~ ( ). Headers must be in
UPPERCASE to be imported correctly. If you dont intend to import a specific field,
unless it is a required field, you can leave the header and field off the import file
completely.

Departments
CODE, DESC, SC, PRICE, TAX1, TAX2, TAX3, TAX4, TAX5, TAX6, NONTURN, RATE,
PER

Minimum Requirement for Import: CODE, DESC, SC

Stock Items
Stock Item Codes and Scan Codes must be unique. If the items being imported are a
new item, it must contain CODE, DESC and DPT. If the cell is a field that does not
contain Numbers or Words, but needs to be ticked to be selected (STKCONTROL),
you can use (TRUE or 1) to tick the field, or (FALSE or 0) to leave it blank. Stock
Item descriptions must be 30 characters or less, or they will be truncated.

Minimum Requirement for Import: CODE, DESC, DPT

CODE, DESC, DPT, SCAN, STDCST, LSTCST, AVGCST, STKCONTROL, INDIRECT,

PRICE1, PRICE2, PRICE3, PRICE4, PRICE5, PRICE6, PRICE7, UPLIM, LOWLIM, TAX1,
TAX2, TAX3, TAX4, TAX5, TAX6, PC, POINTS, USEPOINTS, SUPP, SUPPCODE,
DESC2, NOTES, RECEIPT, PRINTER1, PRINTER2, PRINTER3, PRINTER4, PRINTER5,
NON-ACCUMULATING, SCALE, INHIBITDISCOUNTS, INSTRUCTIONS, PRICE1POINTS,
PRICE2POINTS, PRICE3POINTS, PRICE4POINTS, PRICE5POINTS, PRICE6POINTS,
PRICE7POINTS, PRICE8POINTS, PRICE9POINTS, PRICE10POINTS, PRICE11POINTS,
PRICE12POINTS,

Alternate Codes
If you need to import Alternate Codes, the stock items must already exist in the
database. Create a file which repeats the stock item code on a new line, with the
unique scan code beside each of the stock items it is an alternate for.

CODE, SCANCODE

CODE SCANCODE
331

087163429087162340875

331

981347098134098134098

331

012765013726407813640

Indirect Items
All stock item codes, indirect and component, must already exist in the database.
When filling in details for the QUANTITY field they must be expressed as a fraction or
a decimal. Fractions work easier but it is purely preference.

INDIRECTCODE, COMPONENTCODE, QUANTITY

Minimum Requirement for Import: INDIRECTCODE, COMPONENTCODE, QUANTITY

Stock Levels
Stock item codes must already exist in the database. It is possible to have this field
in the Stock Items file. You will need to re-import the file after running the initial
import, effectively modifying all Stock Items.

STKLEVEL, REORDLEVEL, RECOMLEVEL, CARTONQTY.

Idealpos allows you to import stock levels for stock item fields for specific locations
when you have multiple locations in the database. Set up different Headers called
STKLEVELxxx, CARTONQTYxxx, RECOMLEVELxxx and REORDLEVELxxx where xxx is
the location you want to import the details to.

You can still import the fields using the STKLEVEL, CARTONQTY, RECOMLEVEL and
REORDLEVEL headers. These fields will import the details to the location of the local
terminal performing the import only.

Minimum Requirement for Import: STKLEVEL, REORDLEVEL, RECOMLEVEL

Customers
Customers have the ability of being automatically imported at a set daily time or at
regular intervals throughout the day. If wanting to use this feature, you must save
the import file as cust.txt and save the file into the Idealpos 6.0 folder default
location. Import Daily Time must be entered in 24hr format E.g. 14:30.

Go to Setup > Global Options > Customers.

Open Balance field will only import on new customers, not existing. UDTEXT and
UDYESNO are fields that you can set and name under Global Options. When
importing these files they must remain as UDTEXT and UDYESNO.

CODE, LASTNAME, FIRSTNAME, MIDDLENAME, TITLE, ADDRESS1, ADDRESS2,

SUBURB, STATE, POSTCODE, PHONE, FAX, MOBILE, EMAIL, GENDER, COMPANY,
OCCUPATION, MARITALSTATUS, DOB, NEXTOFKIN, CONTACTNO, COMMENTS1,
COMMENTS2, TYPE, PASSWORD, MAILOUT, ACCOUNT, CREDITLIMIT, PRICELEVEL,
ABN, SCAN, OPENBAL, UDTEXT1, UDTEXT2, UDTEXT3, UDTEXT4, UDTEXT5,
UDTEXT6, UDTEXT7, UDTEXT8, UDTEXT9, UDTEXT10, UDYESNO1, UDYESNO2,
UDYESNO3, UDYESNO4, UDYESNO5, DISCONTINUED, POINTS, BARTAB.

Minimum Requirement for Import: CODE, LASTNAME

Suppliers
Only the fields for CODE and NAME are required to import suppliers.

CODE, NAME, ADDRESS, ADDRESS2, SUBURB, STATE, POSTCODE, PHONE, FAX,

MOBILE, EMAIL, CONTACT, CREDITLIMIT, ABN, ACCOUNTNO, INVOICEFORMAT,
ORDERFORMAT, DELIVERYMETHOD, ACCOUNTING

Minimum Requirement for Import: CODE, NAME

Import PriceBook Links

If you already have an existing Idealpos database, LMG will provide you with 3 Link
files to link our Stock Items, Departments and Suppliers to their products. This type
of import is only available to Australia. The names of the 3 files are:

IPSDepartment.csv
IPSProduct.csv
IPSSupplier.csv

You will have the option to clear all existing links. Press OK to Import the files.

The files must be placed in the Idealpos Directory otherwise the file will not import
and you will the message below.

After the links have been imported, go to File > Price Book > Products and run the
Update function.

Import Special Prices

Ensure that the terminal is licensed for PriceBook.

Go to File > Sales > Promotions > Special Price Schedule > Price Book Import.

Locate the file provided by LMG. If successful the file will be imported and the special
created.

If any items in the special file do not exist it will display onscreen that X failed. You
can check the Pricebookfailures.log file located in C:\Program Files\Idealpos
Solutions\Idealpos 6.0\LOGS to find out which items failed so they can be matched
up in the POS Database & then the special file can be re-imported.

Click on the specials button to see the specials created.

You will need to modify the schedule to cover all stores and all customers.

Installation & Upgrade

Installation and Upgrade of Idealpos
The installation of Idealpos requires two files:
Idealpos6.03Framework.exe approx. 390Mb
Idealpos6.03.xxxx.exe approx. 10Mb
The file size and build number of the Idealpos6.0.xxxx.exe installer file will change
as new builds are released.
For most PCs and POS Terminals, the Idealpos 6.0 Framework file will install all
system components required to run the software.
It is important that your PC/POS System has the correct version of the Microsoft
.NET Framework in order for Idealpos 6.0 to install successfully.
The time to install Idealpos 6.0 can vary significantly depending on the performance
of the hardware. Tested on the current range of Idealpos POS Terminals, the full
installation process takes approximately 30 minutes.
For those customers who are upgrading from a previous version of Idealpos, we
strongly recommend you test the conversion process first as there is a possibility
that your data will fail the SQL Conversion process.

Minimum System Requirements

Idealpos 6.0 Framework will attempt to install several system components including
.NET 2.0 Service Pack 2, .NET 4.0, Windows Imaging Component, Windows Installer
4.5, Visual C++ 2008 Runtime, SQL 2008 R2 Express, HASP License Key Drivers,
Business Objects 11 Reports and more.
Below are the minimum system requirements, however depending on your Operating
System and other programs already installed, these minimum systems requirements
may not be adequate to run Idealpos 6.0.
Intel Celeron 1Ghz CPU
512Mb RAM
5GB Free Hard Disk Space
1024x768 Screen Resolution
USB Port for HASP License Key
Below are links to the Microsoft MSDN Website for the SQL and .NET 4.0 System
Requirements:
SQL 2008 R2 Express System Requirements:
http://msdn.microsoft.com/en-us/library/ms143506.aspx

.NET 4.0 System Requirements:

http://msdn.microsoft.com/en-us/library/8z6watww%28v=VS.100%29.aspx

Operating System Compatibility

The following Operating Systems are compatible with Idealpos 6.0:
Windows
Windows
Windows
Windows
Windows
Windows

XP Professional Service Pack 3 - 32bit

Embedded 1.1 Point of Service (WEPOS 1.1)
POSReady 2009
POSReady 7
Vista 32/64bit
7 32/64bit

Idealpos 6.0 System Component Requirements

Idealpos 6.0 Framework will install the following system components for these
Operating Systems:

.NET 2.0 Service Pack

2
.NET 4.0 Framework
Win Imaging
Component
Windows Installer
4.5
Visual C++ 2008
Runtime
SQL 2008 R2 Express
32bit

XP
Pro
SP3
Yes

WEPO
S
1.1
Yes

POSRead
y 2009

POSRead
y7

Yes

N/A

Yes

Yes

Yes

Yes

Yes

Yes

Yes

N/A

Yes

Yes

Yes

N/A

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Vista
32 64
No No

Win7
32
64
N/A
N/A

Win
8
64
N/A

Ye
s
Ye
s
Ye
s
Ye
s
Ye
s

Yes

Yes

Yes

N/A

N/A

N/A

N/A

N/A

N/A

Yes

Yes

Yes

Yes

No

No

Ye
s
Ye
s
Ye
s
Ye
s
No

Microsoft .NET Framework

Idealpos 6.0 requires .NET 2.0 Service Pack 2 (or higher) AND .NET 4.0 Full
Version to be installed on the computer. Below is the version of .NET Framework
that is preinstalled on the following Operating Systems, and the version of .NET that
will be required for the Idealpos 6.0 Framework to install:

XP Pro sp3
WEPOS 1.1
POSReady
2009
POSReady 7
Vista 32bit
Vista 64bit
Win 7 32bit
Win 7 64bit
Win 8 64bit

.NET Version
1.0
1.1
2.0

Framework Details
.NET 2.0 Required
.NET 2.0 Required
Idealpos 6.0 Framework installs Correctly

3.51
3.0
3.0
3.51
3.51
4.0

Idealpos 6.0 Framework installs Correctly

.NET Framework 3.5 Service Pack 1 Required
.NET Framework 3.5 Service Pack 1 Required
Idealpos 6.0 Framework installs Correctly
Idealpos 6.0 Framework installs Correctly
Idealpos 6.0 Framework installs Correctly

Windows XP Pro Service Pack 3 and WEPOS 1.1

If you are running Windows XP Pro sp3 or WEPOS 1.1 and do not have the Microsoft
.NET 2.0 Framework, Idealpos 6.0 Framework will not install. If you are installing on
a PC that has previously had Ideal POS System 5.5 installed, the IPS 5.5 Framework
would have already installed .NET 2.0 Framework. If you require the .NET 2.0
Framework, you can download it from the following website:
http://www.microsoft.com/downloads/en/details.aspx?FamilyID=0856eacb-43624b0d-8edd-aab15c5e04f5&displaylang=en

Windows 2003 Server

The Idealpos 6.0 Framework requires Windows Installer 4.5 and .NET 2.0 Service
Pack 2 to be installed first. You can download these from the Microsoft website.

Windows Vista 32/64bit

The Idealpos 6.0 Framework requires .NET Framework 3.5 Service Pack 1 to be
installed first. You can download these from the Microsoft Website.

Disable UAC (User Access Control) on Vista and

Windows 7
You will also need to disable User Access Control permanently to install and run
Idealpos 6.0. All POS Terminals Idealpos supply will be pre-configured with this
setting. A restart of the PC will be required before you can attempt installation.

Terminal Services and Remote Desktop

Idealpos is compatible with Remote Desktop applications and is able to support USB
registration keys.
Idealpos 6.0 is not compatible with Terminal Services.

Ideal Retail Pro 2.6 and Idealpos 6.0 on the

same computer
If you have installed Idealpos 6.0 on a computer that is also running Ideal Retail Pro
2.6 (Sharp Cash Register Software), you will need to re-install Ideal Retail Pro 2.6
after Idealpos 6.0 has fully installed as some of the license key drivers will fail in
Ideal Retail Pro.

Installing Idealpos Framework

BEFORE ATTEMPTING TO INSTALL IDEALPOS 6.0 ON YOUR COMPUTER,
DISABLE ANTIVIRUS OR FIREWALL SOFTWARE FIRST!

If Ideal POS System 5.5 has been previously installed on the computer,
make sure you have un-installed both IPS Framework and Ideal POS System
5.50 Build xx from Add/Remove Programs

This will stop installation files from being blocked, while trying to install them on your
Computer as some Antivirus and Firewall software programs will suspect the
installation as a potential system threat.

To Install the Idealpos 6.0 Framework, copy the Idealpos6.0Framework.exe onto

your local hard disk and run the file.

Idealpos 6.03 Framework will unpack the required files to the following locations,
depending on your OS:
C:\Program Files\Common Files\Idealpos Solutions
C:\Program Files (x86)\Common Files\Idealpos Solutions

The Idealpos 6.0 Framework Installer uses the Precheck utility to ensure all system
components are installed. This program can be run separately if required, after the
Idealpos 6.0 Framework has been installed.

When the welcome screen appears, click next.

Once you have read and agree to the license agreement, tick I agree to these terms
and conditions and then press next.

The Idealpos 6.0 Framework can be installed in two stages, the Idealpos
Prerequisites and .NET Framework / SQL Support Files. Tick both for a complete
installation or un-tick Idealpos Prerequisites if you would like to install this at a later
stage.

The first part of the installation process will copy all the file required by Idealpos 6.0
into the Installation Folder and unpack the Installer Files required for the system
components and SQL 2008 installation.

The Installer will then check to see which system components are installed and
install the appropriate system components as necessary.

The Microsoft .NET 4.0 Framework installation will commence.

It does not matter if you have a 32bit or 64bit machine, Idealpos includes both
installers and will select the correct one for your system and extract the files to
install.

The SQL installation will begin.

The SQL 2008 installation begins to copy files and install the software.

Once SQL 2008 installation has been successsfully installed, a message box will
appear to confirm the Idealpos 6.0 Framework has been completed.

IPS Deploy will be added to your Startup folder and will start automatically.

If Windows Firewall is enabled, click Unblock or Allow Access when prompted. This
message will only appear the first time the software is started.

Windows 8
Installation on a PC running Windows 8 is not as straightforward as previous
Windows versions, but is not difficult.

Run the Idealpos 6.03 Framework Installer on the machine. During the installation
the following window will appear. Select the option to Download and install this
feature.

The installer will search for the required files on the internet and download them.
Depending on your PC and internet connection will determine how long this process
will take. Let it run its course.

A confirmation screen will show that you have installed the required files.

You will need to restart the Idealpos 6.03 Framework Installer. It will now properly
install all the remaining files and folders.

Before you attempt to install the latest build of Idealpos, you need to change the
permission of some folders.

Go to C:\Program Files (x86) > right-click Idealpos Solutions > select Properties >
go to the Security tab > select Edit > press Add > enter Everyone > press OK.

Highlight Everyone > select Allow for everything > press Apply.

Select View and tick Hidden Items.

Repeat the process for the following folders:

C:\Program Files (x86)\Microsoft SQL Server

C:\Program Files\Microsoft SQL Server
C:\ProgramData\Ideal Business Software
C:\ProgramData\Idealpos Solutions
C:\Program Files (x86)\Idealpos Solutions
C:\Program Files (x86)\Common Files\IdealPOS Solutions

Installing Idealpos 6.03.xxxx.exe

The Idealpos build installation file is updated frequently and can be obtained through
your software reseller.

To install the Idealpos 6.03.xxxx.exe, copy the file to the local hard disk and doubleclick to run. When the welcome screen appears press Next.

If the Framework was not installed in the default location, select the correct location
using the Browse button. Once the location is correct select Install.

The installation will commence.

Once the installation has completed click Finish.

If Windows Firewall is enabled, click Unblock or Allow Access when prompted. This
message will only appear the first time the software is started.

Idealpos 6.0 will automatically start upon completion. You will see the IPS Client
software start, and will show the message IPSClient Waiting for POS to create
databases. Start Idealpos for the first time by double-clicking the IPS Client
message or the Idealpos 6.0 icon.

Select the Region the installation will be located in or press X to exit.

Select from Free Trial / Demo or New / Blank Database. Ensure that you enter the
correct Terminal # before proceeding. Failure to enter the correct terminal number
on existing installations can result in incorrect data being transferred to or from it on
the network.

Free Trial / Demo

Enter the Terminal # you want to use and then select the Free Trial / Demo button.

Select a database you would like to use for duration of your Trial/Demo. You have
the choice of five different databases to use. All the Trial/Demo databases include
the same stock items. Some settings in Idealpos are not able to be used successfully
in the one database for multiple environments of the product. Therefore, each
database has been setup to more effectively showcase these settings without the
need for additional programming.

The different databases available are:

Quick Service
This database has been preconfigured for large amounts of
transactions. It is ideally suited to customers in fast paced
environments including take-away, cafes and food courts.
Restaurant
This database has been preconfigured with restaurant settings,
table maps and printer options. It is ideally suited to customers using
Table Service and Kitchen Printing.
Retail

This database has been configured with Scan Codes, Labels and other
retail centric settings. It is ideally suited to corner stores, news
agencies and general retail environments.

Clubs & Hotel

This database has been configured using Bar Tabs, Loyalty and
Customer Accounts. It is ideally suited to customers who have beer
taps, functions and large groups of guests.
Fresh Food
This database has been configured with scale items. It is ideally
suited to customers in Fruit and Vegetable and other fresh produce
environments.
Back

Allows you to go back to the previous screen for the database type
selection.

Once you select a database, Idealpos will build the database before opening
Idealpos. All Idealpos Trial/Demo databases allow up to 20 accesses before they
must be reset.

When Idealpos first opens you will have access to the main POS screen of the
database you have selected. There is no need to enter a clerk number, but if you
wish to use other clerks, enter a number from 1 through to 20 and press Clerk.

If you have used all 20 accesses and want to restart, go to the Back Office > Setup
> User Registration > New Demo.

You will be asked to confirm you want to start a new demo database.

You will need to select the choices you require from the beginning.

New / Blank Database

Enter the Terminal # you want to use and then select the New / Blank Database
button when Idealpos first starts up.

This will create a database that has minimal programming completed within. The
only buttons that have been created are the Numerical Pad, Admin Functions and
Admin Tab. This database will also use only 20 accesses until a Customer
Registration has been entered.

Possible Errors when Installing Idealpos

There will be certain circumstances when the Idealpos 6.0 Installation may fail.
Below are some possible scenarios:

The installation process can fail if the system has Windows Updates waiting to be
applied.

You will see the following messages:

Windows Installer is not compatible:

You will this message if .NET 2.0 is not installed:

Upgrading to Idealpos 6.03

Customers using Ideal POS System 5.5 can upgrade to 6.03. Customers using
versions prior to 5.5 will need to convert to the latest version 5.5 first before
upgrading to 6.03. Customers on 6.0 > 6.02 builds will still see a conversion process,
but it is not as involved as a 5.5 upgrade.
Upgrading from 5.5 to 6.03 should be done in the following order: 5.5 > 6 > 6.01 >
6.02 > 6.03

Test Upgrade Conversion

Before upgrading your existing Ideal POS System Software to version 6.0, we
strongly recommend you test the conversion process first. You do this by performing
a database backup on the 5.5 version and then restore the backup using the IPS
Utility onto a computer which has version 6.0 installed.
If a 5.5 database has been restored into a computer with version 6.0, the database
conversion process will begin automatically and if successful, will start Idealpos 6.0
upon completion.
If the conversion process fails, send your Ideal POS System 5.5 Backup to your
Idealpos reseller for further analysis.

Ordering New IKU files to update your License

Key/s
You must order your upgrade licenses before upgrading to Idealpos 6.0. Upon order,
we will supply both Temporary Registration Licenses (expires in 2 months) and
electronic IKU License key update files to reprogram you license keys. Please order
your upgrade licenses in advance.

POSServer version 6.0 not compatible with

Ideal POS System 5.5
POSServer is not compatible between Idealpos 6.0 and Ideal POS System 5.5.

Communications will be disabled if:

1. Ideal POS System 5.5 attempts to connect to POSServer version 6.
2. Idealpos 6.0 attempts to connect to IPS Table Server version 5.5.

Ideal Handheld
You will need to upgrade the Ideal Handheld Software to the latest version
compatible with Idealpos 6.0.

IPS Client Status when running a live site with

version 5.5 and 6.0
IPS Client will recognize OLD IPS Clients on the network via the IP Address.
However, it will never allow a connection into the database. All remote terminals will
only be allowed to connect when they have been upgraded also.

Running Idealpos 6.0 with older versions of

Ideal POS System
It is not possible to keep an older version of Ideal POS System on the same
computer as Idealpos 6.0. If Ideal POS System 5.5 is already installed on the
computer and you attempt to install the Ideal Prerequisites, you will get a warning
message displaying as such.
You must completely uninstall Idealpos System 5.5 (IPS Framework and Ideal
POS System 5.50 Build xx) before attempting to install Idealpos 6.0.

Pre-Install Idealpos 6.0 .NET Framework and

SQL Support Files
It is possible to install part of the Idealpos 6.0 Framework before removing Ideal POS
System 5.5. You can choose to do this so you can continue to run version 5.5 with
most of the version 6.0 system components installed and ready to go. To do this,
simply untick Idealpos Prerequisites and click Install.

If the computer is already running Ideal POS System 5.5 and you perform this partial
installation of version 6.0 Framework, the SQL 2005 Database used by Ideal POS
System 5.5 will be upgraded to SQL 2008.
DO NOT ATTEMPT AN OVERWRITE DATABASE FROM AN IDEAL POS SYSTEM
5.5 POS TERMINAL RUNNING SQL 2008, TO AN IDEAL POS SYSTEM 5.5 POS
TERMINAL RUNNING SQL 2005!
We strongly recommend you perform this partial Idealpos 6.0 Framework installation
on ALL Ideal POS System 5.5 POS Terminals, so that every POS Terminal is using
SQL 2008.

Upgrading a Live Site to Idealpos 6.0

It is possible to upgrade from Ideal POS System 5.5 to Idealpos 6.0 in a multiterminal environment while other POS terminals are in use and network traffic is
active. It is a good idea to test the conversion on a spare PC before performing this
upgrade live on-site.

On the POS terminal you are upgrading, disable the Network Adapter first, so that
the system is Offline from other POS Terminals.

After you have completed the upgrade, and can confirm the upgrade was successful,
then you can enable the Network Adapter.

IF YOU DO NOT DISABLE THE NETWORK ADAPTER FIRST, YOU WILL LOSE
DATA!

Upgrade Procedure from 6.0, 6.01 and 6.02

Once you have taken a backup of the Idealpos 6.0 database and fully installed
Idealpos 6.03, you can perform an upgrade on the 6.0 database.

Navigate to the location where you saved the backup file.

Double-click the backup file to open it. The IPS Utility Restore function will open
automatically.

Once you have ensured everything is correct and you are ready to restore, press the
Restore button.

A final warning will be displayed to confirm you are sure you know what you are
doing.

Press Yes to restore the database. The IPS Utility will restore the backup file to an
Idealpos 6.0 database. A small progress window will display.

Press OK to confirm and close the IPS Utility.

Open Idealpos and numerous conversion routines will begin. Depending on the
version of Idealpos you are upgrading from on how long this process will take.

The database will convert first all the SQL relevant data.

Once the database has been converted press Close, otherwise the window will close
automatically after 60 seconds. Idealpos will continue to open and convert data as
required. It is essential that the process is not interrupted during this stage.

Configure Error Reports

After Idealpos 6.03 has been installed and before you open the software for the first
time, we recommend you enable the Error Reporting function in IPS Client.
This function connects to our online error reporting server to submit any SQL errors
that may occur after the conversion process. This enables us to attempt to be
proactive in fixing errors before they made be noticed by staff or resellers.
You only need to do this on one PC (typically a back office computer) to enable error
reporting for all POS terminals on your network. This function requires an internet
connection.
To Enable Error Reporting, open IPS Client and select Configure Error Reports
through the Network menu.

Click Enable to activate this function.

This functionality should not be used as a means to minimise your own

troubleshooting or error reporting responsibility. If you are seeing errors on the POS

system, report them to your reseller. It is important to report any error as soon as
possible to Idealpos.
If this error reporting functionality is not enabled, any SQL errors will not be
submitted to the SQL Error Reporting system.
Errors relating to the SQL Database will not display on the computer and the User
will not be informed these errors have occurred. The log files will store the SQL error
details and a backup database will contain these logs.
If you experience problems with Idealpos 6.0 and are unsure of what the
problem may be, please submit a backup of your database to your Idealpos
Reseller.

Inter-Store Ordering Head Office

Inter-Store Ordering in Idealpos Head Office
The Inter-Store Ordering function is available when using both the Head Office and
Site Management modules of Idealpos. All terminals connected on the network must
include either a HO or SM module in their registration.

Inter-Store Ordering enables each store to create Purchase Orders within the system
that will be sent to a Head Office terminal for Shipping and Invoicing. Invoices will be
charged to a Customer Account which is linked to a Location of the corresponding
Store/s.

The hierarchy is as follows:

Sites > Locations > POS Terminals

Locations can only be linked to one

Site.
Sites can contain multiple Locations
and POS Terminals.

POS Terminals can only be linked to

one Location.

Before using this system you will need to have a good knowledge of the concepts
and settings used. Once you have read the Help Guide for Head Office & Site
Management, you will need to ensure that your database is properly configured. For
any help and advice, please contact Idealpos Solutions before attempting to set this
up.

Settings
To enable the Inter-Store Ordering to function correctly, you will need to get all the
settings and permissions configured. It is very important to ensure you have worked
out the permissions you want to set for each different store. Franchise Stores might
have less access than a Company Owned Store. Whilst all attempts have been made
to have these settings in order, in some instances this is not possible.

Sites
Sites can be created by going to Setup > Sites > Add. When creating a Site, it is
possible to specify a range of Grids that only that site has access to.

Once Sites have been created, Global and Yes/No Options can all be accessed for
each Site through this window when using a Head Office license. If using a Site
Management license, you will be able to directly open only that Sites settings.

Customer Types
Create a Customer Type called Stores to group all the store accounts. Go to File >
Customers > Customer Types > Add.

Customer
A Customer will need to be created for each Site. The Customer Account will be
linked to a Location, which enables Idealpos to issue Invoices to the stores. Go to
File > Customers > Customers > Add.

You will need to select Stores as the Customer Type from the settings.

You will also need to select Account in the Sales/Accounting section. The Credit Limit
will not apply to these accounts when being invoiced.

Supplier
A supplier needs to be created for the Location that provides the goods. You only
need to enter the Supplier Code and Company Name. Go to File > Suppliers >
Suppliers > Add.

Departments
This Department will generally only contain the Stock Item that is linked for use of
Freight and Admin Fees associated with any Inter-Store Ordering. Go to File > Sales
> Departments > Add.

Stock Item
Create a Stock Item that will be used to record all the Admin and Freight charges.

Go to File > Stock Control > Stock Items > Add > you only need to create a Stock
Code, Description and link to the Department you created > Save.

You will need to Create/Update this item on all Sites.

Locations
Multiple Locations can be linked to a single Site. Only one terminal from each
Location needs to be designated as the order terminal. Any other terminals can be
setup if required for backup purposes, but not necessary. Go to File > Stock Control
> Locations > Add/Modify > Purchase Orders > Enter the Customer Account that you
set up earlier in here.

Yes/No Options
These need to be set after you have created the Site/s. From a Head Office terminal,
go to Setup > Sites > Yes/No Options > Stock Control. From a Site Management
terminal, go to Setup > Yes/No Options > Stock Control. Head Office will want to
control what the Site has access to. Head Office and Site Management terminals will
be set up differently. Only one terminal at each Site should be set to enable
ordering.

Note: The text within the brackets is defined in Global Options. You may need to
switch between screens multiple times to get these correct.

Options Specific to this feature

Allow Stock Transfers between different Sites This option will allow Sites to transfer
items between each other without requiring input from Head Office.
Inhibit Deleting of Purchases This option will make the Delete button on the
Purchase Order screen unable to be selected. This will ensure that any orders that
have been placed will stay in the database until Head Office removes them.
Quantity Field 1 Can Modify (Supplied) If selected, will allow the Site to modify
the quantity supplied.
Quantity Field 1 Is Visible (Supplied) If selected, will allow the Site to view the
quantity supplied.
Quantity Field 2 Can Modify (Received) If selected, will allow the Site to modify
the quantity received.
Quantity Field 2 Is Visible (Received) If selected, will allow the Site to view the
quantity received.
Quantity Field 3 Can Modify (Invoiced) If selected, will allow the Site to modify
the quantity invoiced.
Quantity Field 3 Is Visible (Invoiced) If selected, will allow the Site to view the
quantity invoiced.
Quantity Field 4 Can Modify (Quantity) If selected, will allow the Site to modify
the quantity.
Quantity Field 4 Is Visible (Quantity) If selected, will allow the Site to view the
quantity.
Show Only Purchases of this Location Select this option so the Site will not see the
other Sites Purchase Orders.

Typical selections used at Head Office are:

are:

Typical selections used on a Site

Typical selections with Multiple Terminals per Site:

limited access:

Sites will have

Global Options
Go to Setup > Global Options > Purchases > Bottom left corner.

If Purchase Orders for Sites will be created on a Touchscreen Terminal, you can
select to use a Large Size Grid, which will make it easier for orders to be selected. It
may also be a good idea to turn on Default to Purchase Orders.

Purchase Order Status These are 10 steps that describe the processes required
from initiating an order, receiving an order and then issuing an invoice for the order.
Sites are unable to edit these settings, but will display the current selections.
Quantity Field Labels These fields are displayed on the Purchase Order, and
represent the headings that are entered here. Changing these fields will change the
names of the Yes/No Options linked to these headings.
Lock and Change Status to This function will automatically move the Purchase
Order to the next status, which can be selected for each process using the drop down
boxes.
Process Quantity This field is used to determine when the order can be turned into
an invoice and posted to the linked Customer Account.
Head Office Supplier This should be linked to the Supplier you created for Head
Office.
Admin/Freight Link This should be linked to the Sites Stock Item that was created.
Do not link this to the Base Item Stock Code.

Typical Head Office Setup:

Typical Site Setup (as seen from Head Office):

Sites are unable to view the Purchase Order details in Global Options.

Purchase Order Screen Overview

The following details are key areas of the Purchase Order screen that need to be
addressed when using Inter-Store Ordering.

1 Purchase Type:

This field must be set to Purchase Order only. If desired

you can set this to be a default.

2 Supplier:

Use the Supplier set up specifically for the Head Office.

This is linked in the Global Options.

3 Purchase Order No:

Purchase Orders will increment consecutively. It is

possible to enter a custom number into this field.

4 Location:

This field when viewed from a Site terminal will be

inactive, and default to the terminals Location.

5 Quantity Fields:

These fields are designated in Global Options. Use of

these fields both visibility and accessibility is controlled
by Global and Yes/No Options.

6 Auto Populate Quantities: This button is used when you have multiple items
included in a Purchase Order, and instead of clicking and
adding the quantities one by one, you will be able to
enter all Order quantities into all fields.
7 Order Status:

This drop down menu allows either Site or Head Office

to use custom status settings that are designated in
Global Options.

8 Save & Invoice:

This button is only able to be used from the Head Office

terminal. The button will save the Purchase Order and
Invoice it to the Customer Account linked to the Location
being used.

9 Save:

This button is used by the Site and Head Office terminals

to progress the status of the Purchase Order after the
action has been modified.

Create an Order
The Site will initiate the order by creating a Purchase Order. Go to Transactions >
Stock Control > Stock Purchases > Add. Note the Modify and Delete buttons are not
able to be selected.

Enter the Supplier Code > Purchase Order Number (if not entered, a number will
automatically be created) > Enter Stock Code > Check Description > Enter Order
Quantity > Enter through line details > Once all items have been entered, press
Save.

Fields specified that the Site cannot modify will be blocked from modification. In our
example and recommended setup, it is the Supplied and Invoiced fields.

When saved a message box will appear that indicates the order is ready to be
finalized.

If you select No, you will be taken back to the Stock Purchases List where you can
continue to modify this Purchase Order. If you select Yes the Purchase Order will be
locked from further modification, and the Purchase Order Status will change to Order
Finalized.

Head Office will receive the Purchase Order once it has been saved and will continue
to have access to it throughout the whole process. Head Office has the right to
modify or Delete any Purchase Order.

Supply an Order
Head Office will have a Purchase Order in the Stock Purchases List, with the status
set to Order Finalized.

Press the Modify button to open the Purchase Order. The Quantity Ordered field will
be disabled from modification. Enter the quantity supplied into the Supply field and
press Save.

A message window will open to prompt the locking of the Supply field, and change
the status to Order Shipped. If you select No the Purchase Order will not change
status and can be modified further. If you select Yes the Purchase Order will change
status to Order Shipped. Although the Head Office can still Modify the Purchase
Order, there is no need.

The Purchase Order will now be available for the Site to action. Both the Head Office
and Site terminals will display the status as Order Shipped.

Receive an Order
Once a Purchase Order is marked as Order Shipped, the Site will have access to it to
modify it.

Enter the quantity received in the Received field and press Save.

A message window will open to prompt to lock the Received field and change the
status to Full Order Received. If you select No, you will be able to modify the
quantity received and save it later. If you select Yes it will perform the message
actions.

The Purchase Order will now be locked from further modification at the Site and the
status changed to Full Order Received.

Invoice an Order
As each Site receives the stock and saves the Purchase Order as Full Order Received,
the order is able to be generated as an Invoice to the linked Customer Account by
Head Office. The Site will have no more access to this Purchase Order.

Enter the quantity you want to invoice. Add any Freight and Admin charges incurred
and press Save & Invoice.

You will be asked to confirm the Invoice.

Once confirmed, the Order will be granted an Invoice Number. This will also continue
to be displayed on the Site terminal, but they cannot action it any further.

Process an Order
After an order has been invoiced the Status field will be blank and an Invoice
Number will be created.

Highlight the Purchase Order in the list and press Process.

The Invoiced Purchase Order will open. Check all the details to ensure they are
correct and press the Process Button.

A confirmation window will open to confirm you want to Process.

You will be offered the chance to print a copy of the Stock Purchase. If you select No,
you can easily print one at a later stage.

Once the order has been processed you can delete the Purchase Order if you wish.

Additional Information
There are some important issues to note when using this system that must be
understood.

Indirect Items
It is not possible to use Internal Ordering at the Sites and order Indirect Items from
the Head Office. There are numerous ways that can circumnavigate this restriction,
but it is difficult to implement and use.

Order Component Items

You can order part quantities from Head Office that will equal the total of the indirect
items. This can be an issue if the items you are wanting to purchase have more than
3 ingredients, and you have a lot of goods to order.

Transfer Between Items

Another solution is to Transfer Indirect Items into a Direct Item from Head Office,
and that is what gets ordered from the Sites. Using this function will negate the need
to order multiple component items, but will require the Head Office to perform these
transfers to enable the ordering.

Inter-Store Ordering Sites

Inter-Store Ordering in Idealpos Site
Inter-Store Ordering enables each store to create Purchase Orders within the system
that will be sent to a Head Office terminal for Shipping and Invoicing.

The hierarchy is as follows:

Sites > Locations > POS Terminals

Locations can only be linked to one

Site.
Sites can contain multiple Locations
and POS Terminals.

POS Terminals can only be linked to

one Location.

Sites will be required to perform two steps only to obtain stock from Head Office.
These are ordering the stock and receiving the stock. All other processes are handled
at Head Office. Stock that has been ordered will be invoiced according to company
policy.

Purchase Order Screen Overview

The following details are key areas of the Purchase Order screen that need to be
addressed when using Inter-Store Ordering.

1 Purchase Type:

This field must be set to Purchase Order only. If desired

you can set this to be a default.

2 Supplier:

Use the Supplier set up specifically for the Head Office.

3 Purchase Order No:

Purchase Orders will increment consecutively. It is

possible to enter a custom number into this field.

4 Location:

This field when viewed from a Site terminal will be

inactive, and default to the terminals Location.

5 Quantity Fields:

Use of these fields both visibility and accessibility is

controlled by Head Office.

6 Auto Populate Quantities: This button is used when you have multiple items
included in a Purchase Order, and instead of clicking and
adding the quantities one by one, you will be able to
enter all Order quantities into all fields.
7 Order Status:

This drop down menu allows either Site or Head Office

to use custom status settings that are designated by
Head Office.

8 Save:

This button is used by the Site to progress the status of

the Purchase Order after the action has been modified.
It will only become active when an item has been
entered correctly.

Create an Order
The Site will initiate the order by creating a Purchase Order. Go to Transactions >
Stock Control > Stock Purchases > Add. Note the Modify and Delete buttons are not
able to be selected.

Enter the Supplier Code assigned to Head Office > Purchase Order Number (if not
entered, a number will automatically be created) > Enter Stock Code > Check
Description > Enter Order Quantity > Enter through line details > Once all items
have been entered, press Save.

Fields specified that the Site cannot modify will be blocked from modification.

When saved a message box will appear that indicates the order is ready to be
finalized.

If you select No, you will be taken back to the Stock Purchases List where you can
continue to modify this Purchase Order. If you select Yes the Purchase Order will
be locked from further modification, and the Purchase Order Status will change
to Order Finalized.

Head Office will receive the Purchase Order once it has been saved and will continue
to have access to it throughout the whole process. Head Office has the right to
modify or Delete any Purchase Order.

Receive an Order
Once a Purchase Order is marked as Order Shipped, the Site will have access to it to
modify it.

Enter the quantity received in the Received field and press Save.

A message window will open to prompt to lock the Received field and change the
status to Full Order Received. If you select No, you will be able to modify the
quantity received and save it later. If you select Yes it will perform the message
actions.

The Purchase Order will now be locked from further modification at the Site and the
status changed to Full Order Received.

iPad and Idealpos

Requirements
Idealpos Solutions are able to use Idealpos on an iPad that supports an RDP
connection to a Windows PC. It is entirely possible to use other RDP clients if you
wish, but we have only tested and confirmed the following application.

Please Note - We have only tested this functionality with iPad2 and cannot confirm
full functionality with the new iPad released March 2012. If you have the latest
release iPad and have tested this functionality, please let us know so we can update
this documentation with any changes.

Using this feature is dependent on you having a spare computer that is licensed to
use Idealpos. It is entirely possible to have an office PC with multiple Virtual
Terminals all with their own licensed copy of Idealpos. This would enable you to use
more than one iPad.

When accessing a PC using this application, you will not be able to use the POS
Terminal that it is dialed into.

To be able to use this functionality you will require the following:

Apple iPad
RDP Application We have currently tested and configured RDP Lite by
Mochasoft.
A spare PC that currently has Idealpos 6.0 installed
A wireless network

Additional Information
Mochasoft RDP Application http://itunes.apple.com/au/app/remote-desktop-literdp/id288362576?mt=8

Setup Wizard http://mochasoft.dk/wizard_rdp_1.htm

Online Help http://mochasoft.dk/iphone_rdp_help2/help.htm

Configure Application
Install the RDP Lite Application on the iPad and run it.

Before you can connect you will need to configure a connection.

A keyboard on the iPad can be displayed to enter the required information. Enter the
name of the PC that you are connecting to, or use the IP Address.

Set the screen resolution to 1024 x 768. This is the required resolution for Idealpos
6.0 to display properly.

Select the following options and their settings:

Key Click OFF
Toggle Black Toolbar - ON

Connect to the PC
Once all the configuration details have been entered, press the configured
connection.

The application will attempt to connect to the PC.

As the connection is established you will be able to see the connected PC screen.

When you shake the iPad the menu options toolbar will display at the bottom of the
screen.

- This icon will display the keyboard.

- This icon will open the menu

- This icon will press the Return Key

- This icon will zoom out

- This icon will lock the screen to prevent the screen from scrolling
up/down or left/right unintentionally.

- This icon will hide the tool bar

The following screen is a display of the menu that is offered when the corresponding
icon is pressed.

You will also need to ensure the iPad is set to prevent rotation of the screen between
landscape and portrait.

IPS Client
IPS Client in Idealpos
The IPS Client is responsible for the communications of data packets between all the
terminals on the network. It is also responsible for many advanced functions that
require access to all terminals. The IPS Client is a small program that is installed
with Idealpos. IPS Client is accessible by clicking on the icon in the taskbar of the
terminal.

The IPS Client gives you visual connection status of all terminals that are, or should
be, connected on the network. It provides this is a very simple and clear manner.
Each terminal that has Idealpos installed will also have an IPS Client running. You
can access IPS Client settings from any terminal.

Client Icons
There are many different icons that are used throughout the Client program. They
will designate what is happening on a particular terminal, or detail a specific process
that is taking place.

This icon is the IPS Client icon and is viewable in the taskbar of all
terminals.
The small red triangle underneath the POS number indicates this is the
terminal that you are viewing the IPS Client screen on.

This icon indicates the terminal is connected and communicating.

This icon indicates the terminal is not fully visible to all terminals
through advanced settings.

This icon indicates that a connection attempt to this terminal is

currently in progress.

This icon indicates the terminal isnt configured correctly or has a

problem.

This icon indicates the terminal is disconnected, not responding or not

available.

This icon indicates the terminal is connected, but it was disconnected

because identification was not satisfied, or an overwrite is in progress.

This icon indicates there are 2 or more terminals identified with the
same terminal number.
This icon indicates the number of saved packets to send from that
terminal.
This icon indicates that filtering is currently active on the system.
This icon indicates that there are terminals that are excluded via
visibility settings.
This icon indicates that this terminal is the Time Synch Master.
This icon indicates a connection has been established from an
unknown IP address.
This icon indicates that proxy is currently active on the system.

This icon indicates the SQL Database Size.

This icon indicates the Access Database Size.

This icon indicates the Client Database size.

This icon allows for Packet Filtering to be turned ON.

This icon allows for Packet Filtering to be turned OFF

This icon will display when filtering is ON.

Client File Menu

The Client File menu will allow you to Open POS/Utility, Options or Exit.

Open
Open POS
Selecting this menu will allow you open the main Idealpos program.

Open Utility
Selecting this menu will allow you to open the IPS Utility program. IPS Utility is an
advanced area of the software allowing access to diagnostic and support tools.

Options
The Options menu will allow you to set default options for IPS Client.

Time Synchronize Master

Only one terminal in the network can be designated as the Time Sync Master. If this
checkbox is selected you are able to configure the frequency it checks and updates
ALL terminals on the network.

Start POS after Launch

Use this checkbox to configure Idealpos to open once IPS Client has started.

Hide on Startup
Use this option to hide IPS Client until the program has fully started and is ready to
communicate. If this option is left un-ticked, IPS Client will open and display in the
last location it was viewed on screen.

Keep Log Files For

Select from the drop down box the default time that you would like all Log Files kept
for.

Overwrite Compression Level

Use the drop down box to select the default amount of compression to be used when
running the Overwrite Function. You have four options which are None, Low, Normal
and Maximum.

Reset UI
This button is used to reset the client layout to default settings.

Exit
This will exit the IPS Client program. If IPS Deploy is running, IPS Client will restart
automatically. If IPS Deploy is not running, IPS Client will need to be started
manually or through IPS Utils.

A confirmation box will open when this option is selected. Unless directed to do so,
IPS Client should always be running when Idealpos is being used.

Client Network Menu

The Client Network menu contains six sub menus within for advanced programming
and functionality across the entire network of terminals.

The following menus are available:

Overwrite Standard, Filtered, Offline.
Remote Open POS, Close POS, Quick Support, Restart
Packet Filtering Configure, Summary
Proxy Configuration
Housekeeping Remove Default Schedule, Create Default Schedule, Transfer
Schedule, Remove Schedule
Terminal Visibility Configure, Summary
Configure Error Reports
Configuration

Overwrite
An Overwrite is an advanced procedure where a copy of a local database you are
using is compacted and sent to the terminal/s on the network, or transferred by
other means if using Offline. You can select which terminal/s will receive the
Overwrite.

A Standard overwrite is used when a terminal needs to receive a database from the
network and it is connected on the network to the other terminals. The database is
then packaged and sent on the network (via LAN or VPN) to the required terminal,
and will then be included in the network of terminals.

A Filtered overwrite is used when you want to select the data that will be sent to the
receiving terminal/s. You have the option of selecting a start date, end date and POS
System information that will be included in the overwrite. An unfiltered overwrite
will perform the same function as a standard overwrite.

An Offline overwrite is used when a terminal is not currently able to be connected on

the network, and maybe not connected for a certain amount of time. There is not a
time limit that the offline overwrite should be used within, but it is advisable to use it
and have the terminal connected on the network as soon as possible. The database
can be packaged with or without transactions, making it a much smaller file. It will
generally be transferred to the remote terminal via USB, but can be sent via email or
many other data transfer mechanisms available. This type of overwrite will generally
be used in franchise situations where the terminals will be connected via VPN and
brought on the network when it is available.

Please Note: If you want the overwrite to be as quick as possible, you will need to
have a good knowledge of the size of the database and the performance abilities of
the PCs involved. A Filtered overwrite can perform the same functions as a
Standard overwrite if no filtering is used. Once the database reaches a limit (~1
GB), the Filtered overwrite will not perform any faster than Standard (use this
information as a guide only).

Standard Overwrite
Go to IPS Client > Network > Overwrite > Offline.

Group by Network
Will allow terminals to display within their network
groups, which can be collapsed and expanded.
Compression Level
This is the about of compression that will be performed
on the database backup before being sent to all terminals.
Include

Select this checkbox for each terminal that will be overwritten.

Select/Clear All

This button will Select All or Clear All terminals in the list

Transfer Mode

By default Parallel is set. Use the drop-down to select from

Parallel or Serial. Parallel will send an overwrite file to up to five
terminals at a time within the same group. Serial will overwrite
the terminals one after the other.

When you select OK to transfer, Client will check the status of all terminals for Saved
Packets and lock the databases of both the remote and local terminals from receiving
any communications.

The remote terminal being overwritten will display a message as soon as the
terminal has been confirmed as receiving an Overwrite.

If terminals fail to respond to the Overwrite command you will receive the following
message.

If the terminal that is about to be overwritten has saved packets for other terminals,
you will need to confirm the removal of those saved packets for that terminal.
Generally in this situation you would not perform the Overwrite until the packets had
been sent. You may proceed with the Overwrite once the packets have been
transferred, or if you intend to overwrite the terminals for which those packets are
destined from the terminal containing the packet data already.

Once you have confirmed the removal of any packets, the Overwrite will commence
by compressing the required files. Even if you have selected No Compression, there
is still some management required to compile the overwrite file.

Terminals will display on all IPS Clients with the Overwrite icon.

Once compressed, the Overwrite will start sending the file. If you have selected
Parallel, there will be multiple progress bars, one for each terminal.

Once all the terminals have received the file a confirmation window displays all
terminals that have been overwritten.

Filtered Overwrite
A filtered overwrite will allow you to select specific data that you only want on a
terminal within your network. There can be many different reasons for doing this,
especially in a franchise environment, where that terminal is not required to receive
data from hidden terminals.

Go to IPS Client > Network > Overwrite > Filtered.

Group by network respective networks.

Select this option to group all the terminals into their

Include overwrite for.

Select the checkbox for the terminal you want to build the

Select/Clear All -

Toggle selection of the terminals you will be overwriting.

Transaction Selection Choose from None, All or Filtered. None will send an
overwrite file with no transactional data contained in the database. All will perform
an overwrite similar to Standard. Filtered will allow you to select a date range and
POS Terminal data to include in the overwrite.
Start Date -

Select the start date the data should be included from.

End Date Select the end date of the data you would like to send. Usually
this will be the day that you are performing the overwrite.
Terminals Select this checkbox to select which terminals data will be sent
to the terminal receiving the overwrite. If no terminals are selected within this
screen, you cannot send an overwrite.

The sending terminal starts generating data straight away, and as each stage
completes will immediately commence sending that data.

The receiving terminal will import the files in the order that it needs them until all
files have been received. The time that this stage can take to complete can vary, do
not panic and be patient.

The sending terminal will show a message to confirm the overwrite has been
received. Press OK to continue working.

Offline Overwrite
Offline Overwrite allows you to take what is essentially a backup file, with advanced
properties and settings to allow you to get a terminal to connect correctly when it
eventually comes online. It will ensure the terminal is configured properly as if the
overwrite was performed on a functioning LAN, however, the file can be transferred
to the terminal using multiple means (FTP, Cloud Storage, USB, etc.). The difference
between an offline overwrite and restoring a backup that has had transactions
removed, is the overwrite will send a packet to all connected terminals to reset
various settings and table counts. A backup restored will not do this and could cause
issues with the database and transaction IDs. An Offline Overwrite can only be built
for a single terminal at a time.

Go to IPS Client > Network > Overwrite > Offline.

Group by network respective networks.

Include overwrite for.

Select this option to group all the terminals into their

Select the checkbox for the terminal you want to build the

Save File Select a location where you want the file to be saved. Idealpos
will select a default location and default filename, including the POS Terminal
Number for easy identification.
Transaction Selection - Select from None or All. None would generally be used
when building an overwrite for a new terminal, whereas All would be used for
bringing a new terminal online.
Open Location Select this box for the folder to open where you have selected
the .ipow file to be saved. If you do not select this box the window will close and no
confirmation will be given.
Build This button is only available when a terminal has been
selected, and will build the overwrite file.

If you already have a file in that same location, you will be asked to confirm you will
replace it.

The file will be built.

Details of the Overwrite taking place will be recorded in the IPSClient.Log file.

The built file can be located in your chosen location.

Do not connect the remote terminal to the network if it is available until the
overwrite procedure has finished. Copy and paste this file where you want it to be to
enable you to action the Overwrite. The terminal receiving the overwrite must have a
User Registration entered, the same as a standard overwrite. Double-click it to
proceed. Press Restore when you are ready. A progress bar will display to show you
how far through the process you are.

If Idealpos was open when you pressed to restore the Overwrite, it will re-open once
you press OK.

The Overwrite.ipow file will not be automatically deleted and will remain in the
location you had it before restoring. Attempting to restore an overwrite file not
intended for the correct terminal will not display the Restore button.

Remote
The Remote Menu allows you to send requests to the remote terminals to perform
specific functions. There are three functions available which are Open POS, Close
POS, Quick Support and Restart. To be able to use any of these functions the IPS
Client must be open on the terminals you want to perform the actions to.

Open POS
This function will allow to remotely Open the Idealpos program on selected
terminals.

Select the terminals individually by selecting the check box next to each POS
Terminal number and press OK to Proceed.

Close POS
This function will remotely Close the Idealpos program on the selected terminals.

Select the terminals individually by selecting the check box next to each POS
Terminal number and press OK to Proceed.

Quick Support
This function will remotely open the Idealpos Quick Support function that is installed
on the terminal. If there has been any customization of the location or program
details then this feature will not work.

Select the terminals individually by selecting the check box next to each POS
Terminal number. All the selected terminals will be displayed in a list and it will say
Retrieving at the bottom of the window.

Once the support utility has opened, the details will be shown on the window.

The remote terminal will have the same details displayed in the remote host
program. This functionality will only provide the ID if you are running the Host
installation of TeamViewer and will display *HOST* in the password field.

Restart
This function will remotely Restart the POS Terminal. There is no warning on the
remote terminal and this can be performed from any terminal. If there is an Admin
password you will be required to enter that before you can proceed.

Press C.O.N.F.I.R.M to proceed.

Select the terminals you want to restart and press OK.

Once you select OK, the function will have been sent and the terminal will restart.

Packet Filtering
Packet Filtering is used to filter out specific data packet types from being transferred
between terminals. Through this menu you can select to Configure or view a
Summary of the filtering in place. Once all the details have been saved, they will be
sent to all terminals, and then be able to be edited from any terminal.

Once a terminal has been configured to not receive a particular packet type, all
packets for that terminal will be deleted. If at a later stage the terminal requires that
information, you will need to perform an Overwrite database function, which will then
include all data that has transpired.

Configure
When configuring the Packet Filtering, it is a good idea to have a plan in mind. The
filter can be configured and saved, but not yet turned on. This will enable you to
come back to the work if you were interrupted during the setting up process. Once
all the configurations have been made, you can export the settings as a safety
measure. If for any reason this gets changed, you can import this file which will act
as a backup.

The Configure Packet Filter window is split into two screens. On the left is the
terminal that is currently being filtered, and on the right are all the terminals that it
currently sends all data to. Use the checkboxes to stop the data packet types going
to each terminal in the settings you require. There are nine checkboxes available to
be blocked for each terminal.

On the left-hand side of the screen, you can select multiple POS Terminals by using
the Ctrl key. This will allow you to select a group of terminals in a set, as we have
done to POS Terminals 2, 3, 5 and 6. You can also press the Header description for
each column, and that will select all terminals under that column.

All This setting will prevent ALL data packets from being sent.
Sales This setting will prevent all Sales data packets from being sent. A sale is
classified as any transaction that takes place on the Idealpos sales screen.
Table This setting will prevent all Table data packets from being sent. Table data
includes adding items to a table, changes while using the Table Map and Bar Tabs.
Clerk This setting will prevent all Clerk data packets from being sent. This includes
all changes made to Clerk Permissions.
Purchase Order This setting will prevent all Purchase Order data packets from
being sent. This will include any Stock Received transactions.

Financial This setting will prevent all financial data packets from being sent. This
includes information that is recorded against Customer Accounts.
Reservation This setting will prevent all Reservation data packets from being
sent. This will stop Reservations from appearing on other terminals.
Activity This setting will prevent all Activity data packets from being sent. This will
prevent all the activity associated with the Users being recorded and sent to all
terminals.
Stock Control This setting will prevent all Stock Control data packets from being
sent. This will prevent all the Stocktake and Stock received details.

If you dont select the ALL, and select all the other available checkboxes, you will
prevent all the data packets from being sent, excluding Customer details. These will
include all the Gift Voucher and Credit Note details.

There are three icons used within the Packet Filter window:

The Packet Filter settings can have serious consequences to the data that is sent
between terminals. It is very important that you understand the ramifications of
what the settings will do to the data at any terminals that have been configured.

Summary
The Summary window will allow you to view at a glance the current Packet Filter
configurations for all terminals. You cannot edit any settings from the Summary
window.

Proxy Configuration
The Proxy is used to minimize the number of open connections available on the
network between multiple terminals. When a Terminal is selected as the Proxy
machine, all terminals will only see two terminals within IPS Client. These will be
their terminal number, and the Proxy Terminal. This function is not intended to
be turned on and off. Once it has been decided to turn ON, leave it ON.

Proxy is a complex and serious matrix setup, and time must be spent ensuring the
details are worked out correctly before being implemented. If there is a password set
for the Admin User, this will need to be entered.

You cannot use Proxy if Terminal Visibility is is being used on the same network. If
you attempt to do so you will be blocked and a message will display.

Before being able to access this function you must CONFIRM you understand the
importance of the feature you are accessing. Press each letter to enable the OK
button.

Select the terminal that will be the Proxy Server and press OK.

All terminals will be updated and IPS Client will show the new changes. The terminal
that is designated as Proxy will display a new icon within IPS Client.

The remote terminals will only display the two terminals, themselves and the Proxy
terminal.

Any packets that are created for other terminals will all be routed through the Proxy
Terminal.

To stop using the Proxy, enter the Proxy Configuration and press Clear. The
highlighted terminal will no longer be designated as Proxy and all network traffic will
return to normal. It is not recommended to toggle this setting. You will be
required to restart IPS Client on all terminals if you perform this step.

Housekeeping
Housekeeping is a process that is setup in the IPS Utils program under the
Maintenance menu. Housekeeping basically helps to maintain the structure and
integrity of the Idealpos databases. There are four functions that can be used which
are Remove Default Schedule, Create Default Schedule, Transfer Schedule and
Remove Schedule.

Remove Default Schedule

This option will remove the default schedule from the database for all terminals.

Create Default Schedule

This option will allow you send the current default schedule to all terminals.

Transfer Schedule
This option will transfer an already created schedule from the database to the other
terminals. Use the drop down box to select the Schedule that you would like to
transfer and press OK.

Remove Schedule
This option will allow you to remove a schedule from the database and send that
information to all terminals. Use the drop down box to select the schedule that you
would like to remove and press OK.

Terminal Visibility
Terminal Visibility works by only allowing terminals to see the minimum number of
required terminals. All other terminals are not referenced on this terminal and no
packets will be created for terminals, other than those that are visible. This
function is not intended to be turned on and off. Once it has been decided to
turn ON, leave it ON.

Configure
Terminal Visibility is a complex and serious matrix setup, and time must be spent
ensuring the details are worked out correctly before being implemented. If there is a
password set for the Admin User, this will need to be entered.

You cannot use Terminal Visibility while Proxy is being used on the same network. If
you attempt to do so you will be blocked and a message will display.

Before being able to access this function you must CONFIRM you understand the
importance of the function you are accessing.

Using the matrix window, select a terminal on the left-hand side. On the right-hand
side are all the terminals that can be selected to be hidden using the checkbox. Once
these have been selected as hidden, and the settings saved, these terminals will no
longer create packets for hidden terminals. It is required to perform the visibility
programming on a terminal that will be designated as receiving all data, generally an
Admin PC.

Once all programming has been finished and the settings saved, the terminals will
make the change automatically and the settings will be effective almost immediately.
The eye icon will appear at the bottom of the Client window.

You can select the Eye icon in the bottom left corner of this window to see the
terminals that are Hidden from this terminal. This is the Terminal Visibility
Summary and can also be accessed by going to Network > Terminal Visibility >
Summary.

Configure Error Reports

This menu allows the Idealpos system to output any error files that are generated
from SQL issues to our web-service. This enables us to be pro-active in the
resolution of any issue that we see.

Once this menu opens, you will be able to view the current setting for the reporting.

Press Enable to configure Error Reporting. The details of the POS Terminal that has
been configured

Configuration
The Configuration menu is used for the setup and configuration of Groups and
Terminals networking parameters. Network Groups are used for the grouping of
Terminals, in the same way that Departments group Stock Items.

Groups
Groups are used to group different POS Terminals into a set order for the purpose of
the Overwrite function. When used in this way, Terminals will be able to be
overwritten in a parallel fashion.

To Add, Modify or Delete groups go to Setup > Networking > Groups. You can also
access this function in IPS Client by going to Networking > Configuration.

Click on Add and edit the name of the group.

It is only possible to delete groups that have been User created and have no
Terminals linked to them.

Terminals
Before Terminals can be configured they need to be added through the POS Terminal
menu. Once a terminal has been added, they will need to be configured with an IP
Address. You DO NOT need to assign them to a specific group if you dont want. All
new terminals will be grouped in the Default Group.

To configure the terminals group and IP Address go to Setup > Networking >
Terminals.

If an installation is a single terminal site, it is still a good idea to configure an IP

address. This will allow for extra details to be viewed. If the terminal is not on a
network and does not have an IP, enter 127.0.0.1 as the loopback adapter.

Changing Groups
Click on the Group field of the terminal you want to modify, select the group you
want from the drop down list.

If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.

If you dont want to save any changes, simply exit the window and click No to saving
changes.

Configure IP Address
To add or modify an IP Address, click on the field and you will be able to enter your
desired IP. Idealpos supports multiple IP Addresses depending on the networking
configuration of the installation.

Multiple IP Addresses
If your network consists of a combination of networking tools (LAN, VPN, WIFI etc.)
you may want to force IPS Client to check if a specific IP Address is available before
trying the other. IPS Client will always attempt connection first on the Primary IP
each time IPS Client restarts. If the connection drops for whatever reason and IPS
Client has not restarted, it will first attempt to connect on the last known connected
IP.

Adding IP Addresses
To add an IP address, simply enter the IP in the Primary IP field. If you require a
keyboard, double-click the field and an on-screen keyboard will open.

If you need to swap addresses from Primary to Secondary, Copy, Paste or Clear the
fields, right-click with a mouse to access this menu.

If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.

If you dont want to save any changes, simply exit the window and click No to saving
changes.

Client Diagnostics Menu

This menu allows us to help diagnose what is going on with a terminal and
connections if for some reason, packets or connections dont stay up. There are 2
different tools within this menu that are Packets, Transmission Trace & Network
Traffic. More than one tool is generally used at a time, as they will each compliment
different uses.

Packets
This tool is used for the generating and removal of diagnostic packets to test
communication between terminals.

Saved Packets
This menu will allow you to remove any Saved Packets that have built up on one or
many terminals. Packets can be built up for any number of reasons. A terminal may
have been offline for an amount of time. Settings may have changed which has
impacted in the way that packets are sent (Packet Filtering, IP Address Changes).

You can only remove packets from one terminal at a time. Select the Remove option.
A new window will open where you can select the terminal. You will need to select
the Confirm Removal checkbox and then select OK.

Transmission Trace
The Transmission Trace tool will allow you to see the communication details for each
particular terminal on the network. Select the terminals you want to view using the
checkboxes to the right of the POS Terminal number.

When you press OK a small window for each selected terminal will open. It will
display for you the current packets that have been sent between the terminals.

TX NoOp and RX NoOp is a good thing and will mean that the communication
between the terminals is acting as it should.

Network Traffic
This tool will allow you to see the current volume of data that travelling from this
terminal across your network.

Pool Information
This tool helps when troubleshooting and diagnosing issues that may be occurring
with the terminal communications. The Dump button is used to write this
connection information to the application log for analysis. This functionality is only
used by support personnel and will not be required during standard operation.

Connection Status
The Connection Status tool allows you to visually see the status from each terminal
to all others. This tool is only used for issues with connections and diagnosing the
affected terminals. This will generally only be required by Idealpos support
personnel. Use of this feature requires the program to troll the network for data and
can cause excessive load on an already struggling network.

Press the Refresh to see the current status as recognised from each terminal.
Terminals will display their current status, the only difference will be the diagonal
blue dots signifying that a terminal cannot connect to itself.

Client View Menu

The view menu allows you to customize the way you want to display the terminal
connections and relevant information within the IPS Client screen. There are two
options to select from which will change the way that IPS Client looks which are
Icons and Details.

Icon View
This will show the terminals in a graphical format with the information about the
terminals located to the side and beneath each terminal.

Detail View
This is the default view that allows for the terminals to be grouped and sorted by
selecting the header

When in Detail View the information is displayed in a grid style format. Press the
description of any header which will sort the relevant information in increasing or
decreasing values, displayed with a small arrow on the selected header.

Details - Grouping
You also have the option of increasing the sorting parameters by dragging the Status
and Network headers to the grouping row. For this option to be enabled, you must
select the Grouping option under the View menu. The window will then change to
allow the status to be expanded or collapsed using the + or - buttons.

Both Status and Network can be used in conjunction with each other, further
separating the details. They can be rotated within the row by moving their forward
position.

They can be removed by dragging outside of the IPS Client window until an X
appears.

Once your grouping settings have been configured you can un-tick Grouping in the
menu and the grouping will stay configured while minimizing the size of the window.

Client Help Menu

The Client Help menu has some special functions that are only available in this
section. There are four options available which are Terminal Overview, Icons,
Support and About.

Terminal Overview
The Terminal Overview window will display information that can be useful for support
services. Information that is displayed is:

POS Terminal Name

IPS Version
IPS Client Version
Windows Version
Computer Name
SQL Database Size
Access Database Size
Client Database Size
Computer Specs

A small section is also reserved for the display of any saved packets for the
terminals. There are two types of views available for each terminal, Expanded or
Collapsed. To expand or collapse any of the POS Terminal details, you can double
click on a specific terminal. If you want to expand and collapse all terminals, there is
a button at the bottom of the window that will enable both of these functions.

You can also access this screen by pressing on the any of the terminal details in Icon
or Detail view. If there are more packets that require processing than there is room
to display all the details, a small magnifying glass with display which you can select
to open a window to show all packet details.

Icons
The icons menu will give you a basic description of the icons that are used within IPS
Client.

Support
The support menu will open a modified view of the IPS Utils program for all options
dedicated to support options. More information on what all of these functions do can
be found in the IPS Utils help guide.

About
This menu will simply provide the current version details of IPS Client.

Data Packet
Packet Delivery within Idealpos uses multiple processes to ensure that each terminal
is kept up to date. Below is a basic diagram explaining the journey that a data
packet makes from one terminal to another.

IPS Deploy
IPS Deploy in Idealpos
IPS Deploy is responsible for the starting of Idealpos programs that are required for
the correct running of Idealpos. Programs that are started are:
IPS Print Server
IPS Client

IPS Deploy is also used to send various files across the network that multiple
terminals are connected to. Primarily it is used when updating the software from one
build to another by sending the install file to each terminal. But other items it can
send are Folders and special commands. When used with multiple terminals you
have the ability to select which terminal/s will receive the information you want to
send.

IPS Deploy will only open when required and is not installed as an accessible
program that you use all the time. Different situations will determine the need for
IPS Deploy and act accordingly.

IPS Deploy will be installed in the Startup folder by default.

The left side of the IPS Deploy window will display the terminals that you can
select/deselect from receiving the details.

The right side will show the information of the current procedure taking place.

Press OK to exit from IPS Deploy.

IPS Utility
IPS Utility in Idealpos
The IPS Utility program is a utility that allows access to multiple facets of the
program that can be useful or required when giving support. This is generally not an
area that you would access to change settings on a regular basis.

There are four menu options within the IPS Utility program, with each one including
up to four selections.

IPS Utility can be accessed through the Start Menu in the Idealpos Solutions folder
named as IPS Utils.

The IPS Utility program is not used for communication with other terminals, but
allows you to access specific functions that are required on the local terminal.

System Menu
The System Menu allows you to access functions that relate to the system details of
the Idealpos program. There are four options available within this menu which are
Backup, Restore, Open and Close.

Backup
Selecting this button will take a backup of the complete database as it currently
stands. This function will close down the Idealpos program and create an .ips file
that can be used for support or backup requirements.

You are able to select the path where the backup file will be saved. Note that if you
change the location of the default backup settings, you must create a
specific folder for Backups only.

You have the option of including the Archives in the backup. This can make the
backup take a very long time depending on how large and how many archive
databases are included. You have the choice of the compression level that will be
applied to the backups that are taken from None, Low, Normal and Maximum.

Selecting the Default Settings button will enable you to change the default settings
for when a backup procedure takes place. An extra option within this menu allows
you to set for how long each backup that is taken will be kept for, before Idealpos
will concurrently delete them.

All other backups contained in this folder will also be deleted if older than
this date, and should not be kept in the backup folder.

Once you have made all the selections you want to have, press the Backup button.

The backup will commence and depending on the size of the database and the PC
being used will determine how long this will take. (Not responding) will display if it is
still backing up while you are trying to use it. Once the backup has completed it will
display as Backup Successful. It is very important to allow Idealpos to finish the
backup on its own accord. Forcefully interrupting or stopping the backup can have
undesired consequences to the structure of the database.

The backup will have been created in the location that was selected. An IPS file can
safely be renamed from the .ips file type to .zip to access specific files within the
backup.

Restore
Selecting this button will allow you to restore a database from a previously taken
backup. Restoring a database is not something that should be done in regular day to
day use of the Idealpos program. When restoring a database from a backup, all
details of the current database on the system will be erased. You are only able to
restore files that have a .ips file type.

Before being able to restore a database you will need to be aware of some of the
options that can be used.

Location Path
Enter or search for the location of the backup that you want to restore.

Complete State
Select this option if you want to restore the backup to the exact state that it was
taken.

Keep Current Registration

Select this option to restore the backup file databases, but use the registration that
is currently activated for this terminal.

Update Registration
This selection will allow you to update the registration using the drop down menu of
all the registered terminals within the backup file.

Include: Logs or Archives

If the backup file contains a Logs and/or Archives folder, you will be able to select to
restore these files at the same time.

Backup Contains SQL Data

This is not an option that can be selected or deselected. It is merely an informative
message that lets you know that there is SQL Data within the backup file and it will
affect any SQL data that you have.

Visual Window
This area will display a visual representation of what is taking place. It will display
the name of the backup, backup size as zipped and restored, destination POS
Number and Destination Registration Details.

Backup Existing
If you do not want to erase all the current data that is on the terminal you are
restoring a backup on, you can select this option to perform a backup of the existing
database. This will increase the amount of time it will take to restore the database.

Backup from Version 6.0

This is merely a message that lets the operator know the version the backup is from.
There is no reason why the origination version is different to the current version.
Only allow backups from the current version you are using.

Restore/Cancel
Once you have made all your selections you can press Restore to go ahead, or you
can press Cancel to exit the window and not perform a restore.

A progress bar will display the current progress of the Restore procedure. Once the
database has been fully restored a confirmation box will open.

Open
This button will automatically start a multitude of programs required to run Idealpos.
Programs that will start are IPS Deploy, IPS Client, IPS Print Server and IPS POS
Server.

Close
This button will automatically close all programs that run Idealpos. Programs that will
be closed are Idealpos, IPS Client, IPS Print Server, IPS POS Server and IPS Deploy.
Generally when you want to close the suite, you will want to leave IPS Utility open.

Close IPSUtil Select this checkbox if you want to close IPS Utility along with the
suite.

Support Menu
The Support menu offers four buttons that will help when requesting support from a
dealer or Idealpos Solutions. Each of these buttons will open something further that
enables support staff to quickly gather the information that will help to solve the
issue.

Quick Support
This button will open the default Idealpos Quick Support TeamViewer program to
allow support staff to remotely control the computer to diagnose the issue. Give the
support person the ID and Password to allow them access. The Password will change
each time the Quick Support program is run, ensuring that your terminal is secure
after each session.

POS
This button will open the directory where Idealpos has been installed. It gives quick
access to the Program Files used with Idealpos.

Logs
This button will open the Logs folder of Idealpos. This folder is located within the
Idealpos Program Files folder.

Backups
This button will open the IPS Backups folder where all the backups are saved by
default. If you do not leave your terminal on overnight, there will be no backups
within this folder.

Maintenance Menu
The Maintenance menu allows you to perform and configure tasks that may help to
keep the system operating at optimal performance.

Housekeeping
This button will allow you to configure settings related to the automated system
maintenance. Housekeeping can be configured to run at set times and dates to allow
for easy set up. Any housekeeping schedule can be sent to the other terminals
through IPS Client.

By default Idealpos will have created two different Housekeeping Schedules, a Daily
and a Weekly. At any time you can Add, Modify or Delete a schedule from the list.
Before a Housekeeping procedure will take place there will be a warning displayed on
screen. Use the drop-down menu to select a warning time frame from 10seconds, 30
seconds and 1 minute.

Schedule Details
Name
Enter a Name to describe the type of schedule to make it relevant in the schedule
list.
Type
You are able to select from three different Types of schedules using the drop-down
menu, which are Daily, Weekly and Monthly.
Regenerate Training Database
Select this checkbox if you want a training database rebuilt each time the
housekeeping function is run to minimize the building of a new training database.
Post Action
This drop-down menu allows you to decide what the program will do once the
schedule has been run. You have a selection of four choices which are None, Launch
IPS, Shutdown Computer and Restart Computer.
Advanced Diagnostics
These options can be selected to add improved logging throughout the schedule. To
use this function, Detailed Logging must be selected.

Compact & Repair

This button will open the Compact & Repair menu. It will enable you to perform the
utility on a selection of Access database that may have become corrupt or unusable
due to unforeseen circumstances.

By default the utility will have auto-selected All Local Databases. You can make a
selection of the databases listed, or select a custom database. Unless advised to do
so, it is generally accepted to run the utility on All Local Databases.

Each time this procedure is run it will perform a backup before proceeding with the
utility.

Once the utility has been run and finished a confirmation window will open.

Validation
The Validation menu allows you to check if there are any errors within the database.
This can help to diagnose any issues before running more advanced testing.

The validation screen will allow you to validate the database or to Show Details.
There will be no details displayed if there are no errors found.

Advanced Menu
The Advanced menu offers the operator powerful control over different aspects of the
Idealpos software. It is very important that you DO NOT perform any of these steps
unless you have been advised to by the support personnel.

Use of these procedures can have serious consequences to your database both local
and remote. Do not attempt to use these functions without the guidance of a support
dealer.

Port Scanner
This utility will scan all the ports on the network that Idealpos uses to communicate
between each other.

When this button is selected a window will open with all the Ports that Idealpos uses.
Enter the IP Address of the terminal that you want to scan and press Scan. Idealpos
programs must be running or these will show as failed.

There is a checkbox that enables you to Connect instead of Scan. When this is
selected, the window changes to one that will give more detail. Only one port will be
allowed to be selected at any one time.

Full System Reset

This function will perform a Master Reset. It will delete the database completely,
along with all history and logs. The data will be gone for good and there will be no
way to bring it back.

This is a final procedure that will delete all history, configuration and
database items. Only use this function if directed to do so.

You will need to enter the letters on-screen to CONFIRM the deletion of the current
database. Idealpos will reset and you will need to re-enter the registration details
and start the database again, or perform an overwrite database.

Include POSServer Select this checkbox to perform an additional Full System

Reset on the POSServer linked to the same IP Address as is being used on the POS
Terminal being reset.

Restart IPSClient Select this checkbox to force IPSClient to restart once the
database is ready to be created.

Communication Reset
This option will delete all of the files that relate to the communication of data
between all Terminals for this Terminal. All data that is currently in the database will
remain intact.

You will need to enter the letters on-screen to CONFIRM the deletion of the current
database.

SqlCmd Line
This button will display a SQLCMD that has been linked direct to the database for
management purposes.

As this function will give you a link direct into the database, it should only be used by
those who are sure of what they are doing.

Jackpot
Jackpot in Idealpos
The Jackpot function allows you to randomly select a customer for a Jackpot draw
using specific criteria. The selection criteria for the Jackpot are entered when you
create the Jackpot button, making it possible to add multiple Jackpot buttons, all
using different criteria for each draw.

Jackpots can be set to use your internal customer database, or all customers that
purchase items. Customers not in the database will require a receipt for proof of
purchase.

Jackpot Configuration
To create the Jackpot function go to Setup > POS Screen > POS Screen layouts >
Select Layout > Buttons > Select a blank button and choose Jackpot from the
function list. From here you can input the desired customer selection criteria.

POS Range
Select the POS Terminals the Jackpot will apply to. For example, 1, 2, 5, 6 or 1-3,
5-7, 9. If you want it to apply to all terminals leave this field blank.

Customer Type
All Customer Types is the default and will apply to all Customers. You can set this to
any of the Customer Types you have setup in the database. Only customer
purchases of that type will be selected for the Jackpot prize.

Stock Item
Use this option if you want to filter the selected customers to only those who have
purchased a specific stock item.

Department
Use this option if you want to filter the selected customers to only those who have
purchased an item from a specific department.

Spend
Use this option if you wish to filter the selected customers to those who have spent
more than the amount entered. If no amount is entered, POS will select all
customers who have spent any amount. When Spend is selected, a new option
called In One Transaction will appear. When selected, this option will only select the
customer if they have spent the entered amount in one transaction. This option will
only apply if you are utilizing Customers.

Last # Days/Hours
Only sales from the last selection option will be eligible for entry to the Jackpot.

From Today
All sales that have been made in the selected timeframe are eligible for entry into
the Jackpot.

Customer Sales Only

This will inhibit any sale that is not attached to a Customer in your database for
selection of the Jackpot. This enables a name to be presented when the Jackpot is
drawn to issue a prize.

One Entry per Customer

If using the Customer database, this will allow only one entry for each Customer
within the specified time.

Jackpot allows draw on all customers

This function allows you to draw a jackpot winner from all of your customers without
them needing to have entered a ticket. This is sort of like a members drawer, but
they dont have to have entered a ticket. The jackpot will select a winner at random
from the customer database.

Go to Setup > POS Screen > POS Screen Setup > Select a button > Function:
Jackpot > enter the following.

Using Jackpot
Once you have set the criteria for the Jackpot button you are able to generate a
winner. Press the corresponding Jackpot button on the POS Screen. A new screen
will display the criteria programmed on the button. Press the Generate Winner
button.

POS will run a search algorithm based on the button criteria through all relevant
sales. These numbers and letters are simply a display mechanism for the random
choice of a winner.

The winners Name will be displayed along with the Total Amount of Entries that had
been entered by the POS, and the Customers Number.

If the Jackpot is open to all sales (including cash sales, not just customers in your
database), you will likely require a receipt from the winner for the purchase to be
validated. All details about the sales that are relevant will be displayed to help verify
the recipient of the prize.

You can track the Jackpot winners by searching for the Function in the Journal
Enquiry.

Journal Enquiry
Journal Enquiry in Idealpos
The Journal Enquiry function is a record of all sales, credits and charges that have
been finalized through the POS Screen. It is used to view and find transactions based
on criteria set by the user. Users can then perform various functions such as
reprinting receipts and invoices, viewing totals for the selected transactions, or
adding text notes to transactions. Advanced functions that can be completed include
Replay a transaction and Email. Any common default settings you choose can be
used to make a default shortcut report.

The journal can also contain all sales saved to tables or bar tabs as they happen.
Without this option, the journal will only record the finalised sale. This option can be
handy to record when the table/bar tab was saved.

Go to Setup > Yes/No Options > Miscellaneous > Record Table/Bar Tab Sales.

There are two ways to access the Journal Enquiry, from the Back Office or through
the POS Screen.

From the back Office go to Enquiries > Journal History.

From the POS Screen the button will need to be programmed. Idealpos creates a
button by default on the Admin tab on new databases. The button is able to be
programmed with a Date Range which will instantly display all sales for the selected
dates. It is possible to have more than one Journal Enquiry button to be used for
multiple date selections.

Search Criteria
This section is used to filter your search results. By default the last 1000 transactions
from all POS terminals for Today are listed. You can use one or more of these boxes
to refine your search to help you find the information you require.

Date Range
Selecting a date range is the first step to narrowing the search. There are several
pre-defined date selections for commonly used date ranges in the drop down box, or
you can choose a Custom option that allows you to input the date range you want to
view. Using a pre-selected date will have the date options greyed out, unless you
select All Dates which will not show any date fields. You are able to select from the
top 1-99999 records of any selection. By default the top 1000 records will be
displayed.

When selecting a custom range you are required to input the range into the
From/To boxes, including the time (in 24 hour format). This can be done by clicking
into the boxes and typing them in, or clicking the button next to the date and
selecting the dates from the calendar.

Selection Criteria
The Selection Criteria allow you to refine your search even further by specifying
different aspects of sales. There are two different sections to search with. The first
section will allow searching by Customers, Clerks, Price Levels, POS, Location and
Site.

In the second section you can filter the results by Tender Type, Function, Stock
Item, Department, Sale Total (Range), Table and Audit Number (which appears on
the receipt). You can also use the Filter Table/Bar Tabs tick box to filter out Table
and Bar Tab entries from the transaction list. When using the second section, it is
not possible to select a Tender Type and a Function, you must select one or the
other. Some functions will display an extra field to allow you to narrow down even
more information.

If you make changes to any of the selection criteria using a keyboard input (not by
clicking the button next to the box and selecting the item from a menu) you will
need to press the Select button to update the search.

Transactions Display
This section will show the list of transactions found with the current search criteria.
By default these are sorted by date. You can sort by Customer, Date, POS terminal
or Audit number by clicking on the header for your desired sorting criteria. To
reverse the sort order, simply click on the same header again. You can scroll through
all the transactions on the screen by pressing the down arrow, or simply clicking on
it to highlight it.

Transaction Detail
This section shows you the Journal History entry for the selected transaction. It is a
representation of what has printed on the customers receipt.

You can add text notes into these transactions by clicking twice on the transaction or
by clicking the Add Text button. The selected blue line is where the note will appear.
See Add Text for more information on adding notes.

Additional Functions
This section is made up of advanced functions that can be used to give more detail
about one or more transactions. Each button performs a selected task, but is not
available for every transaction type.

View All
This button will display all the selected transactions in an A4 report that can be
printed to an A4 printer or saved as PDF or emailed.

There is also the option to press the S in the top-right corner of the report and save
it as a shortcut. This will be a complete list in transactional order of all transactions
in the selection criteria.

Docket Print
This button will print a copy of the selected transaction to the default receipt printer
of the terminal.

Tax Invoice
This button will print an A4 invoice to the default A4 printer.

Replay
This button will re-enter all the items in the selected sale into the POS screen exactly
as it is.This button is only available when viewing the Journal History from a POS
screen button, not through the Enquiry menu. You will need Clerk and User
Permissions setup correctly to enable transaction replay. This function is commonly
used when fixing issues when finalizing sales with the wrong tenders, in conjunction
with Void Mode.

Email
This button will email the selected transaction to the designated email addresses
specified by the user.

Total
This button will total all transactions that were selected by the criteria specified. The
total will display on the button itself.

Keyboard
This button will launch an On-Screen Keyboard for touchscreen users to enter values
into the selection area or add text to the journal.

Delete Text
This button will only appear on transactions that have had text notes added to them.
It allows you to remove those text notes.

Add Text
This button is used when you want to add text notes to the transaction.

Save Text
This button replaces the Add Text button when you start adding text to the journal.
Use this button to save the text to the journal entry.

Journal Enquiry Related Reports

Journal History
Go to Reports > Sales > Journal History.

This report will give you the following options:

Date Range
Group by Clerk, POS System, Location
Options Show Totals/Tendering
Selection Range Clerk Code, Clerk Name, Location, POS System

This report will show all transactions performed.

Keyboard Program
Keyboard Program in Idealpos
The Keyboard Program enables you to create functions that will apply when using a
standard QWERTY keyboard. This was used as a way to enter sales into the POS
Screen before widespread use of Touchscreen terminals. As Touchscreens are now
synonymous with Point of Sale equipment the function does not hold as much
importance any more. However, it is generally used to create shortcuts for the use of
Macros on the POS Screen, or to make a button perform more than one function
when selected.

You can access the Keyboard Program function by going to Setup > Keyboard
Program.

Programming Key Functions

Open the Keyboard Program function. Idealpos will already have created some
functions by default which will be listed in the window. You have the option to Add,
Modify or Delete.

Press the Add Key button.

Press the key you want to program a function to and select the function from the list.

Press OK to Save the key and the item will be added to the list.

When you are finished you will be asked to confirm any changes you have made.

Keyboard Function List

% + Item
This function is used to create a Surcharge as a percent amount on the item
selected. This will only affect one item at a time and not the entire sale.

Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.

% + Subtotal
This function is used to create a Surcharge as a percent amount on the subtotal at
the current time.

Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.

A4 Delivery Docket
This function is used to print an A4 Delivery Docket out to the default A4 Printer.

Acc/LB Adjustment
This function is used to make Adjustments to the currently selected Account or
Layby.

Acc/LB Credit
This function is used to add a Credit to the currently selected Account or Layby.

Acc/LB Payment
This function is used to make a Payment to the currently selected Account or Layby.

Account Refund
This function is used to make a Refund of a transaction to the currently selected
Account or Layby.

Amount
This function is used to create an Amount Override button. This allows staff to
override prices within the sale.

Automatic Text - Enter a numerical value to be selected as the default value for
this button to override.

Backoffice Shortcut
This function allows you to select from a BackOffice Shortcut that has already been
programmed, which can then be launched from the POS Screen. This can allow you
to access the Stock Items or Button Programming without leaving the POS Screen. If
you are using multiple Sites the shortcuts will be displayed twice, one for each site.
Use the drop-down menu to select the shortcut to program.

Backspace
This function enables you to backspace entered figures one at a time, as opposed to
pressing Clear and removing the entire entry thus far. Basically, it will perform the
same as a backspace button on a keyboard.

Banking Report
The Standard Banking Report will show sales performed since the End of Day time
the POS System is configured for in the Global Options.

Automatic Text This field allows for multiple options to be entered which will
change the Banking Report details.

Automatic Text XREPORT

The X-Report Banking Report will show sales performed since the last End of Shift
was performed on the POS System.

Automatic Text ALL

The All POS Systems Banking Report will show sales performed for all POS Systems
since the End of Day time that is configured in the Global Options.

Automatic Text # (where # is the Clerk Code)

The Clerk Banking Report will show sales performed for the specific Clerk since the
End of Day time that is configured in the Global Options. The Clerk Code can be
located in Setup > Clerks.

Blackboard
This function allows you to create a button which is required to Edit the items that
are displayed on the Blackboard. If you are not using the Home Screen you can use
this button to show the Blackboard.

Clear
This function will create a button that will clear any text that has currently been
entered into the sale window.

Clerk
This function allows you to assign a clerk to a button. This can be used to quickly
enable them to log in for the sale.

Automatic Text Enter the Clerk Code in this field to assign this clerk.

Coupon Promotion
This function will allow you to redeem a coupon promotion by either entering the
coupon number or scanning the barcode.

Credit Note Enquiry

This function will allow you to view the details of the selected credit note. You can
search via Scan Code or Name.

Customer
This function will allow you to add a Customer to a sale. The button can be
programmed to only display Customers from a single Customer Type.

Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.

Customer Statement
This function will print a Customer Statement to the default Receipt Printer.

Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.

Date
This function is used primarily for the Dry Cleaning functions. It will open a calendar
to view and add the date/time to the sale. You can select the calendar to auto
progress any number of days/minutes.

Auto Days This field will add the date into the transaction as the number of days
in the future from the actual POS Terminal current date.
Auto Minutes This field will add the minutes into the transaction as the number of
minutes in the future from the actual POS Terminal current time.
Automatic Text This field is used to specify why the date is displayed on the
transaction. For example, Pick Up Date when used with the Dry Cleaning Features.

Delivery Docket
This function will print a delivery docket to the default receipt printer.

Department
This function will allow you enter a Direct Department Sale into the POS Screen using
a Department that has been linked from the drop down menu.

Automatic Text Enter a value that will be the default value for the Department to
perform a Direct Department Sale.

Department Sales Report

This function will allow you to view the daily department sales, by sales category if
selected. It will print to the default receipt printer or display on screen as a flash
report.

Automatic Text You can enter a date, using a comma or hyphen as a separator.
Automatic Text - Enter the POS Number that you want to view the report of when
pressing this button.

Drawer 1 Clerk/Drawer 2 Clerk

These are two separate functions that allow the Clerk to select which drawer they will
be using.

Duplicate Receipt
This function will print a duplicate receipt to the default receipt printer of the last
transaction on the POS Terminal. You will be able to see that is a duplicate, as it will
say COPY at the top of the receipt.

EAN
This button will search for an entered barcode number.

EFTPOS Cashout
This function will provide a Cashout facility without performing a transaction to the
specified Tender while using Integrated EFTPOS.

EFTPOS Functions
This function provides the ability to use advanced functions on the Integrated
EFTPOS facility.

EFTPOS Reprint
This function will allow you to reprint a previous EFTPOS transaction receipt.

EFTPOS Settlement
This function will settle the EFTPOS at the end of trade.

Employee Log
This function will allow the employees to Log on/Log off or to take breaks during
their shift.

End of Shift
This function will perform an End of Shift which will allow you to reconcile your
takings against what has been entered into the POS.

Automatic Text - Enter the POS Terminal number to create a permanent function
for the remote POS only.
Open Cash Drawer Ticking this option will force the cash drawer to open for the
staff to count the money.

It is possible to perform the End of Shift on a remote terminal. This can be used
when using Ideal Handheld Sales (HHS) to count the amounts in the mobile float.
Enter the POS Terminal number in the Automatic Text field to create a permanent
function for the remote POS only, or, simply press the POS Terminal number before
selecting End of Shift.

External Application
This function allows you to launch an external application with the press of a button.

Automatic Text Enter the application path to the .exe file. The path can only be
50 characters long so the program .exe file may need to be configured to allow this.

Gift Voucher Enquiry

This function will allow you to enquire about a specific Gift Voucher. You can search
for a Gift Voucher by Name or Scan Code.

Hold Print
This function allows you to hold print jobs on Order Numbers without the need to a
Restaurant module.

Home Screen
This function will exit the current screen and return to the Home Screen. If a sale
has been started you will need to remove all items before this can be possible.

Item Discount
This function will allow you to configure a discount that can be used on a single Item
at a time. You can create multiple types of Item Discounts depending on the settings
you apply.

Item Discount Function Select from one of four different Item Discount
functions.
Percentage/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount.
Upper Limit $ or % Enter the highest value that you want to be discounted.
Maximum $ - Only available on Percent Discount setting.
Automatic Text Enter text that can describe this particular discount.

Jackpot
This function will allow you create a Jackpot to offer your customers a way to win a
prize or service that you want to give them. Please visit the Jackpot Feature guide
for more information as it has its own chapter.

Journal Enquiry
This function will display the Journal Enquiry for the day.

Journal History
This function will allow you to view the Journal history for the day to date. The report
can be printed to the default A4 printer.

Layby Cancellation
This function will allow the user to perform a Layby Cancellation. They will be able to
select from all the Laybys the Customer has in the system.

Macro
This function will allow you to perform multiple processes with the press of a button.

Automatic Text Enter the deails of the macro.

In our example below, the f5 button represents multiplication. So we are entering 5
x Stock Item (5) Enter.

No Sale
This function will allow the clerk to perform a No Sale which will open the cash
drawer.

No Sale Function There are four possible No Sale functions that can be linked to
this button, which can be used for different types of No Sales.

None
This function will perform nothing. If a button is selected as None, it will look like it
depresses but nothing will happen on screen at all.

Order Number
This function will allow you to add an Order Number to the current sale. This is
commonly used in Cafes and Takeaway shops.

Pager System
This function will allow you to talk to a Pager System.

Paid Out
This function is used when taking tendered monies from the POS terminal, generally
Cash, to purchase something outside of your business.
Paid Out Function Select from different Paid Out functions.
Automatic Text Enter a numeric value in here that is the constant amount that
can be paid out automatically.

Pay Bar Tab

This function will allow you to pay a bar tab. This button is a requirement if you are
going to use bar tabs, as it is the only way to be able to process a bar tab
transaction.

Pending Sale
This function is used to save a sale for a later time.If no sales are currently in
progress, it will open the Pending Sale screen where you can select which sale you
want to continue with.

POS Screen Grid

This function will allow you use a POS Sreen Grid to access a larger selection of
choices. Once a grid has been created and linked to a button, you will be able to edit
the buttons within that grid directly from the POS Screen.
Automatic Text Enter the POS Screen Grid Code.

POS Screen Menu

This function will allow you use a POS Sreen Menu to access a larger selection of
choices. Once a menu has been created and linked to a button, you will be able to
edit the buttons within that menu directly from the POS Screen.
Automatic Text Enter the POS Screen Menu Code.

Prefix String
This will enter text into the field before the text that has already been entered, as a
prefix.

Price Enquiry
This function will allow you to find out what the price of an item is before you enter
the item into a sale. Select this button and press the enter the stock item and the
price will be displayed on screen.

Price Level
This function will allow you to change the Price Level mid-sale.

Automatic Text Enter a value from 1 through to 12 to link this button direct to a
specific price level.

Print Bar Tab Bill

This function will allow you to print the Bar Tab Bill for the currently selected Bar
Tab.

Automatic Text - Enter FLASH on the Bar Tab Bill Function on the POS Screen
allowing you to view a Flash Report of the bill before printing it out, or not printing it
altogether.

Print Bar Tab Report

This function will allow you to print a report for all open Bar Tabs.

Print Group Shift

This function will change an items current print group to the next available print
group. This is used primarily in restaurant installations.

Automatic Text Enter Print Group Code to link this button directly to a specific
Print Group.

Promotion Enquiry
This function will allow you to find out what Promotion an item is included in before
you enter the item into a sale. Select this button and press the enter the stock item
and the promotions will be displayed on screen.

Promotions On/Off
This function will toggle the promotions that are linked to the terminal that the
button is pressed on.

Raffles
This function will allow for Raffle tickets that have been sold to be drawn.

Receipt On/Off
This function will toggle the receipt to be selected. If the receipt is on, then all sales
will print.

Received on Account
This function allows you to put money in the till that has been previously been
removed for the purchase of outside goods. It is also used for Gift Voucher Sales and
Credit Notes. There are four different functions that can be linked to this button.

Received on Account Select the function that will be used for this button.
Automatic Text Enter a value that will be charged automatically to the desired
function.

Refund
This function allows you to return an item for credit.

Replay Transaction
This function allows you to replay a previous transaction. The items will be entered
into the POS Screen exactly as they were in a previous sale.

Reservations
This function allows you to enter and select Reservations.

Rewards Enquiry
This function will allow you enquire how many rewards a customer has owning to
them, or how many items that will have to purchase to qualify for a reward.

Sale Reference
This function will allow you to enter a Reference to a sale that can be used at a later
stage. The reference will appear in the Journal Enquiry screen and Receipt.

Sale Type
This function will allow you to set a Sale Type to the current sale and a Price Level.

Price Level Override Dont Change or enter the code from the twelve different
price levels.
Sale Type Leave blank or enter the code of a predefined Sale Type.

Seat Number
This function allows you to allocate a Seat Number to each guests orders to better
differentiate them.

Send Message
This function allows you to create a message button to allow clerks to create or send
a pre-defined message to other POS Terminals on the network.

Stock Item
This is the most widely used function when creating a POS Screen layout, and is the
default function used when selecting a new button.

Stock Item Edit

This function allows you to create a button on the POS Screen, which is used to edit
the details of the subsequently selected stock item.

Press the Stock Item Edit button and then select the Stock Item by either pressing
the button or entering the Stock Item Code. You can only edit a single stock item at
a time as the function only works for a single selection.

Stock Item Sales

This function allows you to view all the stock items sold on the receipt printer or flash
report.

Current Shift Only Will display only sales since the last End of Shift.
Group by Hour Will group the report by each hour that has recorded sales.
All POS Terminals Will show reports from all POS Terminals, not just the terminal
the report has been run on.
Automatic Text You can enter a date, using a comma or hyphen as a separator.
If wanting to use a selected date you cannot select Current Shift Only.

Stock Item Search

This function will open the Stock Item List to search for an item which can then be
selected and added to the current sale.

Department Enter the Department Code in this field to only search for items from
this Department.
Automatic Text Any value entered in this field will display Stock Item Codes that
match.

Stock Notes
This function will allow you to view or print the Stock Notes for the selected Stock
Item.

Subtotal Discount
This function will allow you to configure a discount that can be used on the Subtotal
of the transaction. You can create multiple types of Subtotal Discounts depending on
the settings you apply.

Subtotal Discount Function Select from one of four different Subtotal Discount
functions.
Percentage/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount
Upper Limit $ or % Enter the highest value that you want to be discounted
Maximum $ - Only available on Percentage Discount setting.
Automatic Text Enter text that can describe this particular discount, or be used to
discount a specific Sales Category.
Automatic Text Enter a Sales Category Code. It is possible to set a Subtotal
Discount to apply only to a Sales Category for items within that sale. To set this up it
is done when programming the button and using the Automatic Text field. The field
must contain SC1 for Sales Category 1, SC2 for Sales Category 2 and so on.

Table
This function will open the Table Map for the use of adding items to the Table.

Table Summary
This function will display a summary of the current Tables.

Tax Invoice
This function will allow you to print an A4 Tax Invoice for a selected transaction.

Tax Shift
This function allows you to shift the tax of an item to another tax rate that has
already been set up.

Automatic Text Enter the Tax Rate Code that you want to shift to when this
button is pressed.

Tender
This function allows to create a button that links to a specific tender.

Tender Function Select the Tender that you want to link to the button.
Automatic Text Enter a value that is allocated to the tender automatically when
pressing this button. This field can be left blank.

Text Entry (Hash)

This function allows you to enter a Text Entry into the current sale, which can be an
instruction or reference.

Automatic Text Enter the text that you want to display.

Text String
This function can be a pre-determined text entry, or can be entered on the fly. When
using this function the text will be entered into the CODE field only.

Automatic Text Enter the text you want to display.

Transfer Mode
This function allows you to Transfer stock items between different Locations from the
POS Screen on the fly.

Type Text
This function will allow you to add text to a sale which can be sent to the printers for
instructions on the fly.

Unlock Permissions
This function will toggle permissions to be on or off. Clerks can be assigned specific
levels of permissions and this functionwill override those settings to allow them to
use the admin functions.

Password Enter a password that must be entered before the permissions will
allow access.

User-Defined
This function is used to add additional functionality to specific options in Idealpos.

Validation Print
This function will allow you to print the date/time/transaction details on official
government department documents. The document will not be considered valid
without this proof of purchase. The use of this function requires a specific printer, an
Epson TMH6000, which is a hybrid receipt and slip printer.

Void
This function will allow you to void the item selected. If the quantity is greater than
one, only one item will be voided each time the button is pressed.

Void Entire Sale

This function will void all items out of the current sale and reset the POS Screen to
the default setting.

Void Last Item

This function will void the last item that has been entered into the POS Screen only.
It is used to prevent staff from voiding items that have been entered previously into
the sale, but allows for the correction of one mistake.

Void Line
This function will void the entire line selected. If the quantity is greater than one, the
entire quantity of items on the selected line will be voided.

Void Mode
This function will set the terminal into Void Mode and allow you to select items to be
voided from the current sales period.

Waste Mode
This function will allow you to write-off stock from the POS Screen on the fly.

X
This function will perform a multiplication.
Automatic Text Enter a value in here that is used by default.

Labels
Labels in Idealpos
Idealpos can create labels that can be printed out onto various mediums for use with
barcode scanners. Stock Items, Customers and Promotions can be printed using
various label settings. Not all settings are available for each data type.

You enter the labels menu by going to Labels menu on the Back Office.

While creating labels you can still have access to the POS Screen by selecting the
POS button on the top right of the screen. There are three separate sections to
program labels.

If you need to override the exe location for DesignPro, there is an extra field in
Global Options.

Go to Setup > Global Options > General > Label Printing Software Override.

Stock Item Labels

Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Stock Item from the drop-down menu.
Output To: Select how you want the labels. Idealpos A4 Labels, Idealpos Continuous
Labels, DesignPro and Text.
A4 Printer: When using Idealpos A4 Labels, you can select which A4 printer is
available that you will use.
Continuous Printer: When using Idealpos Continuous Labels, you can select which
Continuous Printer you will use.
Dimensions: Select which label you want to use from the drop-down menu.
Design: Select a design from the drop-down menu.
Top Margin: Use this field to adjust the label to print correctly on the page.
Left Margin: Use this field to adjust the label to print correctly on the page.
Start Position: Use this option to set which position the labels from the current
selection will print from.
Price Level: Select which price level will be used to print the selling price of the
items.
Barcode Type: If you are using a specific barcode type, select it here, otherwise
just use the Auto setting.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.

Within the Selection Range, you choose the stock items you wish to print. You have a
number of selections to choose from to print out the exact quantity of labels. Each
time you are selecting an item, or range of items, the Quantity field can be changed
to print out the labels for the amount required. You can print out the same amount
of labels that are currently in stock, or items where any field has been changed since
the last label was printed (select Modified Stock Items Only).

Stock Items can be added to labels using the multi-select feature. When you press
the Multi-Select button you will be taken to the Stock Item list, where you can select

multiple stock items before pressing OK. All other stock item settings for label
selection will be recognized. For example, if you enter a Quantity of 7, all multiselected items will be entered with a quantity of 7.

You can press the Shift button to select a group within the selected range,
otherwise, just select the items you have searched for and press OK.

Each time you select an item for a label and press Add to Grid, it will be added to the
list.

When all the stock items you would like to print labels for have been added to the
list, you can select a preview or print the labels direct.

When you select to preview, the labels will display on screen as they will print on an
A4 sheet.

Customer Labels
Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Customers from the drop-down menu.
Output To: Select how you want the labels. DesignPro and Text.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.

Each Customer you select can be added to the list.

When you have added all the customers you want to print, press the Export button
to send the labels to the selected settings.

Promotion Labels
Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Promotions from the drop-down menu.
Output To: Select how you want the labels. DesignPro and Text.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.

Only one Promotion can be selected at any one time, however they will be added to
the grid automatically.

When you have selected the Promotion you want to print, press the Export button to
send the labels to the selected settings.

IPS Label Formats

IPS Labels supports both A4 and Continuous Label Printing.

A4 Labels and formats are detailed below as an example only. Please print out your
labels prior to saving defaults.

22 Labels (2 x 11) P
Format 1

22 Labels (2 x 11) P
Format 2

33 Labels (3 x 11) P

33 Labels (3 x 11) P

Format 1

Format 2

65 Labels (5 x 13) P

65 Labels (5 x 13) P

Format 1

Format 2

24 Labels (3 x 8) L
Format 1

24 Labels (3 x 8) L
Format 2

21 Labels (3 x 7) P
Format 1

Continuous Labels and formats are detailed below as an example only. Please print
out your labels prior to saving defaults.

Single 40mm x 28mm

x 28mm
Format 1 EPL

Single 35mm x 17mm

x 17mm
Format 1 ZPL

Single 56mm x 13mm

Jewelry
Single 70mm x 25mm
Shelf Labels

Single 40mm x 28mm

Format 2 EPL

Format 3 ZPL

Single 35mm x 17mm

Format 2 EPL

Single 40mm

Format 3 EPL

Single 35mm

Avery Design Pro

You are able to use Avery Design Pro to print labels from Idealpos. Avery Design Pro
is probably the next best label printing option to use if not using Idealpos for printing
labels. It is also one of the only ways to print Customer Labels, as Idealpos can only
print Stock Items through the Idealpos format.

Before being able to use Avery Design Pro, you will need to create some files and
formats to make the labels all the same. All versions of Avery Design Pro will work
with Idealpos. This guide has been written using a specific version which is available
to download a copy here. If you would like to use another version of Avery you can
find it on their website here. We will provide no support for other versions not
covered in this guide already, however they are very similar programs.

Install Avery Design Pro 4.0

Download the Avery Design Pro program and run the installer file. If using a
Windows 64-bit machine, please see the special notes at the end of this chapter.

Press Next to start the installation.

Read the license agreement and confirm you agree.

Allow the program to install in the default folder. Dont change this unless required
and you are experienced to do so.

If the folder does not exist it will be created in the location selected.

Select the components you want to install, generally you will just select Typical.

Confirm the Program Folder that will be used.

Confirm the copying of files required for installation.

The installation will take place with a quick progress bar. Once that is complete you
will be given the option of creating a program icon on the desktop.

You may be required to restart your computer before being able to use the features
of Avery Design Pro.

If you selected to show an icon on the desktop it will be created.

The first time you open Avery go to Tools > Options > General Tab > un-tick the
option Bypass Getting Starts Help.

Windows 64-bit Machine

If you are using and installing the Avery Design Pro label program on a 64-bit
machine, there is an additional step.
Once the installation has completed, Copy the entire Avery Design Pro folder from
C:\Program Files (x86)\Design Pro to C:\Program Files\.
You do not have to remove it from the default location or change any other settings,
just simply copy the folder to the other location so that it is in both areas.

Create Data File

A data file needs to be created for producing labels. When you export labels,
Idealpos stores information about the Stock Items and Customers to this file. The
label design program will then use the data in this file to print your labels. If you
want to print labels for both Customers and Stock Items you will need to create two
files for each field, one for Customers and one for Stock Items.

Create a .txt file in a location known to you for use for the Data File. Go to Labels >
Data File > Link to this the file you have just created > Save Format > Export.

Data Type Select the type of label you want to print.

Output To Select Text from the drop down menu.
Select the Data File C:\Program Files (x86)\Idealpos Solutions\Idealpos
6.0\label.txt
Save Format As Select a name to save this format.

Create the Format File

Before the file can be exported and labels created, you will need to select an
appropriate template for the labels to be based on. You will need to create the label
from scratch using the templates within Avery, or you can create a custom label size
from the manufacturers details.

Open Avery Design Pro. If this is the first time you have run the program, you will be
asked if you want to calibrate the printers. This is not necessary when configuring
the format file, but it is recommended before you attempt to print actual labels.

Select to Create a Project from Scratch.

Select the Template you want to use, or create a custom size based on the labels
you have purchased. You will need to print out multiple test pages to check the
calibration and alignment is correct. For this purpose, just use plain A4 paper and
hold it up to the light with a label page overlaid. This will save you printing to labels
that will be rubbish only.

Avery Design Pro will open a template label design.

Go to Database > Open.

Select to Open an External Database via ODBC.

Go to the Machine Data Source tab and press New.

Select System Data Source and press Next.

Select the Microsoft Text Driver from the list and press Next.

Confirm the details you have selected by pressing Finish.

Enter the name of the file that you created earlier for the Data Source Name and
give it a Description.

Untick the option to Use Current Directory and select the folder where the
Labels.txt file is located.

Press OK to save the changes.

Select the Data Source Name you entered and click OK.

If prompted, you will need to select your data file from the list (labels.txt) and click
OK.

In Avery Design Pro go to File > Save. Save the document in the Idealpos directory.

Export Label to Format File

Once the Data and Format Files have been created we need to export them so that
we can save the settings as default, and also design the label.

In Idealpos go to Labels > Stock Items > Select an item.

In the Output area we need to enter the details of the files we have created.
Output To Select Design Pro
Format File Navigate to the location of the .zdp file you created.
Data File Navigate to the .txt file you created. (Both files should be located in the
Idealpos directory)
Select Print Labels Exit External Program which will close the Avery Design Pro
Program after labels have printed.
Select to Save as Default.

Press Export to export the labels to Design Pro.

Design the Label

Once the file is able to be exported and the files have been created, you will need to
design the label to display the information you want.

Navigate to the Idealpos folder where the StockLabels.zdp file is located and doubleclick it to open it with Avery Design Pro.

The label will open and display as a blank label.

To create a barcode on the label go to Insert > Barcode.

Draw the area where you would like the bar code to print.

Right-click on the barcode field and select Barcode Parameters.

Select EAN 13 from the drop-down box.

Click the barcode field again and go to Database > Insert Field.

Select ScanCode from the list and press Insert, ScanCode will appear on the label.

Press Close and the bar code will display on the label.

To add other details go to Database > Insert Field and select which field you want to
insert.

Press the Preview button to see the details and what the labels will look like.

Save the Format File and exit. You will now be able to print the labels for all your
stock items.

Laybys
Laybys in Idealpos
Laybys are used to give the customer a specified time period to pay a purchase off,
before taking the goods home. The customer can make a deposit on the item, which
will then be held in storage by the retailer until the goods have been totally paid off,
or the customer cancels the layby.

Laybys are most commonly used in the retail sector for goods that do not perish. You
have the ability of setting the length of time customers can leave an item on Layby,
and also how much deposit is required.

A customer in your database that is classed as an Account is unable to also be used

as a Layby.

The information below in italics was copied from the ACCC website where more
information can be found.

Lay-by agreements
A 'lay-by' is essentially a contract where you pay a trader for a product over a period
of time rather than upfront.

Under the Australian Consumer Law, a lay-by agreement exists when you:
1. Pay for the goods in at least two installments (when the agreement is called
a lay-by); or
2. Pay for the goods in at least three installments (when the agreement is not
specifically called a lay-by agreement); and
3. Do not receive the goods until the full price has been paid.

Any deposit you pay is also considered to be an installment.

Documentation

When you enter a lay-by agreement it must be in writing and specify all the terms
and conditions, including any termination charge. The trader must give you a copy
of the agreement.
Termination charge

The trader may charge a termination fee if you decide to cancel a lay-by agreement
(unless the trader has breached the lay-by agreement). The amount of the fee must
not be more the traders reasonable costs relating to the agreement.

Cancelling a lay-by agreement

If you cancel a lay-by agreement, the trader must refund all amounts you have paid,
except for the termination charge. If the lay-by payments paid do not cover the
termination charge, the trader can recover the outstanding amount as a debt.

A trader can only cancel a lay-by agreement if:

1. You have breached a term of the agreement (such as missing a scheduled
payment);
2. They are no longer trading; or
3. The goods are no longer available due to circumstances outside the traders
control.

Layby Settings
Functions
Go to Setup > Functions > Tenders (Select a blank tender) > Modify > Rename
Tender > Select Layby Tender > Make other choices > Save.

Yes/No Options
Go to Setup > Yes/No Options. Many of the Customer options can be used. Please
see the Yes/No Options guide for help on the options you wish to use.

Go to the Tender tab and ensure the Layby Tender is selected to be used on the POS
terminals you require.

Global Options
Go to Setup > Global Options.

Customers Tab > Layby Statement > Edit the details you want to display on the A4
Statement > Save.

Customers Tab > Laybys > Enter a message that will print on the receipt (your
Terms and Conditions) > Select the Period before Laybys expire in Days > Select a
Minimum Deposit Amount as a % of the total Layby > Select when Laybys are
recorded as being sold and taken out of stock. Customers must receive a copy of
your T&Cs.

Customers
Go to File > Customers > Customer Types > Add > Create a Customer Type called
Layby > Save.

Layby Buttons
Go to Setup > POS Screen > Layouts > Buttons > configure these buttons.

Acc/LB Adjustment
Use this function to make adjustments to current Laybys.

Acc/LB Credit
Use this function to credit current Laybys.

Acc/LB Payment
Use this function to make a payment on existing laybys.

Layby Cancellation
Use this function to cancel a Layby.

Place Items on Layby

Press the Customer button to bring up the Customer List. If the customer is in your
database, you can select them and click OK, if the customer needs to be added to
your database, click ADD.

Enter the Customers details into the screen. Fill in the Name, Change Customer
Type to Layby and make sure that Account or Bar Tab are not selected.

Save the Customer and their details will be added to the sale. Add the items to the
sale the customer wants and the deposit required will be displayed on the bottom left
corner.

Press Enter to go to the Tender Screen.

Enter the amount in $ that the customer wants to leave as a deposit to the selected
tender. If the value entered is less than the required % deposit, a screen will appear
to increase the deposit amount. If the value is above the required % deposit, the
tender screen will reset to add the final tender.

Once you have entered a successful amount to other tenders, press the Layby
tender. The Layby can print out a receipt to give to the customer. Depending on your
Layby procedures, a second receipt can be printed to be kept with the stored goods.

Make a Layby Payment

There are 2 ways to make a Layby payment and both will perform the same action.
Press the Customer button and go to Payment.
Press the Acc/LB Payment button and search for Customer.

From the POS Screen Press the Customer button. Select the customer from the list
and press OK.

The customers details will be added to the sale window. If you cannot view the
entire customers details (Bottom right corner), press the CUST button in the top
middle of the sale window to toggle this view.

Press the Payment button.

The sales window will be replaced with a Layby Payment window. All the Customers
current Laybys will be displayed, and show details of the Date of Layby, Reference,
Total Amount and Outstanding Amount.

From here you can make a number of selections.

Total Amount
Enter a $ amount in this field to make a part payment.
Pay Line
Will pay the selected line the total outstanding.
Pay All
Will pay the entire amount of outstanding transactions.

Make you selection and press the enter button. The amount to pay will be displayed.

Select the Tender and finalize the payment. The remaining value owed on the Layby
will be displayed underneath the total due for this transaction on the receipt. It will
also display the totals for any other outstanding laybys.

Make a Layby Adjustment

There are 2 ways to make a Layby Adjustment and both will perform the same
action.
Press the Customer button and go to Adjustment.
Press the Acc/LB Adjustment button and search for a Customer.

From the POS Screen Press the Customer button. Select the customer from the list
and press OK.

The customers details will be added to the sale window. If you cannot view the
entire customers details (Bottom right corner), press the CUST button in the top
middle of the sale window to toggle this view.

Press the Adjustment button.

The sales window will be replaced by the Adjustment screen. Enter the amount you
want to adjust against the layby/s.

Press the Enter button and a Confirmation window will open giving you the details of
the Adjustment you are about to perform.

The window will close down automatically and the adjustment will be posted.

Make a Layby Credit

A Layby Credit will make an un-allocated adjustment to the customers Layby. Press
the Acc/LB Credit button and select the account you wish to credit.

Enter +/- amount in dollars you want to credit to the Layby.

Press the Enter button and a Confirmation window will open.

Cancel a Layby
A customer can at any time, depending on your Layby Conditions, Cancel a Layby.
During the cancellation process you can add a Cancellation Fee which will be
deducted from the refund amounts owed to the customer on any payments made
against the Layby.

Select the Customer that is wishing to cancel the Layby.

Navigate to and select the Layby Cancel button.

The Layby Cancellation screen will open, where you can select which Laybys to
cancel.

Select the Layby/s the customer wants to cancel, and press the cancel button. The
screen will update all Laybys selected for cancellation. You can now select to refund
the full amount, or enter an amount to be charged to the customer as a Cancellation
Fee.

Press the Enter button to refund the money to the customer, less any cancellation
fees added.

Layby Reports
There are 2 reports that can be accessed for Laybys which can be viewed by going to
Reports > Customers > Select the report you want. Laybys can also affect how some
other reports will display the relevant data.

Layby Transactions
Go to Reports > Customers Layby Transactions.

This report will give you the following options:

Date Range
Group By Customer
Selection Range Code, Last Name

This report will display all transaction related to the layby of a customer, including
payments.

Layby Report
Go to Reports > Customers > Layby Report.

This report will give you the following options:

Laybys Started Date Range
Expiring Date Range
Location

This report will display the details of a layby by all customers in its current state.

Other
1.
2.
3.

reports that Laybys affect:

Stock Valuation Report
Customer Statements
Financial Reports

Locations
Locations in Idealpos
Locations can only be added when there are two or more terminals programmed in
the database. Locations are used to group POS Terminals and keep stock control
manageable. Locations can only be linked to one Site but multiple locations can link
to the same site.

Go to File > Stock Control > Locations.

Stock is able to be transferred between locations to keep stock levels accurate for
the purpose of good stock control. Stock can be stored in one location and sold in
other locations, keeping the stock levels correct. An example of this would be tap
beer, where the kegs are stored in a cellar and multiple Locations draw off the beer.
The tap beer will only be counted in the cellar Location.

Add & Modify, Locations

To add a Location go to File > Stock Control > Locations.

There must always be Location 1 in the database, with the capacity to add up to 99.
You have the option of selecting to Add or Modify Locations.

Location Details
When you Add or Modify a Location you can change some settings that affect the
way Locations use the database.

Code This is the Location Number and is used to define the location.

Description This is what you want to name the Location to distinguish it from the
others.

Auto Enable Stock Items If stock items are not enabled within the Location,
they will not appear on Stock Valuations, Stocktakes or other details relating to stock
within the Location.

Stock Location If the stock is sold through a different Location than where it is
located. When this item is sold the Stock Location Levels will be affected rather than
the Location Levels.

Site All new Locations will link to Site 1 by default. Sites can be linked to multiple
Locations.

Stock Items by Location

It is possible to Enable/Disable Stock Items in bulk using this function within the
specified range. Stock Items that are active in the selected Location will be excluded
when disabling Stock Items in that Location.

Go to File > Stock Control > Stock Items by Location.

Enabling Stock Items for a location in this way will not set the Recommended and
Re-Order Levels of the selected items. This can be done for each item individually.

Go to File > Stock Control > Stock Items > Highlight the Stock Item/s required >
Locations. More information on setting these changes can be located in the Stock
Item chapter of the User Guide.

Macros
Macros in Idealpos
Macros is an advanced feature of Idealpos that gives you the flexibility to create
customised functions or access features of the main menu such as reports or settings
with only a single button. You can program a key or touchscreen button to simulate
a series of key strokes.

Most printable ASCII characters, including alpha-numerical characters and the space
character, can be entered directly into Automatic Text without special formatting. To
represent a sequence of keystrokes, enter the sequence of characters one after the
other in Automatic Text. For example, the sequence A SPACE B SPACE C would be
entered as A B C.

Macros are generally used in conjunction with the Keyboard Program, to help assign
keys to specific program functions.

Setting Macros
Control Characters and Function Keys
Control characters such as ENTER and ESC are represented by special codes which
are contained in curly braces ({).

Key

Code

Key

Code

Backspace

{BACKSPACE}, {BS}, or
{BKSP}

Tab

{TAB}

Break

{BREAK}

Up Arrow

{UP}

Caps Lock

{CAPSLOCK}

F1

{F1}

Del or Delete

{DELETE} OR {DEL}

F2

{F2}

Down Arrow

{DOWN}

F3

{F3}

End

{END}

F4

{F4}

Enter

{ENTER} or ~

F5

{F5}

Esc

{ESC}

F6

{F6}

Help

{HELP}

F7

{F7}

Home

{HOME}

F8

{F8}

Ins or Insert

{INSERT} or {INS}

F9

{F9}

Left Arrow

{LEFT}

F10

{F10}

Num Lock

{NUM LOCK}

F11

{F11}

Page Down

{PGDN}

F12

{F12}

Print Window

{PRTSC}

F13

{F13}

Right Arrow

{RIGHT}

F14

{F14}

Scroll Lock

{SCROLLLOCK}

F15

{F15}

Escape Characters
Some characters have special functions, such as + (Shift key) and curly braces
({).These characters are also known as escape characters. To use these characters
instead of the special function they represent, you need to encapsulate them in curly
braces.

Key
+

Code
{+}

{^}

{~}

{{}

{}}

{[}

{]}

Modifier Keys (Shift, Ctrl, Alt)

To specify keys combined with any combination of the SHIFT, CTRL, and ALT keys,
precede the key code with one or more of the following codes.

Key

Code

SHIFT

CTRL

ALT

For example, to simulate pressing the CTRL and C keys at the same time, enter ^C.

Simultaneous Keystrokes
For simultaneous keystrokes, encapsulate the keystrokes in brackets. For example a
simultaneous keystroke of CTRL+SHIFT+P would be represented by (^+P)

Repeating Key Strokes

To specify repeating keys, use the form {KEY number}. You must put a space
between key and number. For example, {LEFT 42} means press the LEFT ARROW
key 42 times; {H 10} means press H 10 times.

Examples of Macros
Macro {f5}1414~
Function Set Price Level 2 (Takeaway) and Sell Stock Item (to inform the
staff that items are Takeaway).
{f5} = Programmed Key
1414 = Stock Item Code
~ = Enter Function

Go to Setup > Keyboard Program > Add Key > select Price Level > Press F5 as the
key to be programmed > Press OK and Exit Keyboard Program.

Go to Setup > POS Screen > POS Screen Setup > Buttons > select Macro as the
function > In the Automatic Text field enter {f5}1414~.

Start a sale and the price will be Standard.

Press the Takeaway button you created, which will change the price level and enter
**Takeaway** on the POS Screen, which will also be printed at the top of any
kitchen/order dockets. Stock Items entered after this will be subject to the Price
Level Change Duration settings in Global Options.

Macro {UP} or {DOWN}

Function Allow users to scroll Up or Down through items on the POS
Screen.

Macro 10{f8}406006~
Function Sell multiple stock items at once. We are selling 10 x Saturday
Meat Raffle Tickets.
10 = Quantity we want to sell
{f8} = Programmed Key
406006 = Stock Item Code
~ = Enter Function

Go to Setup > Keyboard Program > Add Key > select X (Quantity) > Press F8 as the
key to be programmed > Press OK and Exit Keyboard Program.

Go to Setup > POS Screen > POS Screen Setup > Buttons > select Macro as the
function > In the Automatic Text field enter 10{f8}406006~.

Start a sale and select the button. Ten of the selected Stock Item will be sold. This
can be used for multiple stock items and quantities.

Macro SN=
Function Enter a serial number within a sale against an item.

Go to Setup > Keyboard Program > Add Key > select Type Text > Press F7 as the
key to be programmed > Press OK and Exit Keyboard Program.

Go to Setup > POS Screen > POS Screen Setup > Buttons > select Macro as the
function > In the Automatic Text field enter SN=.

The clerk can now enter a serial number against items so they show on the Journal
and receipt if required.

Macro #{F4}
Function Assign a button within a grid to perform a Banking Report on a
specific Clerk.
# = Clerk Logon Code
{F4} = Programmed Key

Go to Setup > Keyboard Program > Add Key > select Banking Report > Press F4 as
the key to be programmed > Press OK and Exit Keyboard Program.

Go to Setup > POS Screen > POS Screen Setup > POS Screen Grids > select Macro
as the function > In the Automatic Text field enter 1{F4}.

Contribute
If you have an example of a Macro that is used commonly or is a little bit more
detailed, please share it with us so we can include it.

Mealcard System
Southern Foods Mealcard System

Setup Idealpos for Mealcards

Magnetic Cards
Ensure the Magnetic Cards when swiped output a semicolon This is what triggers
the event to lookup an outside customer lookup.

Functions
Go to Setup > Functions.

Tender
You will need to create a tender for the Mealcard charges.

Received on Account
Create a Received on Account function for Mealcard Topups.

Global Options
Go to Setup > Global Options > Interfaces 2 > Customer Interface.

Interface Type Select Mealcard Web Service from the drop-down menu.
Tender Type Link Select the Mealcard Charge Tender you have created.
IP Address/Host - https://mealcard.southernfoodservice.com/ unless specified.
Username Will be provided.
Password Will be provided.
Venue ID Will be provided.
Add Money Function Select the Mealcard Topups function from the drop-down
menu.

POS Screen Buttons

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Journal
Enquiry > Automatic Text.

Single Mealcard Lookup

Automatic Text Mealcard

Mealcard Lookup All

Automatic Text Mealcard~

Topup Mealcard
While Idealpos is open swipe the customer card. This can be done at any time during
the sale before tendering.

Enter the topup value into Idealpos and press the Mealcard Topups button.

Finalise the sale to the required tender.

The amount will be allocated to the Mealcard.

Charge to Mealcard
While Idealpos is open swipe the customer card. This can be done at any time during
the sale before tendering.

Enter the items the customer wants to purchase into the POS and press Enter.

Select the tender you use for Mealcard Charge.

The sale will be finalised and the amount taken from the card.

Mealcard Transaction without Credit

1. Swipe Customer Card (Card can be swiped at any point before tendering the
sale).
2. Enter Items.
3. Press Enter to go to Tender Screen.
4. The staff member can now select the tender the customer is paying with (eg
CASH or Debit/Credit).

Discounted Mealcard Transaction

1. Mealcards can be configured to only give one discount per day or continually.
2. Swipe Customer Card (Card can be swiped at any point before tendering the
sale).
3. Enter Items.
4. Press Enter to go to Tender Screen This will automatically tender Sale off
to the MEALCARD Tender at the discounted amount.

Split Tender Mealcard Transaction

1. If a mealcard does not have enough funds on the card for the entire
transaction, the available funds will be debited and the balance will be
displayed to tender off.
2. Swipe Customer Card (Card can be swiped at any point before tendering the
sale).
3. Enter Items.
4. Press Enter to go to Tender Screen This will automatically tender Sale off
to the MEALCARD Tender
5. The balance can then be tendered to another TENDER (eg Cash or
Debit/Credit)

Messages Staff May Receive

You do not have a Mealcard Member entered into the sale this occurs because
either the staff member has tried to:
1. Apply a Mealcard topup without a mealcard beign applied to the sale.
2. Charge to the MEALCARD Tender without a mealcard being applied to the
sale.

Messages
Messages in Idealpos
Messages can be sent from one terminal to another specific terminal or to all
terminals. The function can be programmed to a default message pre-set, or the
operator can create a custom message on the fly. Messages can be used for security
and faster service between POS terminals. Messages will be recorded in the Activity
Log, and all messages, either automatic or manual are limited to 50 characters in
length.

Messages can be sent direct from the POS Screen, or composed from the Back
Office. Any staff member is able to send a message from the POS Screen if they
have access to the buttons location. Any staff member can also send a message from
the Back Office provided the User that is logged in has access to the menu.

Messages cannot be saved for use at a later stage, and once acknowledged, will have
been removed from viewing.

Setup Messages
There is no limit to the amount of message buttons that can be created on the POS
Screen. There are 2 different types of messages able to be created, and any number
of POS terminals can be selected.

Manual When this option is selected, a keyboard will display on screen to allow the
operator to enter the message they wish to send.

Automatic This option can be set to send a pre-programmed message that is used
frequently throughout the network.

POS Range Select the range of POS Terminals that will receive the message. If
this field is blank, the operator can select the terminal.
You can select the range by using the following parameters:
1-9

Will include all terminals from 1 through to 9.

1, 2, 3, 6, 8

Will include terminals numbered only.

1-5, 7, 12-15

Will include a range of selections.

Go to Setup > POS Screen > Select Layout > Buttons > Select button > Create
Settings > Save. Note the example below has the option to Manually Type Message
selected.

Note the example below has the message pre-entered and a POS Range Selected.

If you are using Sites you can select an option by going to Setup > Yes/No Options >
Miscellaneous.

Sending Messages
It is possible to send messages through the POS Screen and also through the Back
Office. The difference between them is the POS Screen can be customized for fast
use, whereas the Back Office will always need to be manually typed.

POS Screen Message

Sending a message from the POS Terminal is as simple a pressing the required
button.

If the message is able to be created on the fly, a keyboard will open onscreen to
allow the operator to enter the message. If no POS terminal range has been
selected, you can choose the terminals you would like the message to be sent to.

If the button is fully automatic and the message and POS terminals have been
predetermined, the message will send and you will see a confirmed send window.
The confirmation window will also appear after the sending of custom messages.

The terminal that receives the message will display it on the screen. The message
will stay displayed until the operator of that terminal presses the message box.

Back Office Computer Message

Messages can be sent from the Back Office PC to one of, or a selection of terminals
on the network. All messages created this way are manual and cannot be saved for
individual purposes.

Go to Utilities > Send > Message.

The Send Message window will open where you are able to type in a custom
message and select the terminals you would like the message to be sent to.

Press the Send button to send the message to the selected terminals.

Mobile Apps
Idealpos has two iPhone, iPad and/or iPod touch apps which are available to
download on the App Store.

One is called Ideal Handheld which allows you to take orders from guests at the
table. The other is Stock Manage which allows you to perform actions like Stocktake,
Stock Received and more.

Ideal Handheld
Ideal Handheld (IH) enables a waiter to remotely take table orders on the go
throughout the restaurant.

IH uses an app installed on an iPod, iPhone or iPad through a host terminal. IH is an

add-on module to Idealpos and needs relevant licensing on the host terminal.
Idealpos and POSServer must both be running when using IH. POSServer does not
need to be on the host terminal. There can be as many host terminals as required
throughout the establishment.

Ideal Handheld uses POS Screen Menus to connect to the Idealpos database.

Handheld Options
Global Options
Any terminal with the IH License is able to access and use additional settings from
Idealpos. Any changes that are made in this area of the program will require the
Handheld to exit and restart the Ideal Handheld software before the changes made
will be visible.

Go to Setup > Global Options > Miscellaneous > Ideal Handheld.

Menus in Code Order

Menus are sorted by default in Alphabetical Order, you
can change this setting by checking this box.
Price Level

You can set the default price level to be used by the handheld.
If no price level is selected, Price Level 1 will be used.

Use Price Level from Menu The price level will be selected from the menu that is
being used at the current time.
Notes

This function is used to display the Specials of the Day etc.

Use the tilde ~ special character to force the items onto a new
line on the handheld.

Print Group Shift 1/2 These functions allow you to add 2 different Print Group
Shift functions to the handheld device. Print Groups are linked
to Departments which Stock Items are grouped within.

POS Terminal Options

Other options are available for the handheld to use are direct from the terminal the
handheld is licensed. The handheld will by default, use the printing options of the
host pc. Under some circumstances the handheld can print to the kitchen and the
terminal will not. This is setup per POS Terminal and uses Sales Categories linked to
Sales Category Descriptors.

The Stock Item must be configured to not have an order printer selected, which
disables printing from the POS Terminal.

Go to File > Stock Control > Stock Items > Modify > Printer Settings.

Check the Department Code the Stock Item is linked to.

Go to File > Sales > Departments > Modify the Department the Stock Item was
linked to (Coffee/Tea) > Ensure the Sales Category is linked to Beverage.

Go to File > Sales > Sales Categories > Modify the Sales Category the Department
was linked to (Beverage) > Ensure it has been selected for Add to BEVERAGE Total.

Go to Setup > POS Terminals > Modify the selected terminal > Miscellaneous >
Handhelds.

When a Flat White is ordered through the POS Terminal, no kitchen docket will print,
however, when ordered through the handheld device, the docket will be printed
automatically.

User Registration
The Ideal Handheld Module is used to define how many handheld devices will be
connected to a terminal in the registration. The number of devices is indicated by the
number next to the IH (IH1) in the registration options. It is a requirement of this
module that Restaurant (RST) module is also installed. You will also need to ensure
there is a table map with programmed tables. Ideal Handheld will not work without
at least one table.

If you have a licence for 3 handhelds (IH3) in your venue, this means you can use
any 3 devices with the app installed. If a staff member is using their own device, and
leaves the venue without logging out of the app, their device will still be using one of
the 3 licences available to you. To unlock devices and allow new devices to connect,
restart the POS software on that terminal. All connections will drop and allow new
devices to connect.

Handheld Menus
Ideal Handheld uses Menus, not Grids, to display the items on the PDA device. Any
items that you want to display on the device should be grouped into corresponding
menus. These menus then need to be linked to the default Menu 999. More
information on Menus can be found in the POS Screen Setup Help Guide.

Add items to menus, and menus to the Waiter Pad menu by going to Setup > POS
Screen > Menus > Add/Modify.

The menus that we want to be able to access through the handheld are the only ones
that we have programmed to be visible here.

Handheld Screens
Main Screen
The main program screen provides you multiple choices on how to use the Ideal
Handheld program.

Three Horizontal Lines Opens the screen to perform advanced functions such as
Settings, Change Password, About Clerk Select the Clerks from the drop down
menu provided.
Guests This button will only display if selected in the Settings. This will allow you
to enter the number of guests seated on the table.
Table Select the table from the grid selection.
and Log out.
Start Order Will open the selected Table and allow items to be added.
Enquire This button will open the table details of all items that have been placed
on the table.
Print Bill Select a table number and press this button to print a bill to the default
receipt printer.
Notes This button is where specials or other information can be displayed.

Setup Screen
Before you will be able to use Ideal Handheld you will need to set some options that
enable you to connect to the host PC. Before you can access the settings you will
need to enter a password. To do this, swipe your finger without lifting it from the
device across 3 or more dots to make a pattern. This is your password.

Server IP
the IH license.

This field must contain the IP Address of the terminal that has

Server Port

6983

Root Menu Code

Enter the Menu Code that corresponds to the Main Menu Code
that you will be linking to in Idealpos. By default this is set to
999.

Accumulate Items Select if you want items to accumulate on the handheld.

Enable Connection Allows you to use the app without any orders being sent to the
kitchen.
Hide Guest Field
at the table.

Select this option to enter the amount of guests that are seated
discounts.

Hide Seat Selection

This option will not allow seat buttons to be displayed.

Menu in code orderBy default the menus will display in alphabetical order.

Order Screen
This screen allows you to enter items to the table and perform multiple actions.

Total Ordered
Item Entry

This is the area that will display the items that are entered.

Table Number
Back

This is the current total of all ordered items.

This is the number of the table placing the order.

Return you to the previous screen.

+This allows you to add/subtract the quantity of items by multiples of 1.

Swipe right to access.
TXT

This button allows you to add text to the item. Swipe left to access.

Delete
access.
Finalize

This allows you to delete the item from the table. Swipe left to
This will finalize the sale to the table.

Seat Numbers

This will allocate the selected item to a seat number.

Menus

This will display the menus to select the items.

Confirmation Screens
When an action is about to be performed that can cause have issues relating to the
data being used you will need to confirm the action.

Using Ideal Handheld

To begin a sale, select a Clerk from the drop down menu.

Select a table from the grid layout.

Enter the number of guests seated at the table if required and press OK. Press Start
Sale to enter items.

Navigate through the menus to select the items to add to the table.

Swipe right on an item in the sale window to change the quantity.

Swipe left on an item in the viewing area and press Delete to remove it from the
order.

If there are a lot of items entered into the sale you can use the scroll bar to navigate
through each item, or you can select to expand the order display. Press ^ to
return the menus.

You can see the details of what is on the table already by pressing the table number
and then press Enquire.

Press the Notes button to display any specials or instructions.

When you have added all the items you want to add, simply press Finalize to send it
to the printer.

Stock Manage
Idealpos has an iPhone, iPad and/or iPod touch app called Stock Manage which is
available to download on the App Store, simply click the App Store badge below. The
app is designed to offer faster functionality with managing stock in retail/hospitality
environments when used with an Idealpos installation. Stock Manage will allow you
to perform a Stocktake, Transfer Items, Receive Stock and Link Items to Barcodes.

Stock Manage will link to a POSServer on your network, quickly transferring the data
from your Idealpos POS system to your device in less than a second. You dont even
need to plug it in to transfer the data back to Idealpos. You can use the app on as
many devices as you wish, easily installing it on your staffs devices if you want.

Setup Idealpos
Before you can send and use any information from the Stock Manage app, you will
need to have the registration configured in Idealpos. To be able to use Stock Manage
with Idealpos you will need to have the Stock App (SA) module licensed on your
terminal. Only one terminal within a Site will require the registration, which will also
be the only terminal to accept incoming data.

The SA module must be on the license key of the terminal that uses the
POSServer.

Go to Setup > User Registration.

A new menu will display at the top of the screen called Stock Manage.

The POSServer is required to run the Stock Manage app. To learn how to use and
properly configure the POSServer, please visit the following link.
http://www.idealpos.com.au/userguide/default.htm#!Completed%20Word%20Docs/
posserverinidealpos.htm

Setup Stock Manage

Within the Settings menu you have the ability to set a device name to make it
easier to distinguish, and you can also set it up to talk to the Idealpos Data through
POSServer.

Open the Stock Manage app on your device by pressing the Stock Manage icon.

From the main menu screen, select the Settings button menu from the selection.
There are two sections that can be configured, Identity and Idealpos Data
(POSServer).

Identify
The Identify section contains two fields of data, only one of which is editable. Press
the Device Identification field to gain access to the keyboard, where you can enter a
name for the device. This can make it easier to identify when connecting to the
POSServer in Idealpos.

Press Done to save the name on the device.

Idealpos Data (POSServer)

This section allows you to connect your device to an Idealpos database, where you
can retrieve and upload stock control information. If you do not plan on connecting
the device to an Idealpos database, it is recommended that you do not enable this
setting.

For this step you will need the following information:

The Hostname or IP Address of the POSServer you will be connecting to.

Access to the POSServer you will be connecting to.

Press the switch to Enable Connection to the POSServer. This will now display
additional functionality for connecting to Idealpos.

Enter the Hostname or IP Address of the POSServer into the Address field and press
Done to save it.

Press the Register button to register your device with the POSServer.

If successful, the device will display a message at the bottom of the screen The New
Device has been added. On POSServer grant this device access. If the device
already exists in the database, the message at the bottom of the screen will display
Already Exists.

There are some instances where the device will not connect to the POSServer. This is
indicated by a timeout and will display a message Error 1001 The request timed
out. If there is no network access a message will display on screen over the
settings menu No Network No network is currently available OK. Once your
network is available you can try this step again.

On the PC the POSServer has been installed on, go to Stock Manage > Device
Access.

A new window will open displaying all the devices that have attempted to connect to
this POSServer. The device will be listed with a code which can be confirmed on the
device itself. The name of the device and date it requested access will be displayed.
Select the checkbox to allow the device. You can remove a device by right-clicking
and selecting remove.

Press OK once you have selected the device you want to grant access for, then go
to Stock Manage > Device Access.

This button will allow you to make changes to the various details that can be
customized for the mobile application. This section will contain two different areas
that can be customized by the user. The defaults that are entered will work correctly
without any manual configuration.

Data
Indirect device.

Select from True or False to send Indirect Items to the

Stock Control Stock Items marked as Stock Control will be sent if

marked as True. If marked as False, all
Stock Items in the database
will be sent to the device.

Security
Service MetaData Select from True or False to publish the MetaData,
allowing clients to build Stubs against the
service /mex.

Press Check Access to confirm accessibility. If the device is successful in gaining

access to the POSServer, the message that is displayed will be Permitted. Update
data if required. If the device has not been authorized in POSServer, the message
will display Device does not have access. On POSServer grant this device access.

There are some instances where the device will not have access to the POSServer.
This could also be indicated by a timeout and will display a message Error 1001
The request timed out. If there is no network access a message will display on
screen over the settings menu No Network No network is currently available
OK. Once your network is available you can try this step again.

You will not be able to use the Data Control menu functions without first setting up
the POSServer. This will be indicated onscreen with a message.

Download
The Download button is located within the Data Control menu from the main
screen.

This will allow you to download the database from your Idealpos database. You do
not have a choice of data, Idealpos will send all relevant data when the request for
the download is made. If data has been entered for items previously, you will not be
able to download data without replacing what is already there.

When the data has downloaded successfully, a small confirmation box will display for
2 seconds.

If the data cannot be downloaded for whatever reason, an icon with a cross will
indicate the download did not proceed. If you do not have any network connection, a
message will display on screen over the settings menu No Network No network is
currently available OK. Once your network is available you can try this step again.
If you see a message Failed (-1001), this indicates there is an issue with the
POSServer you are connecting to.

Stocktake
Before performing a Stocktake it is a good idea to download the data from Idealpos,
as new details may have been added. If the data was not cleared when uploading
from the previous Stocktake, you can download the data again which will overwrite
any data on the device.

When you have finished downloading your database, go to the Stocktake menu from
the main screen.

The Stocktake menu is very functional and user-friendly. By default, the last
Location accessed while in this menu will be selected. The exception to this is if you
have downloaded a new database. In this instance the default location will be the
first location in the list from Idealpos. You can toggle between locations by pressing
the location button.

When you are happy with the Location you will be using press Menu to return to the
previous screen, search for an item by scanning it with the barcode reader, or press
the + button to search for an item. You can scroll to the item you want or search via
description or stock code. If the item does not display after being scanned, or you
cannot find it, then it is not enabled for that location.

Once you have found the item you want to count, select it from the list. Enter the
quantity you have counted of the item and press Save.

You can now add more items to the stocktake, including more items that are the
same as previously counted.

The Stocktake count will show the items in the order they have been entered. The
summary page will accumulate all items of the same code, regardless of when they
were entered on the count.

If you have counted something you wish to remove, gesture from left-to-right on the
item in question. A Delete button will display on the selected line. Press it to remove
the item from the stocktake. Swipe the record from right to left to delete it from the
list.

The Stocktake wont be processed in Idealpos until you upload the data.

Transfer
The Transfer menu allows you to transfer items between multiple locations. Before
performing a Transfer it is a good idea to download the data from Idealpos, as new
details may have been added. If the data was not cleared when uploading from
previous Transfers, you can download the data again which will overwrite any data
on the device.

Once you have downloaded your data, go to the Transfers menu from the main
screen.

Any transfers that you have previously entered will be displayed here, otherwise the
page will be blank. As soon as you change a field from default you will have created
a record, which can be deleted if you dont want it. Swipe the record from right to
left to delete it from the list.

Press the + button to add a new transfer. The Details screen will open where you
can select the From location.

Once you have selected the From location, go back to the Details screen to the
select the To location. The location you selected in the From field will not be
displayed in the list. You must select a Source and Destination location or the
transfer will not be able to be processed when it is uploaded to Idealpos.

Enter a reference for the transfer in the reference field if you require one.

Press the Items button to add the items you want to transfer between the locations.
Search for an item by scanning it with the barcode reader, or press the + button to
search for an item. You can scroll to the item you want or search via description or
stock code. If the item does not display after being scanned, or you cannot find it,
then it is not enabled for that location.

Select the item you want to transfer and enter the quantity. Press Save to add more
items to the transfer.

When you have added all the items to the transfer, you can exit back to the transfer
menu to create a transfer between different locations, or exit the transfer menu
completely.

Receiving
The Receiving menu allows you to receive items from an invoice and update stock
levels in the database. Before receiving it is a good idea to download the data from
Idealpos, as new details may have been added. If the data was not cleared from
previous Receiving, you can download the data again which will overwrite any data
on the device.

Once you have downloaded your data, go to the Receiving menu from the main
screen.

Any items that you have previously entered will be displayed here, otherwise the
page will be blank. As soon as you change a field from default you will have created
a record, which can be deleted if you dont want it. Swipe the record from right to
left to delete it from the list.

Press the + button to add a new record. The Details screen will open where you
can enter various details from the invoice.

You can select the date the Invoice is received. You can select only 1 year back in
the past and 20 years into the future from the current system date.

Enter the Invoice Number to match the record with the paperwork.

Enter the Location where the stock will be received into.

Select a Supplier that supplies you the goods.

Enter any other details that you want recorded.

Press the Items button to add items to the invoice. You can scan the items barcode if
it is in your database, or you can search for the item from the list.

Press the + button to find the item you want to add.

Select the item from the list. Enter the Quantity received and the Cost from the
invoice.

Repeat this process for all other items on the invoice. The invoice will need to be
uploaded before it will be visible in Idealpos.

Barcodes
The Barcode menu allows you to transfer items between multiple locations. Before
adding barcodes it is a good idea to download the data from Idealpos, as new details
may have been added. If the data was not cleared when uploading from previous
barcodes, you can download the data again which will overwrite any data on the
device.

Once you have downloaded your data, go to the Barcodes menu from the main
screen.

Search for an item by scanning it with the barcode reader, or you can scroll to the
item you want or search via description or stock code. If the item does not display
after being scanned, or you cannot find it, then it is not enabled for that location.

Once you have found the item you want to count, select it from the list. If the item
already has a barcode attached to it, it will display as POS Barcodes. If you search
for an item by scanning it and the barcode does not exist in the system, you will
search for it manually.

Scan or manually enter the barcode into the search field. Press Done to save the
barcode to the item. It will display as New Barcode.

If you attempt to add a barcode to an item, and that barcode is already assigned to
another item, a message displays indicating the item that the barcode is assigned to.
You can delete any barcode that you have added to an item by swiping from left to
right across the line. Swipe the record from right to left to delete it from the list.

An item can have as many barcodes attached to it as you need. A POS Barcode is an
already existing barcode in the database and a New Barcode is one that has not yet
been uploaded and processed into the Idealpos database.

Once you have added all the barcodes you want you can upload them to the Idealpos
database.

Upload
The Upload function is available in the Data Control menu from the main screen.

Select the information that you want to upload, which will be indicated by a tick, and
press the Upload button. When it is successful it will display a Done box.

If there was an issue connecting to the POSServer, a box with an X will display. If
there is an issue with the network a message No Network No network is currently
available OK will display. You will need to sort out the network issue before you
can continue the upload process. If you see a message Failed (-1001), this indicates
there is an issue with the POSServer you are connecting to.

If you have no data in the device to be uploaded, you will not even have access to
the Upload button.

Activity Log stamp when uploading data from Stock Manage

When the Stock Manage app uploads data it will be recorded in the Activity Log.

Additional Information
About Stock Manage
The About menu contains information about Idealpos Solutions and the Stock
Manage app. The Privacy Policy is available on our main website, and from within
the app the link will take you automatically to it.

Trademark Attributes
Apple, the Apple logo, iPhone, iPad and iPod touch are trademarks of Apple Inc.,
registered in the U.S. and other countries. App Store is a service mark of Apple Inc.

Process Stocktake
When you have used the Stock Manage app to perform a stocktake and uploaded it,
the data will be available for Idealpos to process. Idealpos will display a message on
the back office that there is data available.

The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Stocktake. A Stocktake must be started for the
Location/s that you will be uploading to Idealpos. Information on Stocktake
procedures are in the User Guide.

When you select this menu a new window will open showing all the items that have
been counted. Select Process to add those items to the Idealpos Stocktake count.

You can upload a stocktake from as many devices as you wish. Each time you press
the Process button, those items will be added to the current count, and not
overwrite them. If you upload twice from a single device, then the count will be
doubled and your stocktake will be out.

The Enter Stocktake form will show the counted amounts of all items in the list.

Finish the stocktake as per normal.

Process Stock Transfers

When you have used the Stock Manage app to perform a stock transfer and uploaded
it, the data will be available for Idealpos to process. Idealpos will display a message
on the back office that there is data available.

The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Stock Transfers.

A new window will open showing you the details of the transfers from the device. You
have the choice to select which transfers you will process. Press the Process button
to send the details to the transfer window.

The transfer details will be displayed where you can modify the details if required.
Once you have made any required changes, press the Process button to save the
details to the Idealpos database.

Confirm you want to process the transfer.

You have the option to print the transfer.

Process Stock Received

When you have used the Stock Manage app to perform a stock receive and uploaded
it, the data will be available for Idealpos to process. Idealpos will display a message
on the back office that there is data available.

The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Stock Received.

A new window will open showing you the details of the invoices from the device. You
have the choice to select which invoice you want to process. Press the Process
button to send the details to the receive window.

The Stock Received window will open where if required you can edit details about the
invoice.

From this point you can Save the invoice to Process it later.

Process Scan Codes

When you have used the Stock Manage app to add barcodes and uploaded it, the
data will be available for Idealpos to process. Idealpos will display a message on the
back office that there is data available.

The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Scan Codes.

A new window will open showing you the details of the barcodes from the device.
Press the Process button to send the details to the respective stock items.

When the stock item has been selected from the Stock Item List, press the Alternate
Codes button. All the barcodes that were already attributed to that item, plus the
new codes just entered will be displayed.

Compatible Hardware
There are 3 hardware peripherals that will allow you to expand the functionality to
full barcode scanning. Not all peripherals are able to be used for each device. If the
barcode reader does not work initially after setup of the software, remove the device
from the scanner and try again.

iPDT380
More information on this device is available here. This device is compatible with only
iPod touch 4th generation.

iScan
More information on this device is available here. This device is compatible with iPod
touch 4th generation, iPhone 3GS, 4 and 4S, iPad, iPad2 and iPad 3rd generation.

Linea Pro 4
More information on this device is available here. This device is compatible with iPod
touch 4th generation.

Multiple Terminal Setup

Multiple Terminal Setup in Idealpos
There are many different ways that Idealpos can be configured and set up on many
different networks and settings. The general communication network that Idealpos
uses is called Peer To Peer Architecture. This means that all terminals talk to each
other all the time, many times a day. More information on the different types of
communications can be access in the Communication and Connection User Guide.

Within this guide you will learn how to connect additional terminals on a standard
Peer To Peer network configuration. This guide is not a how-to for networking or

data communications, and a basic understanding of network setup is expected to be

able to follow these steps. This guide is intended to help when adding multiple
terminals on a network, using Idealpos. It is assumed you are familiar with both
networking and Idealpos to fully utilise and understand the concepts used in this
guide.

Before You Begin

Connecting multiple terminals together on a network is reliant on many factors, and
consists of both the correct hardware and software settings. A basic knowledge of
network communications is necessary when configuring terminals on a network in a
Peer To Peer environment.

All terminals will need:

A connection to a central point (network switch) via LAN, VPN (Hardware or
Software) or Wireless.
A unique Computer Name. This can be configured in Windows Control Panel.
A unique IP Address, with the same subnet as the other terminals.
The same Version and Build of Idealpos installed. The latest versions can
be found on our website www.Idealpos.com.au.
A registered copy of Idealpos, with a unique POS Number.
The ability to ping the other terminal/s IP Address on the network. You may
or may not need to turn on Allow Incoming Echo Request on some
terminals.

Ensure all terminals are connected on the network, each terminal can ping each
other and there are no communication issues.

Configure Idealpos
The amount of steps required to get all the terminals communicating using Idealpos
is dependent on how many terminals will be configured. You will need to select a
terminal that will be the main terminal, where all data will be overwritten from. All
remote terminals will receive an overwrite file with the information they require. It is
easier to have all the terminals online and ready to be overwritten in one Overwrite
function than to perform them one at a time.

The main terminal should only have a single connection in IPS Client, green and
ready.

The remote terminals should also only show a single connection in IPS Client, also
green and ready.

On the main terminal go to Setup > POS Terminals > Add. You can either change all
the settings for these terminals now or later. Whichever you decide, once the
terminals have been configured and overwritten, all changes will be sent to the
remote terminals anyway.

On the main terminal the new POS Terminals will not show in the IPS Client until an
IP Address has been assigned to them in Idealpos. To do this go to Setup >
Networking > enter the IP addresses of the terminals and press OK.

The main terminal IPS Client will now show the new terminals in the window.
Provided the terminal is connected properly on the network it should show a red icon
with a yellow dot. If the icon is a red cross your network is not connected.

Overwrite New Terminals

On the main terminal go to Network > Overwrite > Transfer > select the POS
terminals you need to overwrite > OK.

The Overwrite will compress the database on the main terminal and then send the
file to the remote terminals.

Once confirmation the Overwrite was successfully completed press OK.

The main terminal and all remote terminals should now display as green and ready in
IPS Client of all terminals.

Multi-Site Management
Overview of Functions
The Multi-Site Management module allows for advanced control and functionality in a
multi-Site environment. It will give extra controls for managing Head Office,
Company Owned and Franchise Sites, with the ability for Inter-Store Ordering and
Invoicing.

Use of the HO and SM registrations will require an additional purchase of a Software

Support Plan, due to the extensive and complicated nature of these modules.

Hierarchy
The hierarchy will be as follows: Sites > Locations > POS Terminals.

POS Terminals can only be linked to one Location.

Locations can only be linked to one Site.
Sites can contain multiple Locations and POS Terminals.
Head Office Sites will control any Site Management Sites.

Functionality
Multi-Site Management will enable control for businesses in varying environments.
This feature is designed specifically for businesses that require control on Company
Owned and Franchise Stores direct from Head Office.

Head Office Functions:

Program Sites and Location links
Create Stock Items for individual Sites This will give each site access to all
functions of a standard Stock Item, including 12 price levels, individual cost
prices, indirect links, suppliers, printing options and more.
Control Site access to parts of the program This will ensure that the Sites
will only see the data that you want them to see and nothing else.
Control Global, POS and Yes/No Options for all Sites Full control of each
Site. All options can be individually tailored for the specific owner/operator.
Email settings, End of Day time, Company Logo, POS Server, Finance
settings, Restaurant, Purchases and Tax Settings can all be individual to the
Site requirements.
Reporting by Site Breakdown of each Sites figures. Not available on all
reports.
Can create additional access control by assigning specific User Permissions to
each Site, or User Type.

Site Functions:
Access to all Stock Items Head Office will send all items allowed for access
to the Site, which can then control all aspects of the item at their individual
Site.
Has complete control of POS Terminals, most Global Options, most Yes/No
Options, POS Screen Setup, Clerks, and Network Printing for their Site.
Inter-Store Ordering Allows each Site to order from Head Office as a
supplier and be invoiced accordingly.
Franchise Items Allows a site to create items specific to their Site that are
not available anywhere else. Head Office will record the item and have control
over how many items each Site can create.

Registration
There are two different licenses required which are designated as Head Office (HO)
and Site Management (SM). Once HO and SM are added to any terminal of an
installation, all other terminals must be designated as one or the other.

Go to Setup > User Registration.

Head Office Registration (HO)

There are no limits to the amount of terminals within an installation that can be
selected to be HO. Head Office registered terminals will have full control and access
of every terminal in the installation. Head Office registration will be unlimited to the
amount of terminals that can be installed.

Head Office will be designated by a HO in the registration.

Site Management Registration (SM)

Each terminal that requires SM in their registration will be required to purchase this
module separately. Site Management registered terminals will have control of
terminals only within each separate Site.

Site Management will be designated by a SM in the registration.

Sites
Sites can be added without the need for HO or SM in the registration. There must be
at least two Sites. Sites are used to group Locations.

Go to Setup > Sites > Add.

Enter a description and press Save. If required you can select a Grid Range that each
Site has access to.

Locations
Locations can only be added when there are two or more terminals programmed in
the database. Locations are used to group POS Terminals. Locations can only be
linked to 1 Site.

Go to File > Stock Control > Locations > Add.

Enter a Description > Select a Site to link the Location > Save.

POS Terminals
Individual POS Terminals can only be linked to 1 Location.

Go to Setup > POS Terminals > Add/Modify.

Use the drop down menu to select the correct Location.

You will notice that both the Location and Site details will have changed. Head Office
will display all POS Terminals and their Site and Location details.

The Site will only display the POS Terminals that are linked to the same Site.

Global Options
Each Site will be able to set their Global Options which control all Locations and
Terminals within that Site. Head Office will have access to all Global Options,
regardless of the Site.

Head Office
Go to Setup > Global Options > the Site List will open > highlight the Site you want
to modify > Press the Global Options button > Make Changes. You can also access
this screen by going to Setup > Sites.

When the window opens it will display which Sites Global Options you are
modifying.

Sites
As each Site can only access their own Global Options, go to Setup > Global Options.

Yes/No Options
Each Site will be able to set their Yes/No Options which control all Locations and
Terminals within that Site. Head Office will have access to all Yes/No Options,
regardless of the Site.

Head Office
Go to Setup > Yes/No Options > the Site List will open > highlight the Site you want
to modify > Press the Yes/No Options button > Make Changes. You can also access
this screen by going to Setup > Sites.

When the window opens it will display which Sites Yes/No Options you are
modifying.

Sites
As each Site can only access their own Yes/No Options, go to Setup > Yes/No
Options.

Clerks and Employees

Clerks will need to be created for each Site that you have in the database. Head
Office has the ability of viewing Clerks from all Sites on the same list, whereas the
Sites will only have access to the Clerks within their Site.

When creating Clerks for multiple Sites, you are able to use the same Login Code as
another Site. This enables staff that work in multiple Sites to have the same Login
Code no matter which Site they are working in.

Any Clerk that is added at a Site will be added to the Clerks that Head Office can
view and modify.

Go to Setup > Clerks > Add/Modify.

Clerks as viewed from Site 2:

Clerks as viewed from Head Office: Notice the field at the top is selected as All
Sites. You can also see a culmination of the same Login Codes for some Clerks.

POS Screen Setup

POS Screen Layouts can be linked by POS Terminal by creating a layout. It is a good
idea to create a layout for each Site, as then they can customize the layout to their
own preferences.

Go to Setup > POS Terminals > Modify > POS Screen Layout.

From the Head Office you can go to Setup > POS Screen > POS Screen Setup > Add.

Once you have created each layout, Copy the master Layout on to each Site. This
allows the Sites to modify the Stock Items and Grids within the Layout, but keep all
the Admin functions where they are needed.

Head Office has access to all POS Screen Layouts. Accessing the POS Screen Layout
from a Site terminal will take the user directly into the POS Screen Layout that is
linked to that terminal only.

Network Printers
Network Printers are configured for each Site. Printers that are added at one Site do
not become available at other Sites.

Go to Setup > Network Printers. There is a Site selection on the right side of the
window.

This Site will only

be able to use
the 1 Receipt
Printer
Both terminals
will print to a
single Receipt

Location 2
Service
Station

This Site will be able to control 6 separate Receipt Printers.

Receipt Printers in the same Location can be setup as backups
for the others.
Each terminal
will print to its
own Receipt

Each terminal
will print to its
own Receipt

Terminal will
print to its
own Receipt

Location 3
Clothing
Store

Location 4
Department
Store

Location 5
Donut
Shop

This Site will control both Receipt

Printers and 2 Kitchen Printers.
Any Printer can be used as a
backup.
Each terminal will print to it
own Receipt. Each terminal will
share print jobs to the Bar and
Kitchen
Location 6 Restaurant

Location 7
- Hotel
Receipt

Receipt
Receipt

Receipt
Receipt
Receipt

Bar
Printer
Receipt

Kitchen
Receipt

Receipt

Users
Depending on the installation and the customer requirements, you can use the User
Permissions to control access to different parts of the program. When setting up the
different permissions, it is a good idea to make a note of what you dont want Sites,
both Company and Franchise owned to access, as these may differ from Site to Site.

You may want to create a User for each different Store to ensure that it is easily
configurable with any custom changes that are needed on the fly.

To create Users go to Setup > Users > Add.

Once you have made your selections you can set the Users to be the Default for the
POS terminals within that Site. Some Sites may also want to have a Limited and
Admin User created for them. This will enable the staff minimal access to the
program, while allowing the Site to perform their advanced functions.

After adding all User Permissions for Sites, go to Setup > POS Terminals > Modify >
Miscellaneous > General > Default User.

Stock Items
There are two types of Stock Items that are used with Multi-Site Management, Base
Items and Site Items.

Base Items
All items that are created in the database, either as Site or Franchise, will also be
created as a Base Item. Base Items will hold data that cannot be stored elsewhere.
When certain functions within Idealpos are used, the Site Items will link to the Base
Item and retrieve the relevant data that is required. When Base Items are viewed in
the Stock Item list, they will display as a Standard Stock Item Code.

All Head Office terminals are able to filter the Stock Item List to show only Base
Items.

Site Items
Any Stock Item that is to be sold at a Site will be generated a Site Prefix from the
Base Item. Site Items will be linked to the Base Item at Head Office. When viewed at
the Site terminal, the Stock Item will display as a Standard Stock Item Code without
the Site Prefix. Sites are unable to view or edit the Base Items.

When viewed from Head Office, the Site Prefix will be displayed. This ensures that
Head Office is able to modify any details specific to that Site only.

All Items
Head Office has the option of viewing the Stock Items in various ways. They can
view only the Base Items, only specific Site Items, or All Items. When viewing All
Items, the only distinguishing difference between the items in the Stock Item List
will be the Site Prefix Code. As displayed in our example below, we are viewing Code
2 for All Items.

Add Items
When you add Base Items from a Head Office Terminal you will be required to
confirm which Site items will receive the new Items. As it is a new Item, you will be
required to select the Site/s the item will be created in. You also have the option to
Copy Sell Prices, Cost Prices, Tax Settings and Other Fields. In large multi-store
environments, you can use the Select All button to choose all Sites. You can select to
enable the items in each Location.

Once you select to Proceed the item/s will be created and a packet sent to the
corresponding Site/s.

Modify Items
Head Office has the ability to modify any field of any Stock Item, regardless of
whether they are a Base Item or a Site Item.

Modifying a Site Item will display the Site Prefix, and will also display a small header
naming the Site the Stock Item is saved in. When Head Office saves this item, the
changes will be sent to the Site that the item is located in only.

When Modifying a Site Item from a Site terminal, they will not be able to edit certain
fields, but they will be visible. These include Stock Code, Description, Department
and Scan Code fields.

When Modifying a Base Item at a Head Office terminal, you will be required to
confirm which Site/s the changes will be sent to, and also which Sell Prices, Cost
Prices, Tax Settings and Other Fields that should be included.

Indirect Items
Indirect Items can be defined by Site. Head Office can set the default Indirect
amounts for the items when creating the Base Item, but the Sites can also have
access to their items and edit them accordingly.

Franchise Items
Franchise Stock Items can be used to allow Sites to create items specific to their
locale or business only. No other Site will have access to these items, but they will
be sent to the Head Office for recording and sales history.

Go to Setup > POS Terminals > Modify > POS Settings > User-Defined Options.
Enter the following details:
Description FRANCHISE ITEMS, Setting X (Where X= the number of items you
will allow them to create).

Go to Setup > POS Terminals > Modify > Miscellaneous > General. Enter the range
of Stock Item Codes the store I able to access.

Franchise Items can be filtered on the Stock Item List. Select the Franchise Items
button at the bottom of the screen.

Site Management
If you are updating your database from a standard installation to implementing
Multi-Store Management or adding a new Site to your existing database, you will
need to use the Site Management facility. Site Management will create Site Items
from a Head Office database to a site that you select with the Site Prefix. It is
possible to select specific departments within your database so that not all items
located at Head Office are created on the Site. You also have the choice of creating
Sell Prices and Cost Prices.

Go to Setup > Sites > Site Management.

Make your selections of data that is required. This function can be run multiple times
is using Departments to break the database apart.

When you select Proceed a progress sphere will open and display all items as they
are added.

A message will display that all items were copied and added to the selected site.

Journal History Enquiry

The Journal History Enquiry screen is able to be filtered by Site.

Go to Enquiry > Journal History > Site or press the Journal Enquiry button on the
POS Screen.

MYOB Accounting Interface

MYOB Accounting Interface in Idealpos
Idealpos can interface to MYOB Accounting Software, providing a direct transfer of
reconciled sales, payments and supplier invoices to MYOB. General Ledger accounts
in MYOB are linked to Sale & Purchase Categories in Idealpos, along with other POS
Functions. Sales and banking figures from each POS terminal are consolidated in the
End Sale Period function by performing an End of Shift at each POS terminal.
Once the banking figures are reconciled, the consolidated sales and banking totals
are then sent directly to MYOB. Supplier Invoices are also sent to MYOB.

Before you Begin

We strongly recommend that you seek professional advice from your Accountant or
Bookkeeper before using this module. Linking the wrong General Ledger Accounts in
Idealpos can result in data being transferred incorrectly.
Our MYOB Accounting Interface has been designed so that you do not have to recreate your selling or inventory items in MYOB. Instead, Idealpos transfers sales and
purchase data to MYOB in Categories. This interface does not support the transfer of
individual stock items to MYOB; therefore Cost of Sales journals for sale
transactions are not sent to MYOB.

Idealpos Licensing Requirements

Your back-office PC will require the MYOB Accounting Interface Add-On module.
Please contact your authorized dealer if you require this module. You can check if
your software is licensed for this module by looking at the user registration screen.
The letters ACC should be in the options field. If you are using the Head Office and
Site Management Licenses, you will be required to have an ACC for each Site.

Supported MYOB Software Versions

Idealpos can interface with the following versions of MYOB Accounting Software with
the MYOB ODBC Direct Software:
MYOB Accounting v17, v18, v18.5
MYOB Accounting Plus v17, v18
MYOB Premier v11, v12, v12.5
MYOB Premier Enterprise v5, v6
MYOB AccountRight v19
MYOB AccountRight Premier v19.5

MYOB Installation
Start the MYOB installation by clicking the setup.exe file of the version you want to
use.

Click Next to proceed with the installation.

Click the button to accept the terms of the license agreement. If you do not accept
this agreement you will be unable to install MYOB.

Select the type of installation you would like to perform. Complete will install all of
the program features and use more room, Custom will allow you to select which
features will be installed.

Select where you would like MYOB to be installed. In nearly all cases, the default
location is the best. Only change this if advised to by MYOB.

Confirm the location of the installation and files that will be installed. Press Next to
confirm and proceed with the installation.

The MYOB installation will start to take place. It is a good idea to not use any other
programs whilst the installation in taking place.

The progress window in the bottom-right corner of the screen will display the current
installation details.

Expect to see advertisements and support details from MYOB in the main window.

One of the last features to be installed is the ODBC connection. The ODBC connection
allows Idealpos to write details to the MYOB file.

Once the installation has installed all necessary features click Finish to exit the
installation.

You can register your copy of MYOB for alerts and updates to the software.

If the ODBC connection did not install properly you can find the installation file under
the Start Menu > MYOB > MYOB Tools > Install MYOB ODBC Direct v10.

MYOB ODBC Direct

To fully utilise MYOB ODBC Direct, you must first have registered your MYOB
accounting software. If you are using MYOB Accounting v14, MYOB Accounting Plus
v14 or MYOB Premier v8 or above, you will also need to activate your company files
before accessing them using MYOB ODBC Direct.

A read-only site license for MYOB ODBC Direct and 14 days installation support can
be purchased in Australia for $259 directly from MYOB Sales by calling 1300 555
111. In other regions please contact your local MYOB support team for pricing
details. You will need to have your MYOB accounting product serial number close by
to complete the ODBC activation process.

You can test MYOB ODBC on the Clearwater sample company file at no charge, so
you can verify that the driver suites your needs. The Clearwater file is included in all
MYOB business management software Test Drives. Call 1300 555 151 within
Australia or 0800 60 69 62 in New Zealand and select the option to connect an
add-on solution to MYOB. You will be required to quote this Add-on Solution
activation number 5098668 and your MYOB serial number.

Alternatively, if you have an internet connection this can all be done online.

Within MYOB go to Services > my.myob Your Self Service Portal.

The my.MYOB webpage will open.

At the top of the screen go to Register Product > ODBC Activation.

Enter the Serial Number of your MYOB and the Activation Number (Supplied by
Idealpos is 5098668) and press Submit.

A confirmation screen will confirm that the ODBC has been activated on your license,
along with instructions to enable it.

Open the company file and login using the Administrator ID and Password. In the
case of a multi-user system, you should use the single user option. In MYOB go to
Setup > Company Information.

Click on the License button.

A new window will open detailing your license.

The license will be updated.

Once it is successful a confirmation window will be displayed.

Testing the ODBC Connection

MYOB provides a small utility to test the ODBC connection. You should do this before
configuring Idealpos.
Depending on the version of MYOB you have installed, this can be located in varying
locations. Generally there will be a folder created called MYOBODBCAU10 (for ODBC
10) that has the test connection facility within the bin > iwinnt >
TestConnection.exe.

A new window will open requiring you to enter the details of your database for
testing.

Connection Type
Select ADO as the Connection Type. The Driver Name will be displayed as
MYOAU1001.

ADO Connection
Enter Administrator for the Username and Password.
Browse to your Database, AccountRight Executable and Key File locations.

The Key File is provided by Idealpos and is located in the Support folder in the
location where Idealpos 6.0 was installed. The Key File is named
616030381689.key

DSN Connection
This section is greyed out as we will not be using this type of connection.

Press the Test button to check the connection.

If the connection fails a message will display asking you to check your settings.

Accounting Module Global Debtor Export for

Cash Based Accounting
Idealpos has two methods of sending Customer Account Sales (Debtors) to MYOB.

Accrual Method
Cash Method
Debtor Account.

All Debtor and non-debtor sales are sent together to MYOB in a

General Journal Entry transaction.
All Debtor sales are sent separately to MYOB to a single

If your business accounts for GST using the Cash Based Method, and you perform
sales to Debtors, then it is recommended that you send Debtors sales to MYOB using
a Global Debtor Account.

The advantage of sending Debtor sales to a MYOB Debtor Account is so MYOB will
correctly report Sales and GST for Cash Based Accounting.

The Profit & Loss (Accrual) Report will both paid and unpaid debtor sales:

The Profit & Loss (Cash) Report will only show invoices that have been paid:

The GST (Cash) Report will show the Tax Collected once the invoice is paid:

How to enable the Global Debtor Export for

Cash-Based Accounting
The first step is to create a Debtor Account in MYOB so that all Debtors sales in
Idealpos can use this one Debtor Account. It is not necessary, nor is it possible to
link individual debtor accounts in MYOB for every POS debtor in Idealpos, as Idealpos
is able to perform all normal Debtor functions such as Customer Invoicing,
Payments, producing Customer Statements, Customer Sales Reports, Trial Balance
reports and more.

Make note of the Customer Account Name in MYOB as this will need to be entered
into the Debtor Code in Idealpos.

To enable this option, go to Setup > Global Options > Accounting, and down the
bottom of the screen, tick the option called Enable Global Debtor Export for CashBased Accounting.

Performing a Sale on a Customer Account

To test a Customer Account transaction:
1. Select a Customer.
2. Enter a Sale.
3. Finalize on the Account Tender.

When transferred to MYOB, the Journal Transaction will appear as follows:

Performing an Account Payment

To pay the outstanding invoice:
Select the Customer.
Press the Customer Payment Button.
Select invoice to pay.
Press Enter.
Select Tender type and finalize sale.

When transferred to MYOB, the Journal Transaction will appear as follows:

Edit Sales Reconciliation screen shows Sales

Categories and GST Collected amounts
separately
In the Sales Reconciliation screen, the GST Amount is now shown separately for each
Sales Category. This is to display the GST Amounts on screen so you can see what
will be transferred to MYOB.

GST Accounting Basis Cash or Accrual

It is very important that you are using the correct GST Accounting Basis. If you are
not sure which method is right for your business, please check with your Accountant
or Bookkeeper. Idealpos will retrieve the GST Accounting Basis type when importing
the chart of accounts.

To check your GST Accounting Basis in MYOB:

In MYOB, go to Setup > Company Information and click on the BAS Info Icon.

Check the GST Accounting Basis.

Explanation of Cash and Accrual GST Accounting Basis

Reporting Tax on a Cash basis GST is reportable when payments are made or
received by the business, regardless of whether the transaction is pending or
finalized.

Reporting Tax on an Accrual basis GST is reportable when the transaction is

considered to be finalized, regardless of payments made or received by the business.

Connection Settings for Idealpos

You are now ready to connect Idealpos to your MYOB company file.
In Idealpos, go to Setup > Global Options > Accounting.

Select the Accounting Package > enter the path of the company file and Executable
file Location > Enter the User Name and Password of the MYOB company file.
You can enter a Resend to Accounting Password which is used when you have
already sent data to MYOB and would like to resend them because of one reason or
another. Without a password set, Idealpos will warn you that the data has already
been sent; however it will allow you to resend the data but will not check if the data
already exists in MYOB.

To test the connection, press Get Accounts. If the connection is successful, a list of
the GL Accounts will be visible. At this time, Idealpos will detect if the GST
Accounting Basis is set to Cash or Accrual when retrieving Accounts from MYOB.

If your MYOB Company file has not been activated to use the MYOB Add-on Solution
for ODBC Access, Idealpos will fail to connect.

Drag and Drop the GL Account Codes into the empty boxes on the left.
Alternatively, type the GL codes into the empty boxes.

The Print button on the right hand side will print a list of accounts. We recommend
you print the GL accounts that are linked to the POS functions to send to your
Accountant or Bookkeeper for professional advice on choosing the correct accounts.

Tender Types with MYOB Accounting Interface

You can create up to 18 tender types in Idealpos in which you can link the same GL
Code from MYOB to multiple tenders. For example, MasterCard and EFTPOS
transactions could be paid into your bank account which is grouped together in one
merchant settlement from your financial institution; therefore you record these
payments in the same GL account in MYOB.

In Idealpos, go to Setup > Functions > Scroll down until you reach the list of tender
types.

Press Modify to edit the tender.

Type in the description of the Tender and select appropriate options. You can inhibit
any unused options so they dont appear on the POS Screen.

To inhibit Tenders go to Setup > Yes/No Options > Tenders > Inhibit any unwanted
tenders.

Sales Categories with MYOB Accounting

Interface
The Sales data is sent to MYOB using Sales Categories. Please check that all your
selling items (stock items) are correctly linked to departments and departments are
correctly linked to Sales Categories.

The first 9 Sales Categories are sent to MYOB with all the remaining categories are
linked to the 10th Sales Category which is called Other Sales Categories.

To create Sales Categories go to File > Sales > Sales Categories. Only a description
is required to create a Sales Category.

Once Sales Categories have been created, you will need to link Departments to the
Sales Categories.
Go to File > Sales > Departments. Modify each department and link to the
appropriate Sales Category.

Purchase Categories with MYOB Accounting

Interface
Supplier Invoice data is sent to MYOB using Purchase Categories. Each Stock Item is
linked to a Purchase Category.

To create Purchase Categories go to File > Purchases > Purchase Categories. Only a
description is required to create a Purchase Category. Dont use the GL Code field
here as this is used for a different type of export for another accounting package.

The first 9 Purchase Categories are sent to MYOB with all the remaining categories
are linked to the 10th Purchase Category which is called Other Purchase Categories.

To link a Stock Item to a Purchase Category go to File > Stock Control > Stock
Items. Highlight the stock item and press modify. Select the appropriate purchase
category for the stock item. You only need to link Stock Controlled items to a
purchase category for the purpose of sending the data to MYOB.

Other POS Functions for MYOB Accounting

Interface
Depending on the POS functions you use in Idealpos, you may need to set other
functions including Paid Out, Received on Account and Freight and Admin Fees to
work correctly with MYOB.

Paid Out
The Paid Out function can be used to:
Take money out of the cash drawer to purchase goods.
To pay TIPS out of the cash drawer.
If you were using this function for purchasing goods (E.G. buying milk), then you
would also use the Received on Account function to reimburse the cash drawers
money.
Paid Out could also be used for TIPS OUT. Tips would enter into POS using a
Received on Account function (TIPS IN) and paid out using TIPS OUT (paid out
function).

Received On Account
The Received on Account function can be used to:
Reimburse the cash drawer after making a purchase.
To record Tips received from customers. Tips-In could be cash tips or credit card
tips.
Gift Voucher Sale You receive money for customers who purchase a gift voucher.
You can create up to 4 Paid Out functions and 4 Received on Account functions
within Idealpos. To change the description of these functions go to Setup >
Functions.

Admin and Freight Fees

Admin and Freight fees are sometimes recorded separately on your Supplier
Invoices. You can send these across separately to MYOB using Purchase Categories.
After the Purchase Categories is created, you can set them as your default Purchase
Categories. Go to Setup > Global Options > Purchases.

Tax Rates for MYOB Accounting Interface

To set the Tax Rate and Tax Labels go to Setup > Global Options > Sales.

Set the Label description for GST to GST and GST FREE to FRE. These Labels must
match the tax code in MYOB.

NETT Sales Calculation in Idealpos

When a sale is made, you can apply various types of discounts and surcharges; and
when using customer loyalty, you are able to purchase goods with your accumulated
loyalty points. These discounts, surcharges and point redemptions are subtracted or
added from the Gross Sales to produce the NETT Sales.
Idealpos sends the NETT Sales to MYOB. GST and GST Free sales are separated.

and
ptions
Sales.

ALL Sales Reports will match Financial Report NETT Sales Total

Stock Items Sales Total balance with Financial Report

Linked GL Accounts in Idealpos

In the table below, is an example of how General Ledger Accounts are linked to
Idealpos. Please seek professional advice from your Accountant or Bookkeeper to
help you choose the correct GL Account to link to the POS Functions.

POS Function

MYOB
Account
Type

MYOB
Account
Code

Cash

Tender

Asset

1-1180

Points

Tender

N/A

MasterCard
Amex
Diners
EFTPOS
Account
Lay-By
Gift Voucher
Food
Beverage
Functions
Tips In
Paid In
Gift Vch Sale
Tips Out
Paid Out
Rounding
Variance
Account
Adjustment
Lay-by
Adjustment
Lay-By
Cancellation

Tender
Tender
Tender
Tender
Tender
Tender
Tender
Sales Category
Sales Category
Sales Category
Received on A/c
Received on A/c
Received on A/c
Paid Out
Paid Out
Rounding
Variance

Asset
Asset
Asset
Asset
Asset
Liability
Liability
Income
Income
Income
Expense
Expense
Liability
Expense
Expense
Expense
Expense

1-1188
1-1189
1-1160
1-1188
1-1200
2-1800
2-1700
4-1100
4-1200
4-1300
6-2020
6-2010
2-1700
6-2020
6-2010
6-1950
6-1960

Un-deposited Funds
Point Redemptions are not
sent to MYOB.
EFTPOS
American Express
Diners
EFTPOS
Trade Debtors
Lay-By
Gift Voucher
Sales, Food
Sales, Beverage
Sales, Functions
Tips In/Out
Paid In/Out
Gift Voucher
Tips In/Out
Paid In/Out
Rounding
Variance

Account Adjustment

Expense

6-1970

Account Adjustment

Lay-by Adjustment

Expense

6-1980

Lay-by Adjustment

Lay-By Cancellation

Income

4-4950

Lay-by Fee

Purchases

Purchase Category

5-1000

Cost of Sales, Purchases

Wine

Purchase Category

5-2000

Cost of Sales, Purchases

Spirits

Purchase Category

5-3000

Cost of Sales, Purchases

Freight

Purchase Category

5-9100

Cost of Sales, Freight

Admin Fees

Purchase Category

5-9200

Admin Fees

Trade
Creditors
GST Holding
GST
Collected

Cost of
Sales
Cost of
Sales
Cost of
Sales
Cost of
Sales
Cost of
Sales

Description

Trade Creditors

Liability

2-1200

Trade Creditors

Accounts Cash Basis

Liability

2-1340

GST Holding Account

GST Collected on Sales

Liability

2-1310

GST Collected

End of Shift Procedure

In order for the sales to be transferred to MYOB, you must perform an End of Shift
at each POS Terminal.
At the end of the day/shift, press the End of Shift button.

The Cash Declaration window will appear. You can either count the money in the
cash drawer at this time, or press OK, leaving the cash declaration window empty,
and you can complete the cash declaration from a back-office PC, which has the
MYOB Accounting Module installed on it.

Delay Cash Declaration Count

You can enable the Delay Cash Declaration Count option which will change the
behavior of the End of Shift function. Instead of the Cash Declaration windows
appearing immediately after pressing the End of Shift button, a message box will
appear to notify the Clerk to remove the cash drawer and count the money.

End of Shift is assigned to the Clerk who performed the function, and the Clerk is not
able to log-on to any POS terminal on the network until they have completed the End
of Shift procedure. The Clerk can finish their End of Shift at another POS Terminal
on the network.

Sites
Sites have been introduced to group certain functions within Idealpos. Sites affect
the reconciling of sales data as each POS Terminal is linked to a site. By default all
POS Terminals are linked to Site 1 in the database. You can create multiple sites
and link your POS Terminals to a Site.

If you decide to use multiple Sites, the End Sales Period screen will only show the
End of Shifts from the site your POS Terminal is linked to.

To create new Sites or modify existing go to Setup > Sites. You are only required to
enter the description of the Site.

End Sales Period

The End Sale Period function is used to consolidate the End of Shift from each POS
Terminal.
To End the Sale Period go to Accounting > End Sales Period.

All the End of Shifts performed at each POS Terminal will be displayed within the site
you have selected.

You have the option to edit the End of Shift figures for each individual End of Shift
before you proceed to the next step. You can enter the counted total for each cash
drawer at this point, or alternatively you can proceed to the next step and count all
the money from each cash drawer together.

To edit a Cash Declaration, highlight the Shift End and press Edit.

When you are ready to go to the next step, press Proceed. A message box appears
confirming that you are about to create a new Accounting Reconciliation. This action
cannot be reversed!

End Sales Period Possible Scenarios

One End of Shift per terminal/per day and one End Sales Period per day.
This scenario is where a business uses only one cash drawer float per terminal per
day, and at the end of day, the End Sale Period function is performed.

Multiple End of Shifts per terminal/per day and only one End Sale Period
per day
This scenario is where a POS Terminal may have more than one End of Shift
performed within one day, in which you will be required to reconcile each cash
drawer float.

Multiple End of Shifts per terminal/per day with an End of Shift/s not
completed
If an End of Shift has not been completed, and you perform an End Sales Period, the
sales data for this unfinished shift will not be added to the current End Sale Period.

Businesses that operate over the weekend, but do not do any banking or reconciling
of cash drawer floats can either End Sale Period for the whole weekend sales OR
perform a End Sale Period at the end of each day, and reconcile their combined End
of Shift totals after the weekend.

Performing one End Sale Period per day would allow you to send the reconciled
banking data to MYOB with each day separated.

Sales Reconciliation
The Sales Reconciliation function is the final step before sending sales and banking
data to MYOB Accounting Software.

Each Sales Reconciliation is shown line by line. An Audit number is given to each
Sales Reconciliation and is sent to MYOB as the journal reference number.

Multi-Site Businesses
If you are a Multi-Site Business and you have each site connected via a VPN
Network (Virtual Private Network over the Internet) it is possible to perform Sales
Reconciliations for each Site.
If you operate multiple copies of MYOB for each site, you can change the MYOB
Company File name BEFORE you send to Accounting. Alternatively, you can use the
Save as File Option to save the Sales Reconciliation to a file, and transfer to another
computer for Importing into MYOB. The IPS Import to MYOB Utility is required for
this function.

Balancing the Sales Reconciliation

To balance the Sales Reconciliation, highlight the Sales Reconciliation and press Edit.
The Sales Reconciliation must balance before Idealpos allows you to send to MYOB.

If there is a variance in between the sales total and the counted cash drawer float,
enter either a positive or negative variance amount in the variance box.

Once Sales reconciliations are balanced, a tick will appear in the balanced column
and the Sale Reconciliation is now ready to send to MYOB. Press Send to Accounting
to send to MYOB.

If the Transfer is successful, a tick will appear in the accounting column, and the
data has now been sent to MYOB.

View transferred Sales Reconciliation data in

MYOB
To view the transferred data in MYOB, click on Transaction Journal in the Accounts
Command Centre.

The transferred data has been sent to MYOB as a General Transaction Journal. Click
on the little arrow beside the date to view the contents of the Journal.

The General Journal reference number will match Idealpos Sales Reconciliation
number (E.G SR000042) and the Memo text will read Transferred from POS.

View all Cash Declarations within a single Sales

Reconciliation
Press the View Cash Declaration button located at the bottom the Sales
Reconciliation screen to view all the Cash Declarations for a single Sales
Reconciliation.

The Cash Declaration report shows the Expected Total, Actual Total and Variance for
each End of Shift.

If for any reason you need to send the data to MYOB again, you can press the Send
to Accounting button and a message box will appear, asking you to confirm if you
wish to send again.

You can set a password to protect this option from being used accidentally. To set
the password, go to Setup > Global Options > Accounting. Enter a password in the
Resend to Accounting Password box.
Idealpos will now prompt for a password when resending the data.

Delete a transferred Sales Reconciliation in

MYOB
You can delete a General Transaction Journal in MYOB if necessary. To delete the
transferred Sales Reconciliation, open the General Journal Transaction entry, click on
the Edit menu and select Delete General Journal Transaction.

It is possible to edit a Sales Reconciliation AFTER you have sent the data to MYOB.
Simply delete the original General Journal Transaction in MYOB, and then resend the
edited Sales Reconciliation.

IPS Import Data to MYOB Utility

For users who dont have MYOB installed on the same PC as the Idealpos software,
you can use the IPS Import Data to MYOB Utility.

Instead of using the Send to Accounting function, highlight the Sales Reconciliation
you wish to send and press Save as File button located at the bottom of the Sales
Reconciliation screen.

Save the IPS MYOB Export.txt file and copy to the other PC.

Open the IPS Import to MYOB Utility, and enter the path of the Company File,
Executable File and File to Import location.

Click on Import to MYOB > A message box will appear to confirm that you would
like to send the data to MYOB.

A message will appear to notify you that the data has been successfully sent to
MYOB.

The IPS Import to MYOB Utility is built into the Idealpos software installation. You
can either install a complete copy of Idealpos onto the MYOB PC and create a
shortcut to this program OR ask your authorized dealer supply you with the
installation file to install this separately on the MYOB PC.

If Idealpos is installed in its default installation location, then the file location for the
utility is C:\Program Files\Idealpos 6.0\IPSImportToMYOB.exe.

For example, your Accountant or Bookkeeper could install this utility on their PC, and
you could email the exported sales and supplier data to them.

Reconciled Sales and Takings Report

The Reconciled Sales and Takings Report is available to print within the Sales
Reconciliation screen for an individual Sales Reconciliation OR you can print this
report for a combined total of Reconciled Sales and Takings.
To print this report go to Accounting > Reconciled Sales and Takings Report.

Select a Date range. Select All Sites, or a single Site.

Reconciled Tenders are shown on the left, and Sales Category amounts and other
POS Functions are shown on the right.

POS Transaction Examples

Below are some examples of the different types of POS Transactions in Idealpos.
The examples show how the transaction should appear in the MYOB Transaction
Journal and will show if the example is for Cash, Accrual or Cash and Accrual GST
Accounting Basis.

Sale All Items GST Inc. Cash & Accrual

A Sale for $50.00 Inclusive of GST - paid by Cash.
A/c
No.
1-1180
4-1100
2-1310

Account Name

A/c Type

Debit

Un-deposited Funds
Sales, Food
GST Collected

Asset
Income
Liability

$50.00

TOTAL

Credit
$45.45
$4.55

$50.00

Tax Code
N-T
GST

$50.00

Sale Items are GST Inc. and Ex Cash & Accrual

A Sale for $50.00 Inclusive of GST and $50.00 Exclusive of GST - paid by Cash.
A/c
No.
1-1180
4-1100
4-1100
2-1310

Account Name

A/c Type

Debit

Un-deposited Funds
Sales, Food
Sales, Food
GST Collected

Asset
Income
Income
Liability

$100.00

TOTAL

Credit
$45.45
$50.00
$4.55

$100.00

Tax Code
N-T
GST
FRE

$100.00

Refund/Void Mode Transaction Cash & Accrual

A Cash Refund/Void Mode for $50.00 Inclusive of GST.
A/c
No.
1-1180
4-1100
2-1310

Account Name

A/c Type

Un-deposited Funds
Sales, Food
GST Collected

Asset
Income
Liability

TOTAL

Debit

Credit

Tax Code

$50.00

N-T
GST

$45.45
$4.55
$50.00

$50.00

Sale with EFTPOS Cash-Out Cash & Accrual

A Sale for $50.00 Inclusive of GST with a cash-out amount of $10.00.
A/c
No.
1-1180
1-1188
4-1100

Account Name

A/c Type

Un-deposited Funds
EFTPOS
Sales, Food

Asset
Asset
Income

Debit

Credit

Tax Code

$10.00

N-T
N-T
GST

$60.00
$45.45

2-1310

GST Collected

Liability

TOTAL

$4.55
$60.00

$60.00

Lay-By Sale & First Payment Cash & Accrual

A Lay-by sale of $50 Inclusive of GST with a $10 Deposit paid on Cash.
A/c
No.
1-1180
2-1800
TOTAL

Account Name

A/c Type

Debit

Un-deposited Funds
Lay-By Payments

Asset
Liability

$10.00

$10.00

Credit

Tax Code

$10.00

N-T
N-T

$10.00

Lay-By Part Payment Cash & Accrual

A Part payment is sent to MYOB the same as the first payment.
A/c
No.
1-1180
2-1800

Account Name

A/c Type

Debit

Un-deposited Funds
Lay-By Payments

Asset
Liability

$10.00

TOTAL

$10.00

Credit

Tax Code

$10.00

N-T
N-T

$10.00

Lay-By Final Payment Cash & Accrual

A final Lay-by payment of $30.00 paid on Cash. On the final payment, the GST and
Sale amount is sent to MYOB.
A/c
No.
1-1180
4-1100
2-1800
2-1800
2-1310

Account Name

A/c Type

Debit

Un-deposited Funds
Sales, Food
Lay-By Payments
Lay-By Payments
GST Collected

Asset
Income
Liability
Liability
Liability

$30.00

TOTAL

Credit

Tax Code

$45.45
$30.00

N-T
GST
N-T
N-T

$50.00
$4.55
$80.00

$80.00

Lay-By Credit Adjustment Cash & Accrual

A Lay-By sale of $50 Inclusive of GST with a deposit of $10.00 Cash. An Adjustment
of $1.00 was applied to this Lay-By with an owing balance of $39.00.
A/c
No.
6-1980
2-1800

Account Name

A/c Type

Debit

Lay-By Adjustment
Lay-By Payment

Expense
Liability

$1.00

TOTAL

$1.00

Credit

Tax Code

$1.00

N-T
N-T

$1.00

Lay-By Debit Adjustment Cash & Accrual

A Lay-By sale of $50 Inclusive of GST with a deposit of $10.00 Cash. An Adjustment
of $1.00 was applied to this Lay-By with an owing balance of $41.00.
A/c
No.
2-1800
6-1980
TOTAL

Account Name

A/c Type

Debit

Lay-By Payments
Lay-By Adjustment

Liability
Expense

$1.00

$1.00

Credit

Tax Code

$1.00

N-T
N-T

$1.00

Lay- By Cancellation Refund Monies Paid Cash & Accrual

Cancel a $50.00 Lay-By with a deposit of $10.00 Inclusive of GST.

A/c
No.
1-1180
2-1800

Account Name

A/c Type

Debit

Un-deposited Funds
Lay-By Payments

Asset
Liability

$10.00

TOTAL

$10.00

Credit

Tax Code

$10.00

N-T
N-T

$10.00

Lay-By Cancellation Refund Part Monies Paid and charged Service Fee
(cancellation fee) - Cash & Accrual
Cancel a $50.00 Lay-By with a deposit of $10.00 and a service fee of $5.00 and
refund of $5.00.
A/c
No.
2-1800
4-4950
1-1180
2-1310
TOTAL

Account Name

A/c Type

Debit

Lay-By Payments
Lay-By Fees
Un-deposited Funds
GST Collected

Liability
Income
Asset
Liability

$10.00

Credit
$4.55
$5.00
$0.45

$10.00

$10.00

Tax Code
N-T
GST
GST

Explanation of Account Sales with Accrual GST Accounting Basis

When a sale is made, and tendered on Account, the GST Amount is sent to MYOB
with the sale amount.

Account Sale Accrual

Sale of $50.00 Inclusive of GST and tendered on Account.
A/c
No.
1-1200
4-1100
2-1310

Account Name

A/c Type

Debit

Trade Debtors
Sales, Food
GST Collected

Asset
Income
Liability

$50.00

TOTAL

Credit
$45.45
$4.55

Tax Code
N-T
GST

$50.00

$50.00

Credit

Tax Code

$50.00

N-T
N-T

Account Payment Accrual

A payment of $50 on Account.
A/c
No.
1-1180
1-1200
TOTAL

Account Name

A/c Type

Debit

Un-deposited Funds
Trade Debtors

Asset
Asset

$50.00

$50.00

$50.00

Explanation of Account Adjustments

A customer has paid less than the full amount of their owing balance and you would
like to remove the outstanding amount to adjust the account/invoice to a zero
balance.
A customer has paid more than the full amount of their owing balance and you would
like to remove the overpaid amount to adjust the account/invoice to a zero balance.
An Account Payment has been applied to the wrong account. You want to adjust the
account which the payment was applied to and adjust the account which the
payment should have applied to.
You would like to apply a discount on the account.
A Customer who has an Inactive Account and have a debit or credit balance, and
you want to adjust the account/invoice to a zero balance.
Please note that the above account adjustments should only be used for minor
adjustments to customer accounts or rounding adjustments (i.e. where the value of
the adjustment is less than $10). We note that no transaction entries regarding the
GST implications of these adjustments are recorded in MYOB.
It is recommended that a Void Mode Account Credit transaction be recorded for any
transaction adjustments with a value of greater than $10 so that the GST
implications and stock adjustments are recorded appropriately in MYOB.

Account Adjustment Cash & Accrual

A customer has paid less than the full amount of their owing balance and you would
like to remove the outstanding amount to adjust the account/invoice to a zero
balance.
A/c
No.
6-1970
1-1200

Account Name

A/c Type

Debit

Account Adjustments
Trade Debtors

Expense
Asset

$0.10

TOTAL

$0.10

Credit

Tax Code

$0.10

N-T
N-T

$0.10

Account Adjustment Cash & Accrual

A customer has paid more than the full amount of their owing balance and you would
like to remove the overpaid amount to adjust the account/invoice to a zero balance.
A/c
No.
1-1200
6-1970

TOTAL

Account Name

A/c Type

Debit

Trade Debtors
Account Adjustment

Asset
Expense

$0.10

$0.10

Credit

Tax Code

$0.10

N-T
N-T

$0.10

Account Sale - Cash

A Sale of $50.00 Inclusive of GST with the total amount finalized on Account.
A/c
No.
1-1200
4-1100
2-1340
TOTAL

Account Name

A/c Type

Debit

Trade Debtors
Sales, Food
GST Holding

Asset
Income
Liability

$50.00

$50.00

Credit

Tax Code

$45.45
$4.55

N-T
GST
N-T

$50.00

Explanation of Account Sales with Cash GST

Cash Basis
When a sale is made, and tendered on Account, the GST Amount is only sent to
MYOB as payments are made on the account.

Account Payment - Cash

A full payment is made of $50.00 with the GST amount transferred from the GST
Holding Account to the GST Collected Account.
A/c
No.
1-1180
1-1200
2-1340
2-1310

Account Name

A/c Type

Debit

Un-deposited Funds
Trade Debtors
GST Holding
GST Collected

Asset
Asset
Liability
Liability

$50.00

TOTAL

Credit
$50.00

$4.55
$4.55
$54.55

Tax Code
N-T
N-T
N-T
N-T

$54.55

Account Credit Adjustment - Cash

An Account sale of $50 Inclusive of GST with an Adjustment of $1.00 was applied to
this Account to leave an outstanding balance of $49.00.
A/c
No.
6-1970
1-1200

Account Name

A/c Type

Debit

Account Adjustment
Trade Debtors

Expense
Asset

$1.00

TOTAL

$1.00

Credit

Tax Code

$1.00

N-T
N-T

$1.00

Account Debit Adjustment - Cash

An Account sale of $50 Inclusive of GST with an Adjustment of $1.00 was applied to
this Account to leave an outstanding balance of $51.00.
A/c
No.
1-1200
6-1970
TOTAL

Account Name

A/c Type

Debit

Trade Debtors
Account Adjustment

Asset
Expense

$1.00

$1.00

Credit

Tax Code

$1.00

N-T
N-T

$1.00

Supplier Invoices with MYOB Accounting Interface

You can nominate which Suppliers Invoices you would like to send to MYOB.

To enable a Supplier to send to MYOB:

Go to File > Suppliers > Suppliers.

Edit the Supplier, and tick Accounting box near the bottom right hand side of the
window.

You can send all the Suppliers in Idealpos to MYOB by pressing the Export All
Suppliers to MYOB button.
If you prefer, you can add Suppliers to MYOB individually instead of exporting all
suppliers from Idealpos.

Enter a Stock Purchase into Idealpos as per the standard process. Invoices and
Purchase Orders must be fully processed before they can be sent to MYOB.

Once the Invoice or Purchase Order has been processed, go to Accounting > Supplier
Invoices.

The Supplier Invoice screen will only show invoices that have not been sent to MYOB
within the selected date range. You can show previously sent invoices by selecting
the appropriate date range and ticking the Include Invoices Already Sent option at
the bottom left hand part of the screen.

View transferred Supplier Invoice data in MYOB

To view the transferred data in MYOB, click on Transaction Journal in the Purchases
Command Centre.

The transferred data has been sent to MYOB as a Miscellaneous Purchase Journal.
Click on the little arrow beside the date to view the contents of the Journal.

The Miscellaneous Purchase Journal reference number is automatically generated by

MYOB (E.G PJ000003) and the Memo text will read Imported AUST LIQUOR
MARKETERS.

Delete a transferred Supplier Invoice in MYOB

You can delete a Miscellaneous Purchase Journal in MYOB if necessary. To delete the
transferred Miscellaneous Purchase Journal, open the Miscellaneous Purchase Journal
entry, click on the Edit menu and select Delete Purchase.

Network Printers
Network Printers in Idealpos
Using Network Printers in Idealpos will give you the ability to control all the Receipt
and Kitchen/Bar/Promo Printers used throughout your system. Printers can be
connected to any terminal via Serial or Ethernet interface. They can be controlled by
Site to allow the maximum number of printers for each area. Network Printers also
ensures that any print jobs that dont print properly for a variety of reasons can be
re-printed, printed from another printer, or automatically redirected. The Network
Printing screen will open to as large as possible if required when supported by a
large screen.

Network Printing is controlled by the IPSPrintServer, which needs to run on all

terminals that need to connect to a printer. You can see the icon in the bottom right
corner of your PC. This service will start automatically on a windows restart. If for
some reason you have closed IPS Deploy then IPS Print Server may not be running.

You can access the setup of Network Printers by going to Setup > Network Printers.

You can Add, Modify, Delete and Test any printer for any site while using any
terminal, provided the network is connected. It is recommended however, to perform
all printer functions for a specific terminal, on the terminal the printer is directly
connected to. Use the scroll bar at the bottom of the screen to view other printers.

Network Printers supports the following printer drivers:

Epson TM-T88
Thermal
Serial, Ethernet
Epson TM-U210B
Dot Matrix
Serial, Ethernet
Epson TM-U230
Dot Matrix
Serial, Ethernet
Toshiba A-10
Thermal
Serial, Ethernet, USB
Idealpos LK-D30
Dot Matrix
Serial, Ethernet
Idealpos LK-210
Thermal
Serial, Ethernet, USB
Kitchen Monitor
Display
Ethernet

Most thermal POS receipt printers will be able to use the Epson TM-T88 driver, but
you will need to read the documentation included with your printer to confirm this.

You may be required to perform a Self-Test on the printer itself. This will require a
number of simple steps, which should print out a docket containing information
about the printer.
Turn the Printer Off.
Hold the Feed button down.
Restart the Printer while holding the Feed button down.
Once the printer has power or starts to print, release the Feed button. A
receipt will print out with the details of the printer.

Below are 2 examples of a Self-Test receipt. The example on the left is from a Serial
Printer, and the example on the right is from an Ethernet Printer.

Adding a Printer
Press the Add button located in the middle of the top of the screen. A new window
will open to enter the printers details.

Printer Name
Each printer must be given a unique name. This will help distinguish printers from
multiple terminals.

Type
Use the drop-down menu to select from the available drivers.

Connection
Use the drop-down menu to select from Ethernet, COM Port or USB.

Baud Rate
This field will display when you have selected a COM Port as a connection. Use the
drop-down menu to select from the available speeds. Baud Rate is the speed with
which the printer communicates to the terminal. You can find out the printer Baud
Rate by running a Self-Test on the printer. The Baud Rate is usually 9600 or 19200.

POS System
This field will display when you have selected a COM Port as a connection. Use the
> button to select the POS Terminal the printer is connected directly to.

IP Address
This field will display when you have selected Ethernet as a connection. Enter the IP
Address of the printer into this field.

Port
This field will display when using Ethernet as a connection. This is the default port
used to communicate with the printers. Do not change this setting unless advised of
a new port number by your network administrator.

Use in Backup Printer List

When this option is selected, the printer will display as an option on the screen at a
terminal when the default printer has failed to print the job.

Redirect Printer
Use the drop-down menu to select a printer to be used automatically if the default
printer fails. Each printer can be set with a redirect printer, but if all printers are
offline, the print job will loop until a printer becomes available, with no print jobs
being printed.

All printers that have been added will be displayed in the list. If you are using
multiple Sites, printers will only display for one site at a time.

Important Notes:
If you have a windows printer installed that is set to use the COM Port that
you have set your printer up to, it will not print through Network Printers,
even if you are not physically using that printer. You will need to change COM
Ports or delete the offending printer.
Any other peripherals that are attached to the terminal can also interfere with
the printer settings.
A restart may be required after changing COM Ports or deleting printers.

Test Printers
When all the printers have been added to the database, test them all to ensure they
have been correctly setup.

Before using the Test function, it is a good idea to restart the IPS Printer Server. In
some cases, a restart of the terminal may also be required. To restart the printer
server, press the icon in the bottom right corner of the screen.

A new window will open giving you the option of Exit or Hide. Exit will close the
printer server. If IPS Deploy is running it will restart automatically, if it is not, you
should restart IPS Deploy. Hide will minimise the printer server window without
restarting the server.

Go to Setup > Network Printers > Highlight a printer > press Test. A small docket
should print from the printer. If the writing is illegible it is generally the wrong Baud
Rate set.

If a docket doesnt print at all a message should appear on the terminal attempting
the print job.

You have the option to Retry or select from a backup printer. If you choose neither
of these options you will have to close the window and lose the print job altogether.

Link Printers to POS Terminals

When all the printers have been added to the database, you need to program them
to the POS Printer Function that each stock item uses. Each stock item has the ability
to print to 1 receipt and 6 kitchen printers. These printers can be in multiple
locations, or the same printer can be used for 3 different print job locations.

To link each printer to the function required, drag it from the top of the screen to the
function you want to use it for at the bottom of the screen. Repeat this process for
each printer and function as required, until all functions have been correctly setup.

Clear ALL
This button will clear all of the printers that have been linked at the bottom of the
screen. It does not delete or remove the printers that have been added to the
database.

Clear
This button will clear the selected block only, one at a time.

Copy KP
This button will copy all the Kitchen Printer settings to all other terminals from the
top POS Terminal to all others on that Site.

Timeout
This is the amount of time in seconds that POS will attempt to print to the printer
before displaying an error.

Change Kitchen Printer Mapping in POS Screen

This function allows you to create buttons on the POS Screen that will change
Network Printer Settings. It can help to save time by re-programming printer
connections to be used throughout the day in different service environments.

Network Printers
It is assumed that you already have your printers configured in Network Printers.

Each printer is connected to the terminal where required.

In our example, we want to configure a button to change the Kitchen printer jobs to
be sent to the Coffee printer, and then configure a second button to change the
setting back.

To be able to program the buttons, you will need to know the Printer Name and
which KP position is being used. In our example we have KP1=KITCHEN and
KP2=COFFEE. It is important to know these configurations as they will need to be
entered on the button program.

POS Screen Setup

Go to Setup > POS Screen > POS Screen Setup > Layout > Buttons > select 2 blank
buttons > User Defined Function.

Automatic Text KitchenPrinterPosition=PrinterName (No spaces are allowed).

Button Caption Name the button to reflect the setting it will create. You can
name it whatever you wish.

There is no limit to the number of Printer buttons you can create, but it is
recommended to keep it as minimal as possible. It is also recommended to place the
buttons in a location where they wont be pressed accidently.

Using Printer Mapping

On the POS Screen press the button that will change the printer settings to print to a
different printer.

If you go and check the Kitchen Printer settings, you can see that the Kitchen Print
Jobs have now been redirected to the Coffee Printer.

Redirect EVERY Print Job

If you want the operator to decide where each print job will be sent, you can follow
these steps. This will force the Printer Error window to display on every print job
linked to this printer. From there you select the backup printer where you want the
job to be printed.

Create a new printer in Network Printers called DUMMY and set the connection as
Ethernet and make sure the IP Address field is blank.

Add the other printers to the database you want to use, making sure that the option
Use in Backup Printer List is selected.

Drag the DUMMY printer into every location where you require the operator to
select where the print job will be sent. In our example we have linked the DUMMY
printer to both our Coffee and Kitchen printing sections. We have also created both a
Coffee and Kitchen printer. This is an extreme example and could slow customer
service in a real world situation.

After each sale that includes a print job we want directed, the Printer Error window
will display, where you can select which printer you want to direct the job to.

Networking
Networking Configuration
The Configuration menu is used for the setup and configuration of Groups and
Terminals networking parameters. Network Groups are used for the grouping of
Terminals, in the same way that Departments group Stock Items.

Groups
Groups are used to group different POS Terminals into a set order for the purpose of
the Overwrite function. When used in this way, Terminals will be able to be
overwritten in a parallel fashion.

To Add, Modify or Delete groups go to Setup > Networking > Groups. You can also
access this function in IPS Client by going to Networking > Configuration.

Click on Add and edit the name of the group.

It is only possible to delete groups that have been User created and have no
Terminals linked to them.

Terminals
Before Terminals can be configured they need to be added through the POS Terminal
menu. Once a terminal has been added, they will need to be configured with an IP
Address. You DO NOT need to assign them to a specific group if you dont want. All
new terminals will be grouped in the Default Group.

To configure the terminals group and IP Address go to Setup > Networking >
Terminals.

Changing Groups
Click on the Group field of the terminal you want to modify, select the group you
want from the drop down list.

If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.

If you dont want to save any changes, simply exit the window and click No to saving
changes.

Configure IP Address
To add or modify an IP Address, click on the field and you will be able to enter your
desired IP. Idealpos supports multiple IP Addresses depending on the networking
configuration of the installation.

Multiple IP Addresses
If your network consists of a combination of networking tools (LAN, VPN, WIFI etc.)
you may want to force IPS Client to check if a specific IP Address is available before
trying the other. IPS Client will always attempt connection first on the Primary IP
each time IPS Client restarts. If the connection drops for whatever reason and IPS
Client has not restarted, it will first attempt to connect on the last known connected
IP.

Adding IP Addresses
To add an IP address, simply enter the IP in the Primary IP field. If you require a
keyboard, double-click the field and an on-screen keyboard will open.

If you need to swap addresses from Primary to Secondary, Copy, Paste or Clear the
fields, right-click with a mouse to access this menu.

If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.

If you dont want to save any changes, simply exit the window and click No to saving
changes.

Order Numbers
Order Numbers in Idealpos
Order Numbers can be either a specific number entered by the operator, or
generated consecutively through the POS Terminal settings. Order Numbers can
print on the Receipt, Kitchen Printers and Kitchen Monitor.

Order Numbers are able to be controlled through the POS Server, which can ensure
that each order number is used consecutively through a number of POS terminals.

Order Numbers are generally used in a Caf or Bistro environment where Table
Numbers are not allocated permanently and a number is given to each customer as
they place their order at the counter. Order Numbers can be used again and again
over the course of a day without issue. It is merely a way to keep track of what meal
goes to which Customer.

Order Number Settings

Using POS Server
Order Numbers may require you to use the POSServer program. This can be
configured by going to Setup > Global Options > Miscellaneous > POS Server.

Without POS Server

Go to Setup > POS Terminals > Modify the POS Terminal you want > Miscellaneous
> General.

Show Order This is to set a range of numbers to the selected POS Terminal so it
only has these numbers to use when issuing an order. Once the order number
reaches the limit it will restart the order number count. Different POS Terminals can
use a different range of Order Numbers.

Force Order Menu Will prompt for an order number on specific department items
sold within the sale. When any item linked to that department is sold, an order
number will need to be entered by the operator before the sale can be finalized. If a
number is not entered, the next consecutive number will be automatically allocated
to the sale.

Go to Setup > Yes/No Options > POS Screen > tick Force Order Entry.

Setup > POS Terminals > Miscellaneous > General > Show Order > Enter Range 999
to 999 > Force Order Menu > Set to 0 > Save.

Link the departments you want to force the entry on. File > Sales > Departments >
tick Inhibit Pre-paid Sales.

Force Order Entry This option will require each sale to be entered with an order
number before the sale can be finalized. If the operator does not enter an order
number, the next consecutive number will be allocated automatically. Go to Setup >
Yes/No Options > POS Screen.

Order Number Button

Go to Setup > POS Screen > POS Screen Layouts > Select Layout > Buttons >
Select a button > select Order Number from function list.

Using Order Numbers

Start a standard sale.

Press the Order Number button, or enter a number and then press the Order Number
button.

If you just selected the Order Number button or have the option to Force Order
Entry, the sales screen will prompt you to enter a number. Enter the number and
press Enter.

The allocated Order Number will display in Yellow at the top of the sales window.

The Order Number will be recorded in the Journal History, Activity Log and printed on
the Receipt, Kitchen Printers and Kitchen Monitor. It is not possible to search for a
specific order number.

Example of Order Number on a Receipt Printer

Example of Order Number in the Journal Enquiry

PayPal Interface
PayPal App
The PayPal interface allows you to accept payment from customers using the PayPal
mobile app within your store.

It might be a good idea to download the app for your devices software.

Android:
https://play.google.com/store/apps/details?id=com.paypal.android.p2pmobile&hl=en

Apple: https://itunes.apple.com/app/paypal/id283646709

Microsoft: http://www.windowsphone.com/en-us/store/app/paypal/75738196-1db249d9-afb1-d66a34d19fb6

Setup
There are many things that need to be setup before this interface can be used. Some
settings are online and others are within Idealpos. Please read the instructions
carefully before attempting to use this interface.

Online
The merchant will need to go online and create a PayPal account.

To do this go to https://www.paypal.com/au and sign up to create an account.

Idealpos
In order to use the PayPal app with Idealpos you will need to configure some settings
within the program. It is a requirement of using PayPal interface that you have the
EFT module.

PayPal Tender
You will need to create a PayPal Tender that will be used for when someone pays
with the app.

Go to Setup > Functions > select a blank Tender > Modify.

Remember to go to Setup > Yes/No Options > Tenders > untick Inhibit PAYPAL.

Global Options
Go to Setup > Global Options > Interfaces 2 > PayPal Interface > Select the PayPal
tender you have just created.

POSServer
The POSServer is required when using this interface. It only needs to be configured
on a single terminal and can be used in conjunction with other functions requiring
POSServer.

Go to Setup > Global Options > Miscellaneous > POSServer.

Open POSServer > PayPal tab.

Merchant Authorization
The Merchant Authorization screen allows you to get authorization from the
merchants PayPal account.

Press the Merchant Authorize button. Enter your PayPal details and press Log In. If
you havent yet created a PayPal account, press on the Sign Up.

Your details will be verified with PayPal.

Press OK to complete the Merchant Authorization.

Merchant Locations
The Merchant Locations allows you to setup and maintain your merchant locations.

Press the Merchant Location button to configure each store within your organization.

Press Add to create a new location. Fill in all the details about your store. If you do
not enter enough information you will be prompted to. If the details are not correct
you will need to rectify them.

Once you have entered all the details press Save.

The store will be saved and display in a list. Add as many other stores as required. At
this point Idealpos will locate the address on Google Maps based on your address
details.

Once a store has been added you will have additional options appear. These include
Logo, Open/Close Store, Delete and Modify. There is also another option that is used
to Set Location as Local.

Set Location As Local

If you have multiple locations configured within the POSServer, you need to set
which location is the local. This requires you to set the location where the POSServer
is installed.

Highlight the Location required > press Set Location As Local > Confirm.

Logo
This function allows you to upload a logo that will be displayed on the mobile app.
Each Location can have their own logo. Keep in mind that logos are to be displayed
on various mobile devices and should not be a large file.

Highlight the Location > press Logo. If you have already uploaded a logo this will be
displayed.

Delete Logo This will delete the current logo. If you do not upload a new logo, the
store will not be able to Open.
Upload New Logo This will allow you to search for and select a new logo to add.

Open/Close Store
This button will toggle depending on the current state of the store.

Highlight the location you want to Open/Close > press to Open/Close > new status
will display.

Delete
This button will delete the selected location.

Modify
This button will allow you to open the highlighted location and change details.

Configuration
This setting allows you to change the configuration settings of when the store
opens/closes and on which day.

Press the button to configure the days/hours of operation. You will need to set the
earliest/latest open/close times for all locations. Ensure you use 24hr time.

Using PayPal
When the customer enters the store, they will check-in on their app.

Once a customer has checked-in to your store, a button will display at the top of the
POS showing you how many customers have checked in.

The clerk can press the button to see all the customers who are currently checked-in
to the store.

The Refresh button will simply refresh the screen to display any new customers who
have checked in. The Search button will allow you to search through the checked-in
customers.

The clerk will add items to the sale as normal.

Select the PayPal tender from the list.

Select the customer from the list to add them to the sale.

A larger photo for identification will be displayed. You will need to confirm the total to
be charged to the customer.

The transaction is sent to PayPal to confirm the sale.

The customer will receive a notification through the app and can view the details of
the transaction.

The details of the PayPal transaction will be recorded on the receipt and the journal.

PDE
PDE in Idealpos
PDE is an acronym for Portable Data Entry. A PDE is a small hand-held device that
allows for data to be entered into it, which can then be transferred to a configured
terminal that will process the data into a relevant software program.

Within Idealpos a PDE has the ability to perform Stocktake, Stock Transfer and Stock
Receive procedures.

A PDE has the ability to enter the details of stock items by using a scanner or keypad
input. PDEs do not work with Idealpos until the Idealpos PDE program has been
installed on the device.

Idealpos supports connection with seven different models:

Denso BHT-6000 BHT Protocol and BHT IrProtocol
Denso BHT-8000 BHT Protocol and BHT IrProtocol
Denso BHT-300 BHT Protocol and BHT IrProtocol
Nippondenso BHT 6000 Series (TSR-TU3A)

Idealpos will also support other devices that are able to output their data as a text
file.

Initialize PDE
Before you are able to send a program to the PDE, you need to initialize it to remove
any data that it currently has on it. Basically, you are just clearing all data to ensure
proper use of the software. It is a good idea to ensure the batteries are new. If the
PDE is used infrequently, we recommend the batteries are replaced before each use.
We use only the Denso BHT-8000 model for all help guides.

Turn the PDE off. This is done by holding the Power (PW) button down > Lay the PDE
on your desk and press the following keys simultaneously > SF, M1, 0, PW. (Shift,
M1, Zero, Power)

PDE will display INITIALIZE SYSTEM 1: User Area Except Fonts.

Press Enter > PDE will display SELECT MESSAGE 1: Japanese, 2: English.

Press 2 for English then press Enter.

PDE will display INITIALIZE SYSTEM OK? 1: Yes, 2: No.

Press 1 for Yes then press Enter.

PDE will display INITIALIZE SYSTEM - *Initializing*

Once completed, the PDE will turn off.

Prepare PDE for Communication

Once the PDE has been initialized, it needs to be configured to communicate properly
with Idealpos to receive the Idealpos PDE Program.

Turn the PDE on by pressing the following buttons simultaneously > 1, SF, PW. (One,
Shift, Power)

PDE will display SYSTEM MENU.

Press 4 to select SET SYSTEM and press Enter.

Press 5 to select COMMUNICATION and press Enter.

Press 3 to select COM PORT and press Enter

If the PDE is to be connected via a serial cable to the PC, you will need to select
Connector for BASIC & SYSTEM MODE settings. Use F5, F6, F7, and F8 to navigate
between each selection and press Enter.

Press 4 to select PROTOCOL TYPE and press Enter.

Press 1 to select BHT Protocol and press Enter.

Press C (Cancel) to return to the System Menu.

Download and Execute Program on PDE

Once the PDE has been configured to communicate with the PDE the Idealpos PDE
Program has to be sent to it. The PDE will need to be configured in Idealpos before
any further action can be taken on the PDE.

In Idealpos go to Setup > PDE > Add.

Enter a Description > Select PDE Model > Select COM Port > Set Baud Rate to
115200.

Exit the PDE setup screen. From the Back Office, go to PDE > Download Program to
PDE.

Select the PDE that you want to send the program to from the drop down list but
dont press OK.

Turn the PDE on by pressing the following buttons simultaneously > 1, SF, PW. (One,
Shift, Power)
PDE will display SYSTEM MENU.

Press 2 to select DOWNLOAD and press Enter.

Press 1 to select FILE and press Enter.

The PDE will wait for Idealpos to send the program.

If you dont complete the next step in time, you will receive an error message and
will need to select Yes to try again. If you dont have settings correct in the
configuration you will also receive an error message from Idealpos.

Press OK on the Idealpos Window. The program will be sent to the PDE in blocks.

Once the program has been sent successfully, you will receive a message from
Idealpos and the PDE.

Press C twice to return to the SYSTEM MENU. Press 1 to select EXECUTE PROGRAM
and press Enter.

Press Enter to select the file IPDE3L.PD3 and the program will be installed on the
PDE.

Once the program is installed the PDE will confirm the details.

Press C to go to the main Idealpos PDE Menu.

In Idealpos go to Setup > PDE > Modify the PDE that you had setup > Change the
Baud Rate to 19200 > Save.

Download Stock Items and Scan Codes to the

PDE
Before you can use the PDE for any functions, you should download all your Stock
Items and Scan Codes to the PDE. Stock Items can be added to the PDE without
Scan Codes. Once the items have been added, you are able to scan an item, and
then search the PDE for the item the barcode will be linked to.

On the PDE press PW. The PDE will turn on and go to the Idealpos PDE Menu.

Press 5 to select Receive Items and press Enter.

Press 1 to select Yes.

In Idealpos, go to PDE > Download Stock Items and Scan Codes to PDE.

Select the PDE you will be downloading the items to and press OK. When you initially
click OK it will show the progress of building the files. Depending on the speed of
the terminal this may take a while.

Once the files have been built it will prompt you to Activate the Receive Process on
the PDE.

The PDE and Idealpos will count down the items that are being sent to the PDE.

Once the items have been successfully sent the PDE and Idealpos will show a
transfer message.

Download Only New Items to the PDE

It is possible to save time by sending on items that have been changed or that are
new to the PDE, instead of sending the entire database again.

In the PDE menu select to Download Stock Items and Scan Codes to PDE.

When the window opens, select the checkbox to Only New/Changed Items and
press the button to Reset Changed Flags.

When you press the Reset Changed Flags button a message will appear to confirm
this is what you want to do.

Press the OK Button to start the transfer.

Only the items that have been changed or that are new will be sent to the PDE.

Link Scan Codes to Stock Items Using PDE

It is possible to link the Scan Codes of Stock Items using the PDE, and then upload
those new details to the Idealpos program. This can be useful to save manually
entering the details of all the barcodes into Idealpos.

Follow the steps to download all Stock Items and Scan Codes to the PDE. Once all
the items have been downloaded to the PDE, you can simply scan the bar code of the
relevant items and link them to the stock item. It is a good idea to have a Stock
Item List printed when doing this, so as to enter the Stock Item Code when required.
You can access this by going to Listings > Stock Control > Stock Items > List Type
Code Listing.

Add EAN Links to Stock Items

On the PDE press 4 to select EAN Links and press Enter.

Press 1 to select Enter Data.

The PDE will display a screen waiting for you to scan an item.

Scan an item with the PDE, and the barcode number will display and wait for you to
enter the Stock Item Code this number relates to.

Enter the Stock Item Code and press Enter. The Description of the item will be
displayed on the PDE.

View EAN Links with Stock Items

Once you have linked all the scan codes to the Stock Item Codes, you can view the
data to ensure the information is correct.

On the PDE press 4 to select EAN Links and press Enter.

Press 2 to select View Data and press Enter.

The PDE will display the total amount of records that have been linked, and you are
able to scroll through the records to confirm each. This is not a requirement though,
it is merely for self-confirmation.

Transfer EAN Links to Idealpos

Before Idealpos can print labels or use the scan codes for any purposes, they must
be transferred from the PDE to Idealpos.

On the PDE press 4 to select EAN links and press Enter.

Press 3 to select Transfer Data and press Enter.

The PDE will wait for you to confirm the transfer to the PC. DO NOT PRESS 1 YET. In
Idealpos go to PDE and select Upload Scan Codes from PDE.

Select the PDE and press OK.

The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.

Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.

When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos database.

Once you have Processed the Scan Codes into Idealpos, you will be given the option
of deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the
PDE and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.

Clear EAN Links from the PDE

If you have started to link Stock Item Codes to Scan Codes using the PDE but do not
wish to use them, you can clear the file that is being created and start again.

On the PDE press 4 to select EAN Links and press Enter.

Press 4 to select Clear Data and press Enter.

Press 1 to select Yes and press Enter. Repeat to confirm.

Stock Received Using PDE

You can use the PDE to receive stock into your database.

Enter Items to Receive

On the PDE press 3 to select Stock Received and press Enter.

Press 1 to Select Enter Data and press Enter.

The PDE will display a screen ready for you to enter the items you are receiving.

Scan the item you are about to receive. If the item is already in your database then
the Description of the item will be displayed on screen, if the item isnt yet in your
database the item will be linked later.

Enter the Quantity of the item that you have received and press Enter.

Enter the Unit Cost of the item as detailed on the invoice. This can be changed
before processing.

View Data of Stock Received

Once all the items have been recorded as received, or if you want to make sure that
you have received all items correctly, you can view the data.

On the PDE press 3 to select Stock Received and press Enter.

Press 2 to select View Data then press Enter.

The data will display is the Total amount of Records, Scan Code, Description,
Quantity and Cost.

Transfer Data to Idealpos

Once all the items have been entered from the invoice you need to transfer the
details to Idealpos.

On the PDE press 3 to select Stock Received and press Enter.

Press 3 to select Transfer Data and press Enter.

The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stock Received from PDE.

Select the PDE to upload from and press OK.

The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.

Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.

When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos Stock Received screen. ** Stock Item Not Found
** message will display for all Unknown Items.

Confirm you want to add the data to Idealpos and press Process. The Stock Received
window will open where you will need to add a Supplier and confirm the details of
the invoice. The ** Unknown Item ** can be added by pressing the drop-down
button in the Stock Code field.

From there you can press the New button and add the item into the database.

Once you have processed the Invoice into Idealpos, you will be given the option of
deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE
and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.

On the PDE you will be asked if you want to Clear Data File. If you want to send the
items you have received to Labels, select NO at this stage. For more information on
creating labels from the PDE, please see the Stock Labels Using PDE chapter in this
User Guide.

Clear Stock Received from the PDE

On the PDE press 3 to select Stock Received and press Enter.

Press 1 to select Yes. Repeat to confirm.

Stock Transfers Using PDE

You can use the PDE to transfer stock between multiple Locations.

Enter Items to Transfer

On the PDE press 2 to select Stock Transfer and press Enter.

Press 1 to Select Enter Data and press Enter.

The PDE will display a screen ready for you to enter the Source Location and the
Destination Location of the Stock Item.

Scan the item you are about to transfer.

Enter the Quantity of the item that you will transfer and press Enter.

View Data of Stock Received

Once all the items have been recorded as received, or if you want to make sure that
you have received all items correctly, you can view the data.

On the PDE press 2 to select Stock Transfer and press Enter.

Press 2 to select View Data then press Enter.

The data will display is the Total amount of Records, Source Location, Destination
Location, Scan Code and Quantity.

Transfer Data to Idealpos

Once all the items have been entered you need to transfer the details to Idealpos.

On the PDE press 3 to select Stock Transfer and press Enter.

Press 3 to select Transfer Data and press Enter.

The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stock Received from PDE.

Select the PDE to upload from and press OK.

The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.

Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.

When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos Stock Transfer screen.

Confirm you want to add the data to Idealpos and press Process. The Stock Transfer
window will open where you will need to add a Reference Number and confirm the
details of the Transfer.

Once you have processed the Transfer into Idealpos, you will be given the option of
deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE
and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.

Clear Stock Transfer from the PDE

On the PDE press 2 to select Stock Transfer and press Enter.

Press 4 to select Clear Data and press Enter.

Press 1 to select Yes. Repeat to confirm.

Stocktake Using PDE

You can use the PDE to count your entire inventory you have across multiple
locations. When using this function, you do not need to have started a Stocktake in
Idealpos before counting the items. It is a good idea however, to have done so, to
ensure the counting of items is correct. Do this in Idealpos by going to Stocktake >
Start Stocktake. You must start a Stocktake before you can transfer the counted
items to Idealpos.

Enter Items to Stocktake

On the PDE press 1 to select Stocktake and press Enter.

Press 1 to Select Enter Data and press Enter.

Enter the Location number and press Enter.

Scan the item you are counting. You only need to scan one of each item, and then
enter the quantity of that item. If the item is in multiple areas within the same
location, Idealpos will collate the quantities of the data.

The PDE will beep to confirm the entry, and the screen will reset for the next item
to be counted.

View Data of Stocktake

Once all the items have been counted, or if you want to make sure that you have
counted all items correctly, you can view the data.

On the PDE press 1 to select Stocktake and press Enter.

Press 2 to select View Data then press Enter.

The data that will display is the Total amount of Records, Location, Item Description,
Scan Code and Quantity.

Transfer Data to Idealpos

Once all the items have been entered you need to transfer the details to Idealpos.

On the PDE press 1 to select Stocktake and press Enter.

Press 3 to select Transfer Data and press Enter.

The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stocktake from PDE.

Select the PDE to upload from and press OK. A Stocktake must be started for the
Location/s that you will be uploading to Idealpos. Information on Stocktake
procedures are in the User Guide.

The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.

Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.

When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos Stocktake screen.

The counted amounts will display in Idealpos in the Stocktake > Enter Stocktake
menu.

Once you have processed the Transfer into Idealpos, you will be given the option of
deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE
and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.

Clear Stocktake from the PDE

On the PDE press 1 to select Stocktake and press Enter.

Press 4 to select Clear Data and press Enter.

Press 1 to select Yes. Repeat to confirm.

Stock Labels Using PDE

This process requires you to use the Stock Received menu.

Enter Items to Receive

On the PDE press 3 to select Stock Received and press Enter.

Press 1 to Select Enter Data and press Enter.

The PDE will display a screen ready for you to enter the items you are receiving.

Scan the item you are about to receive. If the item is already in your database then
the Description of the item will be displayed on screen, if the item isnt yet in your
database the item will be linked later.

Enter the Quantity of the item that you have received and press Enter.

Enter the Unit Cost of the item as detailed on the invoice. This can be changed
before processing.

View Data of Stock Received

Once all the items have been recorded as received, or if you want to make sure that
you have received all items correctly, you can view the data.

On the PDE press 3 to select Stock Received and press Enter.

Press 2 to select View Data then press Enter.

The data will display is the Total amount of Records, Scan Code, Description,
Quantity and Cost.

Transfer Data to Idealpos

Once all the items have been entered from the invoice you need to transfer the
details to Idealpos.

On the PDE press 3 to select Stock Received and press Enter.

Press 3 to select Transfer Data and press Enter.

The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stock Labels from PDE.

Select the PDE to upload from and press OK.

The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.

Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.

When you select OK in Idealpos a window will open asking if you want to delete the
PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE and
remains on the PC if you do not delete it at this stage. There is no reason to keep
this file unless you feel there is incorrect data.

In Idealpos the Stock Item Labels window will open where you can print the labels
required for the items that have just been received. For more information on printing
labels from Idealpos, see the Labels chapter in the User Guide.

On the PDE you will be asked if you want to Clear Data File. If you want to send the
items you have received to Labels, select NO at this stage. For more information on
creating labels from the PDE, please see the Stock Labels Using PDE chapter in this
User Guide.

Clear Stock Received from the PDE

On the PDE press 3 to select Stock Received and press Enter.

Press 1 to select Yes. Repeat to confirm.

Pending Sales
Pending Sales in Idealpos
Pending Sales are used to save a sale for use at a later stage, or to save the sale
until certain requirements have been made. When saving a sale, it can be retrieved
from any terminal using the POS Screen. Pending Sales are not finalized or
accounted for until they have been processed and tendered.

If you are using Pending Sales in a multiple terminal installation, you will be required
to set up the POS Server. Please find the POS Server help file for information on
setting this up.

Pending Sales requires using the POSServer. Please see the following link on using
the POSServer.

Pending Sale Settings

POS Terminal Settings
Go to Setup > POS Terminals > Modify > Miscellaneous Tab > General. When
Pending Sales are generated they will be given a pending sale code to keep them
organized.

Global Options
Go to Setup > Global Options > Sales. There are three sections that can be set which
are Sale Type Status, Pending Sales and A4 Pending Sale Messages.

Sales type Status

These descriptors can be used to categorize your pending sales. When a pending sale
is saved you have the option of applying one of these labels. These can be used for
take-away stores, or businesses that want to highlight pick-up times and delivery
details.

Pending Sales Options

This set of tick boxes controls how printing of pending sales is handled and also, to
tell POS to automatically generate a pending sale number.

A4 Pending Sale Messages

Details that are entered here will be printed on A4 windows print outs.

Yes/No Options
There are many Yes/No Options that can apply to Pending Sales. Please read the
help guide for Yes/No Options for more information.
http://www.idealpos.com.au/userguide/default.htm#!yesnooptions17.htm

Clerks & User Permissions

Clerks that are linked to the Admin User will need to be permitted individually to use
the Pending Sale function. Go to Setup > Clerks > Modify > Permissions > Pending
Sale.

Clerks that are linked to Users other than Admin can be set by going to Setup >
Users > Modify > Clerk Permissions > POS > Pending Sale.

Clerks that are not able to use this function will be shown a message box.

POS Screen Setup

A Pending Sale button will need to be created to allow you to save and retrieve sales.

Go to Setup > POS Screen > POS Screen Setup > Buttons. If required you can select
which Pending Sale Type you want to link the button to, and create multiple Pending
Sale buttons for each type.

Saving a Sale
Add items to the sale as per a normal. Instead of finalizing the sale, press the
Pending Sale button. The Save Pending Sale screen will open where you enter the
details for the sale you want to save. The only information that is required by POS is
the Code, the others are optional. If you are saving a pending sale for a customer
thats in your database, these fields will be automatically filled in with the available
data from the customer record.

Choose a Sales Type to help staff identify what is required of the sale items. For
example; Takeaway will ensure that it is prepared in takeaway containers. You can
select the times and dates when the sale is required, and add time quickly by
pressing the +5, +10 and +15 buttons. These buttons will add 5, 10 and 15 minutes
to the order time respectively and can be pressed multiple times to add longer time
periods.

When you have entered all the details you require, press the save button.

Retrieve a Saved Sale

To retrieve a pending sale, log in to the sales screen and press the Pending Sale
button without adding any items to the sale. The Pending Sale screen will open and
show a list of all the saved sales from all terminals.

You can search for pending sales by code, clerk or name using the Search For
options at the top. You can also refine your search by using the Status selector to
select a Sale Type Status to display.

The list of pending sales can be sorted by any one of the headings by clicking on the
header. To reverse the sort, simply click on the header again.

Clicking on a pending sale will display its contents on the right hand side.

Once you have found the sale you require, you can perform the following actions
using the buttons at the bottom of the screen:

Windows Print This button will print the pending sale out to the default Windows
printer.

Modify This button will bring up the Save Pending Sale screen which allows you to
edit the details of the pending sale such as the category, or name and address.

Delete This button will delete the pending sale.

Print This button will print the pending sale to the receipt printer. This is not a tax
invoice, but can act like a quotation.

OK This button will send the pending sale to the POS screen, ready for adding
items or finalizing.

Pending Sales Related Reports

Pending Sales
Go to Reports > Sales > Pending Sales.

This report will give you the following options:

Show Bar Tabs only
Group by Order Date

This report provides a complete list of all pending sales as well as the items within
each sale.

POS Screen Setup

POS Screen Setup in Idealpos
As with any Touchscreen Point of Sale interface the programming of the POS Screen
is one of the main considerations to configure properly. When creating buttons for
the POS Screen, it will make it easier if all Stock Items have been added to the
database first. This will ensure that there is no additional time spent performing
needless tasks.

To access all the POS Screen settings go to Setup > POS Screen > you will be able
to access POS Screen Setup, Grids and Menus.

The POSTEC Fuel Console will change the appearance of the POS Screen and Grids.
Use of this module is denoted by FC located in the Registration Options of the
terminal.

It is important to note that the POS Screen can be designed in any way that you
want to display the items. Save for a few configuration constraints, the POS Screen
does not have to be designed in the same way the database of Stock Items is
configured. This allows you the freedom to locate buttons where they will be the
most useful and allow for the minimum of screen pushes.

A brand new layout will not contain any buttons, either default or otherwise. There
are generally more button spaces than there will be buttons, as most buttons will be
created using two or more spaces. When creating a new database from scratch
within Idealpos, there will be a set of default buttons already configured.

Screen Resolution
There are 2 available resolutions for the Idealpos POS Screen. Default is set to 1024
x 768 but you are able to select the 1280 x 800 resolution if required.

1024 x 768

1280 x 800

Buttons
Button Size
Buttons can vary in size between four different combinations. When you select a
button there are two checkboxes that will determine the size of the designated
button.

Button Size

Numerical Area

POS Screen Area

POS Button Type

It is possible to select the button display you want to use on the POS Screen. This
will affect all terminals within this Site. You can also set the Default Font for all new
buttons that will be created.

Button Appearance
When creating buttons for the POS Screen, regardless of the function selected for the
button, you will be able customize it however you like. When a button has been
selected, the middle-left of the screen will show a Button Appearance area. A
preview of what the button will look like is displayed within this area.

Button Caption
This section will generally be filled in automatically depending on the function used.
It is possible to change the caption to be whatever you wish.

Back Colour
This is the colour that the button is going to be. You can select from the 48 predefined colours, or select an additional 16 colours using the custom colours grid.

Text Colour
This is the colour that the text on the button is going to be. You can select from the
48 pre-defined colours, or select an additional 16 colours using the custom colours
grid.

Font
This allows you to change the font of the selected button. You can change the font,
font style and size. Each button can be unique. Some buttons you will want to use
the same style and size to allow them to stand out, buttons that link to grids and
menus for example.

Change Font Size Arrows

These two arrows allow you to change the size of the font on the selected button.

Visible
This checkbox determines if the button will be visible on the POS Screen. If not
selected as visible the button will present as black background.

Double Width
This checkbox will make the button twice the width. It can be used on its own or in
conjunction with Double Height.

Double Height
This checkbox will make the button twice the height. It can be used on its own or in
conjunction with Double Width.

Graphic
If you want you can add a graphic to a button. It is a good idea to decide on the
button size and make the graphics you want to use the same size. It is also a
requirement to store the images in the Pictures folder of Idealpos.
1024 x 768 Resolution
Resolution
Standard Button Size
110 x 50 pixels
pixels
Double Width
220 x 50 pixels
Double Height
110 x 100 pixels
Double Height/Width
220 x 100 pixels
pixels

1280 x 800
139 x 52
279 x 52 pixels
139 x 105 pixels
279 x 105

Auto Create Grid

This function allows you to create more than one button at a time. It is best to
decide on the buttons appearance before using this function. If you select a range of
items that is greater than the buttons available, any existing buttons will be
overridden. If the range of buttons exceeds the amount of buttons remaining on the
POS Screen, the buttons will be created in the available spaces only. The buttons will
be created Top to Bottom, Left to Right from the button that you originally selected.
Any buttons to the immediate Top and Left of the selected buttons will remain.

Button Difference
While it may seem like a good idea to create each button a different colour with
different text, it actually makes it harder to use. Using the same colour and
differentiating with shading works much better and is easier on the eyes.

Recommended

Not Recommended

Function List
% + Item
This function is used to create a Surcharge as a percent amount on the item
selected. This will only affect one item at a time and not the entire sale.

Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.

% + Subtotal
This function is used to create a Surcharge as a percent amount on the subtotal at
the current time.

Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.

Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.

A4 Delivery Docket
This function is used to print an A4 Delivery Docket out to the default A4 Printer.

Acc/LB Adjustment
This function is used to make Adjustments to the currently selected Account or
Layby.

Acc/LB Credit
This function is used to add a Credit to the currently selected Account or Layby.

Acc/LB Payment
This function is used to make a Payment to the currently selected Account or Layby.

Account Refund
This function is used to make a Refund of a transaction to the currently selected
Account or Layby.

Amount
This function is used to create an Amount Override button. This allows staff to
override prices within the sale.

Automatic Text - Enter a numerical value to be selected as the default value for
this button to override.

Backoffice Shortcut
This function allows you to select from a BackOffice Shortcut that has already been
programmed, which can then be launched from the POS Screen. This can allow you
to access the Stock Items or Button Programming without leaving the POS Screen. If
you are using multiple Sites the shortcuts will be displayed twice, one for each site.
Use the drop-down menu to select the shortcut to program.

Backspace
This function enables you to backspace entered figures one at a time, as opposed to
pressing Clear and removing the entire entry thus far. Basically, it will perform the
same as a backspace button on a keyboard.

Banking Report
The Standard Banking Report will show sales performed since the End of Day time
the POS System is configured for in the Global Options.

Automatic Text This field allows for multiple options to be entered which will
change the Banking Report details.

Automatic Text XREPORT

The X-Report Banking Report will show sales performed since the last End of Shift
was performed on the POS System.

Automatic Text ALL

The All POS Systems Banking Report will show sales performed for all POS Systems
since the End of Day time that is configured in the Global Options.

Automatic Text # (where # is the Clerk Code)

The Clerk Banking Report will show sales performed for the specific Clerk since the
End of Day time that is configured in the Global Options. The Clerk Code can be
located in Setup > Clerks.

Bar Tab PreAuth

This function allows you to PreAuth a dollar value to a Bar Tab before any items can
be added to it. It will ensure that value is locked from the card and if the customer
leaves without paying, the full amount of the sale will be able to be charged to
customers card regardless. This function will only work with the TYRO Integrated
EFTPOS facility.

Bar Tab PreAuth Void

This function will remove the value locked from the PreAuth in the event the
customer no longer wishes to use the Bar Tab. This function will only work with the
TYRO Integrated EFTPOS facility.

Birthday Coupons
This function allows you to see the coupons that you are offering your customers for
the month of their birth. It will only work in conjunction with coupons.

Blackboard
This function allows you to create a button which is required to edit the items that
are displayed on the Blackboard. If you are not using the Home Screen you can use
this button to show the Blackboard.

Cash Dispenser
This function allows you to use the Talaris NMD Cash Dispenser unit with Idealpos to
dispense $20 and $50 notes.

Clear
This function will create a button that will clear any text that has currently been
entered into the sale window.

Clerk
This function allows you to assign a clerk to a button. This can be used to quickly
enable them to log in for the sale.

Coupon Promotion
This function will allow you to redeem a coupon promotion by either entering the
coupon number or scanning the barcode.

Automatic Text Enter a number that corresponds to a Coupon Promotion ticket that
has or will be issued.

Course Separator Function

This function will automatically insert a Course Separator line between courses
instead of using Print Groups on Kitchen Printing. This only works when using the
option Group Instructions by Seat option in Global Options.

Credit Note Enquiry

This function will allow you to view the details of the selected credit note. You can
search via Scan Code or Name.

Customer
This function will allow you to add a Customer to a sale. The button can be
programmed to only display Customers from a single Customer Type.

Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.
Customer Type Enter the Customer Type Code to link the button directly to a
particular Customer Type.

Customer Statement
This function will print a Customer Statement to the default A4 Printer.

Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.

Date
This function is used primarily for the Dry Cleaning functions. It will open a calendar
to view and add the date/time to the sale. You can select the calendar to auto
progress any number of days/minutes.

Automatic Text This field is used to specify why the date is displayed on the
transaction. For example, Pick Up Date when used with the Dry Cleaning Features.
Auto Days This field will add the date into the transaction as the number of days
in the future from the actual POS Terminal current date.
Auto Minutes This field will add the minutes into the transaction as the number of
minutes in the future from the actual POS Terminal current time.

Send Date This will force the function to display the date on the transaction.
Send Time This will force the function to display the time on the transaction.

Once both of these options are ticked they will be set as default for all future
transactions.

Delivery Docket
This function will print a delivery docket to the default receipt printer.

Department
This function will allow you enter a Direct Department Sale into the POS Screen using
a Department that has been linked from the drop down menu.

Automatic Text Enter a value that will be the default value for the Department to
perform a Direct Department Sale.

Department Sales Report

This function will allow you to view the daily department sales, by sales category if
selected. It will print to the default receipt printer or display on screen as a flash
report.

Automatic Text You can enter a date, using a comma or hyphen as a separator.
Group by Sales Category Ticking this box will group any type of Department
Sales Report by Sales Categories.

Automatic Text - Enter the POS Number that you want to view the report of when
pressing this button.
Group by Sales Category Ticking this box will group any type of Department
Sales Report by Sales Categories.

Drawer 1 Clerk/Drawer 2 Clerk

These are two separate functions that allow the Clerk to select which drawer they will
be using.

Duplicate Receipt
This function will print a duplicate receipt to the default receipt printer of the last
transaction on the POS Terminal. You will be able to see that is a duplicate, as it will
say COPY at the top of the receipt.

EAN
This button will search for an entered barcode number.

EFTPOS Cashout
This function will provide a Cashout facility without performing a transaction to the
specified Tender while using Integrated EFTPOS.

Tender Function Select the Tender that will be used to perform the Cash Out.

EFTPOS Functions
This function provides the ability to use advanced functions on the Integrated
EFTPOS facility.

EFTPOS Reprint
This function will allow you to reprint a previous EFTPOS transaction receipt.

EFTPOS Settlement
This function will settle the EFTPOS at the end of trade.

Employee Log
This function will allow the employees to Log on/Log off or to take breaks during
their shift.

End of Shift
This function will perform an End of Shift which will allow you to reconcile your
takings against what has been entered into the POS.

Automatic Text - Enter the POS Terminal number to create a permanent function
for the remote POS only.
Open Cash Drawer Ticking this option will force the cash drawer to open for the
staff to count the money.

It is possible to perform the End of Shift on a remote terminal. This can be used
when using Ideal Handheld Sales (HHS) to count the amounts in the mobile float.
Enter the POS Terminal number in the Automatic Text field to create a permanent
function for the remote POS only, or, simply press the POS Terminal number before
selecting End of Shift.

Enter
This function will perform the same as the Enter key on a keyboard. It can be used
for confirm selections or finalize a sale.

ESC
This function will perform the same as the Escape key on a keyboard.

External Application
This function allows you to launch an external application with the press of a button.

Automatic Text Enter the application path to the .exe file. The path can only be
40 characters long so the program .exe file may need to be configured to allow this.

Gift Voucher Enquiry

This function will allow you to enquire about a specific Gift Voucher. You can search
for a Gift Voucher by Name or Scan Code.

Hold Print
This function allows you to hold print jobs on Order Numbers without the need to a
Restaurant module.

Home Screen
This function will exit the current screen and return to the Home Screen. If a sale
has been started you will need to remove all items before this can be possible.

Item Discount
This function will allow you to configure a discount that can be used on a single Item
at a time. You can create multiple types of Item Discounts depending on the settings
you apply.

Automatic Text Enter text that can describe this particular discount.
Item Discount Select from one of four different Item Discount functions.
Percent/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount.
Upper Limit $ or % Enter the highest value that you want to be discounted.
Maximum $ - Only available on Percent Discount setting.

Jackpot
This function will allow you create a Jackpot to offer your customers a way to win a
prize or service that you want to give them. Please visit the Jackpot Feature guide
for more information as it has its own chapter.

POS Range Select a POS Range that is able to sell the items linked to the Jackpot.
Customer Type Select a Customer Type that is able to participate in the Jackpot.
Stock Item/Department/Spend Select a Jackpot trigger.
Last # Days Enter the amount of days you want to check for sales.
From (time) Today Select a time the Jackpot items had to have been sold after.
Customer Sales Only If selected will allow only Customers who are in your
database to be included in the Jackpot.
One Entry per Customer Will accept only one entry from database customers.

Journal Enquiry
This function will display the Journal Enquiry for the day.

Automatic Text Enter the text you want to search for through the Journal
Enquiry. The Tilde (~) at the end of the text will prevent the keyboard from being
displayed on screen.
Date Range Use the drop down box to select an automatic date range to view.

Journal History
This function will allow you to view the Journal history for the day to date. The report
can be printed to the default A4 printer.

Layby Cancellation
This function will allow the user to perform a Layby Cancellation. They will be able to
select from all the Laybys the Customer has in the system.

Machine Lookup (IGT Gaming Interface only)

This function can be used when using a Standalone system to lookup a machine
through the POS to see the membership details of the person sitting at that machine.

Macro
This function will allow you to perform multiple processes with the press of a button.

Automatic Text Enter the deails of the macro.

In our example below, the f5 button represents multiplication. So we are entering 5
x Stock Item (5) Enter.

Manual Tare Function

This function allows you to manually tare an item. If a customer brings in their own
bag to store their weighed goods in, you can tare that bag before addings items to it.
This function will only work with an integrated scale setup.

No Sale
This function will allow the clerk to perform a No Sale which will open the cash
drawer.

No Sale Function There are four possible No Sale functions that can be linked to
this button, which can be used for different types of No Sales.

None
This function will perform nothing. If a button is selected as None, it will look like it
depresses but nothing will happen on screen at all.

Order Number
This function will allow you to add an Order Number to the current sale. This is
commonly used in Cafes and Takeaway shops.

Pager System
This function will allow you to talk to a Pager System.

Automatic Text Enter the message that is to be sent to the pagers in the
following format.
# - Message (# = Pager Group Security, Message = Predetermined Come
and help please)

Paid Out
This function is used when taking tendered monies from the POS terminal, generally
Cash, to purchase something outside of your business.

Automatic Text Enter a numeric value in here that is the constant amount that
can be paid out automatically.
Paid Out Function Select from different Paid Out functions.

Pay Bar Tab

This function will allow you to pay a bar tab. This button is a requirement if you are
going to use bar tabs, as it is the only way to be able to process a bar tab
transaction.

Pending Sale
This function is used to save a sale for a later time.If no sales are currently in
progress, it will open the Pending Sale screen where you can select which sale you
want to continue with.

Pending Sale Type Select from 5 different options. Blank will allow you to select
any Pending Sale Type, whereas the other four will automatically select the Pending
Sale Type.

POS Screen Grid

This function will allow you use a POS Sreen Grid to access a larger selection of
choices. Once a grid has been created and linked to a button, you will be able to edit
the buttons within that grid directly from the POS Screen.

POS Screen Grid Use the drop down box to select a grid that has already been
created.
Items This is a button that will allow you access to the grid where the buttons can
be edited.

POS Screen Menu

This function will allow you use a POS Sreen Menu to access a larger selection of
choices. Once a menu has been created and linked to a button, you will be able to
edit the buttons within that menu directly from the POS Screen.

POS Screen Menu Use the drop down box to select a menu that has already been
created.
Items This is a button that will allow you access to the menu where the buttons
can be edited.

Prefix String
This will enter text into the field before the text that has already been entered, as a
prefix.

An example of using this function would be to have a Small Coke (103) and Large
Coke (1103).

Create a Prefix String button > enter 1 in the Automatic Text Field > Name the
button (Large Modifier) > Save. When you press the Large Modifier button, then
press the Small Coke button, the prefix string will add a 1 to the Small Coke (103)
and it will become a Large Coke (1103).

This can save you a lot of button programming if you configure your Stock Item
Codes to use this functionality.

Price Enquiry
This function will allow you to find out what the price of an item is before you enter
the item into a sale. Select this button and press the enter the stock item and the
price will be displayed on screen.

Price Level
This function will allow you to change the Price Level mid-sale.

Automatic Text Enter a value from 1 through to 12 to link this button direct to a
specific price level.

Print Bar Tab Bill

This function will allow you to print the Bar Tab Bill for the currently selected Bar
Tab.

Automatic Text - Enter FLASH on the Bar Tab Bill Function on the POS Screen
allowing you to view a Flash Report of the bill before printing it out, or not printing it
altogether.

The Bar Tab Bill will now be presented on screen before printing.

Print Bar Tab Report

This function will allow you to print a report for all open Bar Tabs.

Print Group Shift

This function will change an items current print group to the next available print
group. This is used primarily in restaurant installations.

Automatic Text Enter Print Group Code to link this button directly to a specific
Print Group.

Print Groups in Menu Enter the menu Code.

Can Shift Multiple Items Checkbox allows for the selection of more than one
item.

Promotion Enquiry
This function will allow you to find out what Promotion an item is included in before
you enter the item into a sale. Select this button and press the enter the stock item
and the promotions will be displayed on screen.

Promotions On/Off
This function will toggle the promotions that are linked to the terminal that the
button is pressed on.

Password Enter a password that must be entered before the promotions will be
toggled.

Raffles
This function will allow for Raffle tickets that have been sold to be drawn.

Receipt On/Off
This function will toggle the receipt to be selected. If the receipt is on, then all sales
will print.

Received on Account
This function allows you to put money in the till that has been previously been
removed for the purchase of outside goods. It is also used for Gift Voucher Sales and
Credit Notes. There are four different functions that can be linked to this button.

Automatic Text Enter a value that will be charged automatically to the desired
function.
Received on Account Select the function that will be used for this button.

Refund
This function allows you to return an item for credit.

Register Closed Msg

To manually display a message on the customer display that the register is closed.
Once a sale is started it will be removed automatically.

Replay Transaction
This function allows you to replay a previous transaction. The items will be entered
into the POS Screen exactly as they were in a previous sale.

Reservations
This function allows you to enter and select Reservations.

Session Leave blank or select from a pre-defined Session for this particular
button.
Area Leave blank or select from a pre defined Area for this particular button.

Rewards Enquiry
This function will allow you enquire how many rewards a customer has owning to
them, or how many items that will have to purchase to qualify for a reward.

Safe Drop
This function allows you to remove cash from the drawer to keep in the safe. This is
usually done in high turnover environments where excess cash can become a liability
and a target. The cash can be removed from the drawer, and the receipt printer will
print 2 receipts, 1 to go with the cash to the safe, the other to stay in the drawer to
add to the End of Shift.

Sale Reference
This function will allow you to enter a Reference to a sale that can be used at a later
stage. The reference will appear in the Journal Enquiry screen and Receipt.

Reference Enter the reference that will be entered by default when this button is
selected.

Sale Type
This function will allow you to set a Sale Type to the current sale and a Price Level.

Status Leave blank or select from a predefined Sale Type.

Price Level Dont Change or select from the twelve different price levels.

Seat Number
This function allows you to allocate a Seat Number to each guests orders to better
differentiate them.

Automatic Text Enter a Seat Number that will automatically be selected each
time the button is pressed. You may need to create multiple buttons each with its
unique number.

Send Message
This function allows you to create a message button to allow clerks to create or send
a pre-defined message to other POS Terminals on the network.

Message A message can be programmed on the button that will be automatically

created and sent.
Manually Type Message Checkbox allows for the operator to create a custom
message.
POS Range Enter a range of POS Terminals that can receive the message.

Stock Item
This is the most widely used function when creating a POS Screen layout, and is the
default function used when selecting a new button.

Stock Item You are able to search for the Stock Item from the Stock Item List
using the arrow button.

Stock Item Edit

This function allows you to create a button on the POS Screen, which is used to edit
the details of the subsequently selected stock item.

Press the Stock Item Edit button and then select the Stock Item by either pressing
the button or entering the Stock Item Code. You can only edit a single stock item at
a time as the function only works for a single selection.

Stock Item Sales

This function allows you to view all the stock items sold on the receipt printer or flash
report.

Automatic Text You can enter a date, using a comma or hyphen as a separator.
If wanting to use a selected date you cannot select Current Shift Only.
Current Shift Only Will display only sales since the last End of Shift.
Group by Hour Will group the report by each hour that has recorded sales.
All POS Terminals Will show reports from all POS Terminals, not just the terminal
the report has been run on.

Automatic Text Enter the number of a POS Terminal, or range of terminals that
this button will report on.
Current Shift Only Will show only sales since the last End if Shift.
Group by Hour Will group the report by each hour that has recorded sales.
All POS Terminals Will show reports from all POS Terminals, not just the terminal
the report has been run on.

Stock Item Search

This function will open the Stock Item List to search for an item which can then be
selected and added to the current sale.

Automatic Text Any value entered in this field will display Stock Item Codes that
match.

Department Enter the Department Code in this field to only search for items from
this Department.

Stock Notes
This function will allow you to view or print the Stock Notes for the selected Stock
Item.

Subtotal Discount
This function will allow you to configure a discount that can be used on the Subtotal
of the transaction. You can create multiple types of Subtotal Discounts depending on
the settings you apply.

Automatic Text Enter text that can describe this particular discount, or be used to
discount a specific Sales Category.
Subtotal Discount Select from one of four different Subtotal Discount functions.
Percent/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount
Upper Limit $ or % Enter the highest value that you want to be discounted

It is possible to set a Subtotal Discount to apply only to a Sales Category for items
within that sale. To set this up it is done when programming the button and using
the Automatic Text field. The field must contain SC1 for Sales Category 1, SC2 for
Sales Category 2 and so on.

Automatic Text Enter a Sales Category Code.

Table
This function will open the Table Map for the use of adding items to the Table.

Table Map Enter the Table Map Code that corressponds to the Table Map you want
to assign. This field can be left blank.

Table Summary
This function will display a summary of the current Tables.

Group by Clerk Allows the Table Summary to be grouped by Clerks

Tax Invoice
This function will allow you to print an A4 Tax Invoice for a selected transaction.

Number Enter the transaction number.

Tax Shift
This function allows you to shift the tax of an item to another tax rate that has
already been set up.

Automatic Text Enter the Tax Rate Code that you want to shift to when this
button is pressed.

Tender
This function allows to create a button that links to a specific tender.

Automatic Text Enter a value that is allocated to the tender automatically when
pressing this button. This field can be left blank.
Tender Function Select the Tender that you want to link to the button.

Tender Correct
This function allows you to change the tender of a sale to an EFTPOS Tender if you
have finalized the sale as Cash by mistake. This will save the issue of needing to
enter Void Mode to clear the incorrect sale and then re-play the sale using the
correct tender.

Some points to note:

You can only change the tender if you have finalized it as Cash and it should
be an EFTPOS Tender.
You cannot split tender on any sale when you are correcting the tender, it can
only be the full amount to the EFTPOS tender.
Only Cash Sales performed on that terminal since the last End of Shift will be able to
be corrected.

Finalize a sale using the Cash Tender > Press the Tender Correct Button > Choose
the transaction you want to correct > Press the Tender Correct button in the bottom
right corner.

Text Entry (Hash)

This function allows you to enter a Text Entry into the current sale, which can be an
instruction or reference.

Automatic Text Enter the text that you want to display.

Text String
This function can be a pre-determined text entry, or can be entered on the fly. When
using this function the text will be entered into the CODE field only.

Automatic Text Enter the text you want to display.

Transfer Mode
This function allows you to Transfer stock items between different Locations from the
POS Screen on the fly.

Type Text
This function will allow you to add text to a sale which can be sent to the printers for
instructions on the fly. Use the Automatic Text field to enter text that will always
display, or leave it blank, and an on-screen keyboard will open allowing you to enter
custom text each time.

Automatic Text Enter default text or leave blank for keyboard entry.

Unlock Permissions
This function will toggle permissions to be on or off. Clerks can be assigned specific
levels of permissions and this functionwill override those settings to allow them to
use the admin functions.

Password Enter a password that must be entered before the permissions will
allow access.

User-Defined
This function is used to add additional functionality to specific options in Idealpos.

Automatic Text Enter the details for the function you require in this field as
specified in the feature.
Automatic Text FLOATINGCLERKS will allow you to toggle Floating Clerks On/Off.

Validation Print
This function will allow you to print the date/time/transaction details on official
government department documents. The document will not be considered valid
without this proof of purchase. The use of this function requires a specific printer, an
Epson TMH6000, which is a hybrid receipt and slip printer.

Void
This function will allow you to void the item selected. If the quantity is greater than
one, only one item will be voided each time the button is pressed.

Void Entire Sale

This function will void all items out of the current sale and reset the POS Screen to
the default setting.

Void Last Line

This function will void the last item that has been entered into the POS Screen only.
It is used to prevent staff from voiding items that have been entered previously into
the sale, but allows for the correction of one mistake.

Void Line
This function will void the entire line selected. If the quantity is greater than one, the
entire quantity of items on the selected line will be voided.

Void Mode
This function will set the terminal into Void Mode and allow you to select items to be
voided from the current sales period.

Waste Mode
This function will allow you to write-off stock from the POS Screen on the fly.

X
This function is used as the multiplication button when wanting to add quantities of
more than one.

Automatic Text Value can be entered to automatically select that value as the
quantity.

POS Screen Layouts

POS Screen Layouts can be applied to multiple terminals at once, or each terminal
can have their own individual layout that is custom designed specifically for them.

To access the layouts go to Setup > POS Screen > POS Screen Setup.

There will always be Layout 1 in this menu, but there are 99 layouts that you can
create. If you plan on using more than one layout for multiple outlets, it is a good
idea to create an empty Master Layout that can be copied across to the other
layouts before programming has commenced. The master layout would include the
functions that are used in each area regardless of the items they sell. These would
include the Numerical Area, Admin Functions and Admin Page.

Add
This will add a new layout to the database. The code will be auto-configured, but you
will need to enter a description.

Modify
This will allow you to modify the description of the layout. The code will be locked
and unable to be edited.

Delete
This will delete the selected layout. You are unable to delete layout 1, and if other
layouts are in use they will be unable to be deleted.

Copy
When you have more than one layout you are able to copy from one layout to
another. This cannot be undone. Highlight the layout you want to copy from and
press the Copy button.

You will be asked to confirm the Overwrite of the layouts.

A confirmation window will open to confirm the Overwrite has taken place.

Buttons
This will open the POS Screen programming window.

POS Screen Programming

The programming screen is broken up into four different sections.
1. The top-left section is where you select Stock Items sorted by Stock Code,
Description or Department. As you start programming the buttons you drag
the item from the list and drop the item onto the button you want to
program. The button can be programmed with Colours and Fonts before or
after this programming.
2. The top-right is the numerical and multiple use section. Generally the
Numerical Pad will be displayed here, along with specialized functions that are
used for a lot of sales.
3. The middle-right area contains the Name of the Layout, Name of the currently
selected Tab and the Buttons Drag and Drop function.
4. The bottom section contains all the tabs and buttons that will be used on the
POS Screen.

Section 1
At the top of Section 1 there is a Search field. You can use the drop-down menu to
select from Stock Code, Department or Description. Enter the details you want to use
for searching which will change the stock items that are displayed.

When a button is selected, Section 1 will change the view to allow more editing
options.

When a button is selected there are three additional options that are able to be used
which are Format All, Save and Cancel. Selecting any of these buttons will Format
All, Save or Cancel the current selected Button Appearance.

Format All Selecting this will format ALL BUTTONS on the Tab regardless of if they
have a stock item programmed or not. It will not change the visibility setting of the
buttons, but it will change the

Size, Colour and Font.

Save Will save the changes made to THIS currently selected button only.

Cancel Will cancel any changes made to THIS currently selected button only.

It is important to note that there is no Undo or Back once you have entered this
screen. The X button is a Save & Exit function and will save anything that has been
done, regardless. If you make a mistake, you will need to manually fix it before
exiting.

Section 2
This is the numerical and multiple use section. Generally the Numerical Pad will be
displayed here, along with specialized functions that are used for a lot of sales.
Programming of these buttons will change as the needs of your layout become more
apparent with the types of functions you require quick access to.

The Drag-and-Drop functions will work in this area. By default Idealpos will
automatically have programmed the Numerical keypad and Admin Tab. These can be
changed and modified to your requirements.

Section 3
This area will display fields that contain information about the Layout being edited
and how it can be edited.

Layout Name This is merely the name of the layout and possesses no functionality.
Layer Heading This is the description you want to use for the selected Tab.
Drag-and-Drop This drop-down menu allows you to select from four different
choices:
Copy Formatting

Will copy the Colour, Font and Size of the button only.

Copy Button

Will copy the button and make another one.

Move Button

Will move the button from one location to another.

Copy Font Only

Will copy only the font settings of the button.

As soon as a button has been created, edited or deleted, the changes will appear
instantly on the layouts of the POS Terminals that are using that particular Layout. It
is for this reason that you should do all button programming out of business trading
hours to minimize any issues this can create.

Any buttons that have not been programmed will be flat black and not represent a
button at all.

Section 4
This section contains all the tabs and buttons that will be used on the POS Screen.
This area contains 9 different Tabs or Pages, and allows you to expand the button
functionality into different product segments you want to use. Each tab contains a
maximum of 54 buttons in a 9 x 6 button grid. Within this grid you can use any
combination of Double-Width, Double-Height, and Double Width & Height buttons.

Creating New Buttons

The basic procedure for creating new buttons is to go to Setup > POS Screen > POS
Screen Setup > Select Layout > Buttons > Drag Stock Item from list and Drop it on
a Button > Configure Button > Save.

It is easier to create buttons once you have added all the stock items to the
database first. Obviously there is a lot of information missing here. Please read
further for the numerous ways to program buttons.

Drag and Drop Stock Items

Drag Stock Items from the list that is displayed in the top left corner of the
programming screen and Drop them onto the button where you want it. Repeat this
step with as many Items you want.

Manually Add Stock Items

You can manually add Stock Items to the POS Screen by selecting a blank button.
Press the arrow button > to open the Stock Item list and find the item you want.
Customize and press Save.

POS Screen Grid/Menu

Open the POS Screen Layout you want to add the Grid or Menu to > Select a Blank
button > Select POS screen Grid or POS Screen Menu from the function list > from
the drop down box, select the Grid/Menu that you want to link to.

Additional Links
If a Stock Item is not within a Grid/Menu and you want it to link to Grid/ Menu after
it has been selected on the POS Screen, you need to program this on Stock Items
individually.

Go to File > Stock Control > Stock Items > Modify > Advanced.

Delete Buttons
Deleting buttons is a simple procedure and is permanent. There is no UNDO or BACK
function.

Make sure that Copy Formatting is not selected. It doesnt matter if you use Move
Button or Copy Button. Drag a grey, un-programmed button from somewhere else
on the screen over the button you want to delete.

Moving Buttons between Tabs

You are able to use all programming functions between tabs.

Select the function you want to use > Select the button and drag it down to the
bottom of the screen to the Tab you want to move it to and release > the new Tab
will open > Move the button to the location and select.

Copy Tabs
If you want to copy a Tab over the top of another tab, simply click on the Tab and
drag it over the top of the tab you want to overwrite. Select Yes to confirm, there is
no undo.

Allow Live Button Programming

This option will allow Admin users the ability to change a button on the fly. It is best
used for when setting up a new database or installing a system, or on a busy night
during the shift.

The option is disabled by default on existing databases.

Go to Setup > Yes/No Options > POS Screen > Allow Live Button Programming.

Press and hold a button on the POS Screen for longer than 500ms (1/2 second). A
window will popup, allowing you to edit the button.

Grids
Grids can be used to expand the amount of items available on the POS Screen. They
can be used to step users through a menu selection to ensure that each detail is
recorded before proceeding.

Grids need to be created before they can be linked to a button on the POS Screen.
Once a grid has been created the buttons within it are able to be modified through
the POS Screen or the Grid list. A grid is also able to be locked to a Price Level.

There are 2 types of grids available:

1. Fit Grid to POS Screen
2. Floating Grid with Programmable Size

Fit Grid to POS Screen

This is the default setting for all newly created grids. Fit Grid to POS screen means
that it will open in the bottom half of the POS Screen display, over the top of the
currently selected tab. It is nine buttons wide and six buttons high, the same as the
POS Screen Tab. This is by far the most used and easily programmed grid type,
along with being able to be used with drag and drop items.

Floating Grid with Programmable Size

This type of grid allows the operator to see as many items as they wish. The grid will
not be set anywhere on the screen, but will appear in the last location that it was
used. It is possible to have a grid that is two buttons wide and twelve buttons high,
or vice versa. While this might seem entertaining or useful, it can be an issue. When

the grid is open, if it is too big it will display over the top of the POS Screen area.
Using this type of grid can also make performance of the terminal itself slower.

Grids List
This is simply the list of all created grids in the database. There are selections of
seven different buttons that can be used in this area.

Add
This button will allow you to add a new grid to the database. The Code field will
automatically assign the next available code. The Code has no specific function in
relation to how the grids will work on the POS Screen, but they can be used to group
various grids together.

Modify
This button allows you to modify the Description, Grid Type and Price Level of the
selected grid.

Delete
This button will delete the current grid from the database. All buttons in the grid will
be deleted and any links to the grid will also be deleted.

Copy
This button will copy a grids buttons to another. The destination grid must be
created before a grid can be copied to it. All existing buttons on the grid to be copied
over will be deleted.

Export
This button allows you to export a highlighted grid and all details to a .txt file, for
importing on another terminal. This is generally used when the same business is
selling the same items in different locations, but the terminals are not on the same
network. It is not intended as a file that you would edit.

Import
This button allows you to import a .txt file containing all of a grids detail into the grid
list. Generally this file is one that has been created on another terminal that is not on
the same network as the terminal that is importing the grid. It is not intended as a
file that you would create from scratch when programming a database.

Items
This button allows you to program the buttons that will be contained within the grid.
Buttons that are created within a grid have a special ability in that they are able to
link to another grid once the button has been selected.

Adding Items to a Grid

When adding items to a grid, it is essentially the same as adding new buttons to a
POS Screen. The main thing to notice is that there are not as many functions
available to use within a grid.

Fixed Grid Programming

This type of grid will allow you to Drag and Drop stock items from the list to the
button themselves.

Floating Grid programming

This type of grid requires you to select the grids one by one and program each one
using the stock item search button or auto-create grid method.

Touchscreen Grid Link

This field is a drop down box and will determine what is supposed to happen after
the button has been pressed.

MAIN

This will link the button to the Main POS Screen. Essentially it
will exit you from the grid and take you back to the default POS
Screen.

GRID DESCRIPTION
This will enable you to select from all the other created
grids. If you want to keep the operator in the grid they are
currently working on, ensure that the grid link selected is the
grid they are using.

Note If you have a grid that contains all the stock items linking back to that grid,
you may also want to create a single button that links to another Grid or the Main
screen to allow the operator a way to exit the grid.

As is the case with the POS Screen, you have the options to Copy Formatting,
Move Button, Copy Font Only and Copy Button. There is one more option within
grid programming called Include Grid Link. This function will include any Grid Links
that are associated with the buttons you are copying.

Menus
Menus can be used to expand the amount of items available on the POS Screen.
They can be used to step users through a menu selection to ensure that each detail
is recorded before proceeding. Menus are also required for the use of the Ideal
Handheld modules.

Menus need to be created before they can be linked to a button on the POS Screen.
Once a menu has been created the buttons within it are able to be modified through
the POS Screen or the Menu list. A menu is able to be locked to a Price Level.

Menus when linked on the POS Screen will have the same button appearance as
standard buttons, but the menu items will be flat.

The difference between Menus and Grids is that they will display all items in a list
function, with a scroll bar is the menu has more items than is able to display.

Menu List
The Menu List is simply a list of all the menus created in the database. There four
available buttons in this screen.

Add
This button will allow you to add a new menu to the database. The Code field will
automatically assign the next available code. The Code has no specific function in
relation to how the menus will work on the POS Screen, but they can be used to
group various menus together.

Modify
This button allows you to modify the menus Description, Price Level and Appearance.

Delete
This button will allow you to delete the menu from the list.

Items
This button will allow you to enter items to use within the menu.

Adding Items to a Menu

When adding items to a menu, you have a selection of five different types of menu
items. It is possible to have multiple types within the same menu, but it is not
cohesive to work with and we wouldnt recommend it. The only option for when
menu item types should be used together is Stock Item and Text Only. Some menu
types are unable to be used in conjunction with Clerks.

Colour
This is the colour that will display in the menu.

Menu Link
This field is a drop down box and will determine what is supposed to happen after
the button has been pressed.
MAIN This will link the button to the Main POS Screen. Essentially it will exit you
from the menu and take you back to the default POS Screen.
MENU DESCRIPTION This will enable you to select from all the other created
menus. If you want to keep the operator in the menu they are currently working on,
ensure that the menu link selected is the menu they are using.

Stock Item
This type will allow you to add a Stock Item to the menu.

Text Only
This type allows you to enter a Text Only item. This will act as a Text Entry (Hash).

Price Level
This will allow you to change the price level.

Tender
This will allow you to select a specific Tender for use.

Clerk
This will allow you to select a Clerk for the sale.

All Un-ticked
If all the checkboxes are un-ticked, this will act as a link to another menu or the POS
Screen. This is generally only used in the Ideal Handheld modules.

Menu Items
When all the items have been added to the menu, they will be listed according to
their Code.

POS Screen
POS Screen in Idealpos
The POS Screen refers to the graphical user interface that is used to process all
types of transactions that can be required for businesses. It can be highly
customised to suit the needs of each installation and will allow for multiple input
selections.

Idealpos can open automatically to the Point of Sale Window, provided the
appropriate options are ticked. It is possible to turn this function off if required, for
use on a back office terminal for example.

The default POS Screen is configured into three separate sections:

5. Top Left This area is used to display the transaction details. It can include
information such as Stock Items, Customers, Departments, Promotions and
Discounts.
6. Top Right By default this area will be programmed with the numerical
keyboard and some administrator functions. This area can be customised as
much as required.
7. Bottom Half This section is used for the programming of Stock Items,
Grids, Menus and Administrator functions required by the user to perform all
transactions. This section can change at the end of most transactions to
display the Tender selections.
8. Bottom Right This area is toggled for use only if the user selects to display
Customer information.

Progress Bar shows while Finalizing Sale

When some transactions (Bar tabs) have a large number of items added to them,
this can increase the time it takes to process the transaction. If the time to process
the transaction took a long while, the User may sometimes try and press other
buttons, causing Windows to display a This Program is Not Responding message.
Some users would try and close the program then to start again.

When there are more than 30 items within the transaction a second progress bar will
display to show how many items are being processed.

During the processing of a transaction there are many different checks that need to
be run to ensure the correct data is recorded, hence why larger transactions attract a
long processing time. In most instances the progress window will not be noticed.

Sale Details Window Top Left

The Sale Details Window is used to display various aspects of the transaction that
will be applied to the sale.
At the very top of the sale window the Clerk Name will be displayed alongside the
Price Level currently set.

There are two main sections to the sale window.

The first is used to show all items, instructions and details that are to be processed
throughout the sale. If a customer has been added to the sale, their name and other
selected details can be displayed.

The second is used to display the running subtotal of the current sale, and if certain
options are activated, to also show any Discount/Surcharges that may be applicable
to the items.

If desired, you can create a Sales Screen showing the Stock Item Codes, to give
more information with the description and price. To use this option go to Setup >
Yes/No Options > POS Screen.

Advanced Functions and Numeric Buttons Top

Right
The Advanced Functions and Numeric Buttons section is where a lot of the function
buttons you will need throughout the course of a sale to speed the process up are
located. Regardless of what Tab you select from the bottom of the screen, these
buttons will remain constant on the POS.

This section is totally customizable, but it should be noted that you change this
section sparingly. There is a limited amount of space in this section and a need for
function should outweigh the need to feature.

The numeral buttons should remain on the screen somewhere central as default, as
you will use these many times over the course of various sales.

Tabs or Pages Bottom Half

There are nine tabs in total and they can be selected by hitting the appropriate
button at the bottom of the screen. The selected tab will be darkened to show it is
the tab on view. Generally you would use eight tabs for the purpose of programming
and the last tab for Admin functions.

Through the use of User and Clerk permissions you gain the ability to limit which of
your staff can access particular tabs. The tabs can be programmed with up to 54
small buttons, 27 double height buttons, 24 double width buttons and 12 large size
buttons.

Underneath the tabs the current date and time will display, the Adult ID date (if
selected to show), the current tab or grid that is being displayed, and the receipt
settings.

Tender Section Bottom Half

The Tender Section will only be visible when you are performing finalization of sales.
This will display over the standard POS Screen Tabs area to stop sales being added.
You can go back to the POS Screen, by simply pressing anywhere in the top-left of
the screen. You can modify the size of the text, viewing area, pre-set tenders and
text to show.

Customer Section Bottom Right

The Customer Section will become visible when you add a customer to the sale.
When a customer is added to the sale, a button will appear at the very top of the
POS Screen simply called CUST. This button toggles the display of the customer
details and any advanced functions.
The customer options window will display over the bottom right half of the POS
Screen tabs.

POS Terminal Settings

POS Terminals
The POS Terminal settings are used to set fields and information that is related
directly to each individual terminal in an installation. These settings control
everything from Location links, POS Screen Layouts, Printer options, connected
Hardware, User Details and EFTPOS connections. POS Terminals are the physical
units used to install the Idealpos 6.0 software on.

To access these settings go to Setup > POS Terminals.

A window will open displaying all currently added terminals. You can Add, Modify or
Delete terminals as you see fit. Idealpos links terminals by using a Peer To Peer
networking setup. Once you have added all the POS Terminals you will need to setup
their networking, which configures the terminals to talk to each other.

There are ten separate sections that are used to group the different settings that are
available. These are POS Terminal Program, Receipt Printer, Kitchen Printers,
Customer Display, Clerk/Customer Readers, Other Peripherals, EFTPOS,
Miscellaneous, Other, POS Settings.

Networking
Networking must be configured to allow the terminals to talk to one another. The
details that can be configured in networking include the IP Address and grouping of
POS Terminals. Terminals can be configured with multiple IP Addresses allowing
various communication systems.

Networking can be accessed in two ways, either through POS Terminals or the main
Setup Menu. Go to Setup > POS Terminals > Networking.

Go to Setup > Networking. It is much easier if you add all the POS terminals before
using this section, instead of adding them one-by-one.

A window will open where you can configure IP Addresses and Groups.

Terminals
This option should be selected when you want to Add or Edit the IP Address that
controls the networking of the terminal. You can also select which Group the
terminal is linked to, but you will need to have configured the groups before this will
be available.

Groups
Groups allow you to group the terminals in whichever way you wish. Groups will
control the order in which terminals will be overwritten. You can select to Add,
Modify or Delete any Group.

Copy Settings from POS #

This button allows you to select settings from a POS Terminal and copy them all to
another. Generally this would be used only when you are adding a new terminal to
the database.

This does not just copy the POS Terminal settings, it will copy everything. Be aware
that any settings on the other terminal will be overwritten.

By default only the Admin User has access to this function, but other Users can be
allowed access with User Permissions.

Select the POS Terminal you want to copy the settings from and press the button.
The number displayed on the button will display the POS Terminal you have select to
copy from.

A window will open where you can enter the POS Code of the terminal you will
overwrite.

If you dont know what the POS Code is, press the > button to select the POS
Terminal from a list.

A warning will display where you need to confirm the settings will be copied.

A confirmation will display to confirm the settings were changed successfully.

POS Terminal Programming

This section of the POS Terminal Setup is where you allocate the unique information
to help identify each terminal when in a list, or from IPS Client.

The Code field is used to select a POS Range in some reports and also to identify it
on the network. This field cannot be changed once you have saved a new terminal.
The User Registration of the software will also need to be the same as this number.

Add a Description that is used to give the terminal a name. This will be viewable on
reports, lists and should be unique if possible. Numbering different terminals within
the description is commonplace. Examples are Back Office, Main Bar 1, Main Bar 2,
Restaurant, Order Terminal etc.

Use the drop down menu to select a Location that this terminal will be linked to.

The POS Screen Layout field will determine which, if using more than 1 layout, is to
be used on this terminal.

The Group Master check box can only be selected on one terminal.

Receipt Printer
The printers are broken down into 7 different tabs, enabling you to configure settings
for each printer that is connected to each individual terminal. Printers can be
configured through Network Printers to allocate which printer goes where, or they
can be configured one at a time using the POS Terminals settings.

Receipt Printer Used for Dry Cleaning, Receipts, Bill Prints, Bar Tabs, Customer
Accounts, Transfer/Waste/Void Modes, Flash Reports and EFTPOS receipts.

Idealpos 6.0 supports the following printer drivers:

Samsung SRP Epson TM3xx
U210B
Sharp ER-01PU
Star SP200
Epson TM-T88
Posiflex PP1000
Citizen IDP35xx
Posiflex PP3000
Epson TM Star
U210D
TSP600/700
Posiflex PP4000
Star TSP100
Citizen IDP3551
Citizen CT-S300

Epson TM-U230
Idealpos TM200
Toshiba A10
Idealpos LK-D30
Kitchen Monitor
(IKM)
Idealpos LKT210

Each printer has the ability to perform a test print. If the printer is configured using
Network Printers and is unable to print, it will display an error on screen. If the print
in unable to be printed when printing to a Direct COM Port or Windows Shared
Network Printer, the print job will hold Idealpos open (Freeze) while it continues to
try to print the job. Depending on the settings this may take anywhere from 10
seconds to 1 minute to error, or not print.

Receipt Printer
Two printers can be configured from this window, with only one working at any one
time. These are the Receipt Printer and the Second Receipt Printer. The Receipt
Printer is used by default and for all printing jobs. The Second Receipt Printer is used
for Text-over-video Security Overlay and Dry Cleaning features.

Receipt Printers that have been configured through Network Printers will be inhibited
from editing the type that will be used. These will also set the connection as the
Printer Name used in Network Printers. Information on programming printers for use
through Network Printing can be found in the Help Guide. Printers can also be
connected directly to a LPT or COM port, but this will not benefit from Network
Printers backup support. Connecting printers direct to the port require you to set the
Baud Rates on each printer. A printer can also be connected to an installed Windows

Shared Printer. You will need to enter the connection path to the installed printer.
Once a printer has been added and configured for use in Network Printers, you will
be able to find it in the list of Connections.

Idealpos Network Printer

Windows Shared Network Printer

Direct COM Port Printer

Second Receipt Printers

These can be set up the same way, but it will depend on the requirements of the
security software. Generally they are setup as an Ethernet printer in Network
Printers, as the security software will accept incoming text printing from an IP
address. Certain software products may also require the use of Start & End
characters to keep the text overlay in the correct format. Live Output will send the
text to the printer as it is entered into the POS Screen, giving the security software
correct text, as opposed to sending the details at the end of the sale.

Second Receipt Printer

Headers/Footers
Setting the Headers and Footers and additional details is configured on the right side
of the Receipt tab. There are ways to make the font Bold and Center. There is no
limit to the amount of text that can be entered.
1.
2.
3.
4.
5.
6.
7.
8.

Header Logo Graphic (pictures folder) Enter the filename of the graphic.
The @ and # symbol will center and bold the text on the Header.
The # symbol will bold the text on the Header.
The @ symbol will center the text on the Header.
No symbol will set the text as standard on the left margin.
The Footer text will print at the bottom of the receipt.
Footer Logo Graphic (pictures folder) Enter the filename of the graphic.
Empty Lines will force the receipt to print a blank area before cutting the
receipt.
9. Footer Logo # will print the logo number that has been sent and saved to the
NV Image of the printer.
10. Copy from POS1 allows you to copy all Header and Footer settings from POS
1. This button is not visible on POS1.

Dynamic Image Printing for Receipt Headers and Footers

This functionality allows coupons to print logos without having to burn them into the
memory of the printer. The pictures are saved in the pictures folder within Idealpos
and are triggered when required.

Go to C:\Program Files (x86)\Idealpos Solutions\Idealpos 6.0\Pictures > Save all the

logos into the Pictures folder within Idealpos.

Go to Setup > POS Terminals > Modify > Receipt Printer > Header/Footer Logo
Graphic (pictures folder) > Enter Logo Filename.

When the receipt prints it will display a logo in the locations you have selected.

Kitchen Printers
Setting the Kitchen Printer/s are the same as for Receipt. The difference with Kitchen
Printers is you have the ability to rename them from Kitchen Printer 1-12 to a
Custom Name, like Coffee, Hot Kitchen and Dessert. These name changes will
also appear both in Network Printers and in the printer settings for Stock Items.

Kitchen Printer
Used to print dockets for menu orders in the Bar or Kitchen when using Orders,
Table Map, Bar Tabs, Kitchen Monitor and Dry Cleaning. They can also be used as a
yard packing slip for Landscape and Hardware businesses.

Idealpos 6.0 supports the following printer drivers:

Samsung SRP Epson TM3xx
U210B
Sharp ER-01PU
Star SP200
Epson TM-T88
Posiflex PP1000
Citizen IDP35xx
Posiflex PP3000
Epson TM Star
U210D
TSP600/700
Posiflex PP4000
Star TSP100
Citizen IDP3551
Citizen CT-S300

Epson TM-U230
Idealpos TM200
Toshiba A10
Idealpos LK-D30
Kitchen Monitor
(IKM)
Idealpos LKT210

Each printer has the ability to perform a test print. If the printer is configured using
Network Printers and is unable to print, it will display an error on screen. If the print
in unable to be printed when printing to a Direct COM Port or Windows Shared
Network Printer, the print job will hold Idealpos open (Freeze) while it continues to
try to print the job. Depending on the settings this may take anywhere from 10
seconds to 1 minute to error, or not print.

Network Printer View

Stock Item View

There are eight different combinations that can be used when printing to the kitchen.
In total there can be six printers configured for kitchen printing for each terminal. A
printer can effectively be set as 2 or 3 different printers to be used as a separate
docket in different areas of the kitchen.

No Options Ticked

Print Double Width

Print Double Height

Print Bold

Print Double Width & Double Height

Print Double Width & Bold

Print Double Height & Bold

Print Double Width, Double Height & Bold

There are some other options available to be set on each printer for each terminal.

Expanded Printing -

Will show minimal extra details of Customers.

Print Extra Copy - Will print a second docket of any print jobs sent to this printer.
Activate Beeper printer.

On compatible printers will beep when a print job is sent to the

One Item per Docket This option will print each item individually on its own
kitchen docket, regardless of how many items have been entered into the sale.
Empty Lines This will set how many lines print once the print job has
finished ensuring the jobs are printed completely.

If Kitchen Printers are required to print the Header and Footer, these can be added
using the same settings as the Receipt. On all Kitchen Printer pages there is a button
called Copy from Receipt. This will copy the Receipt Printer details from the selected
POS Terminal.

Headers/Footers
Setting the Headers and Footers and additional details is configured on the right side
of the Receipt tab. There are ways to make the font Bold and Center. There is no
limit to the amount of text that can be entered.
1.
2.
3.
4.
5.
6.

The @ and # symbol will center and bold the text on the Header.
The # symbol will bold the text on the Header.
The @ symbol will center the text on the Header.
No symbol will set the text as standard on the left margin.
The Footer text will print at the bottom of the receipt.
Empty Lines will force the docket to print a blank area before cutting.

Customer Display
Customer displays are used to give the customer a view of the items entered into the
sale. It helps to keep them informed of the running total and some can display
advertisements to promote products.

Idealpos supports two different types of Customer Displays:

Customer Display Screen.
Two-Line Customer Display Single Colour.

Customer Display Screen

The Customer Display has been completely overhauled and redesigned for a more
modern look with additional features and functionality. There are three resolutions
which can be programmed, and there are a number of different configurations which
have been added as well as a preview example.

Go to Setup > POS Terminals > Modify > Customer Display > Customer Display
Screen.

Resolution: Select which resolution you want to use form the drop-down menu. If
you select a resolution the screen will be configured. Choose from 800x600,
1024x768 and 1280x768.
Display Format: Select which display type you want to use. A display example will
be shown beneath the drop-down.
Show Customer Name: Will display the customer name on layouts with Company
Logo.

Show Customer Points: Will display the customer points on layouts with Company
Logo.
Show Clerk Name: Will display the clerk name on layouts with Company Logo.
Show Stock Notes: Will display the stock notes underneath the stock item.
Show Rewards Progress: Will display the current rewards progress of customers
added to the sale.
Hide Item Prices: Will hide the prices of stock items on the display.
Bottom Message: Displays a message at the bottom of the screen, up to 100
characters.
Company Logo: Link the company logo you want to display. This must be kept in
the Pictures folder within the Idealpos folder.
Seconds Between Graphics: Select how many seconds an image will display on
screen. Default is 5.
Stretch Graphics to Fit: This checkbox will expand the graphics to fit in the
available display area.

It is possible to save video files in the Display folder. The component used to display
images is Windows Media Player, but you will need to check your videos before use,
as not all formats will display. Typically, .avi and .wmv files will play with no issue.
There is no limit on the length of the video that can be played, as the # seconds
between graphics setting will be overridden by the video. Unlike images, the videos
will retain their ratio when resized and will display smaller or larger in the space
provided.

Image Folders
There are four folders that can be created to further enhance the use of Customer
Display. All these folders should reside in the Idealpos 6.0 folder - C:\Program Files
(x86)\Idealpos Solutions\Idealpos 6.0

Pictures: This folder will be created by default on an install of Idealpos. The

Company Logo should be saved in this folder.
Display: This folder will be created by default on an install of Idealpos. All
advertising can be saved in this location. Any advertising in this folder will also be
used for the Full Screen ads, unless you create the Full Screen folder and save full
screen ads within.
Full Screen: This folder will need to be created. If you want to take full advantage
of the full screen ads, create this folder within the Display folder.

Stock Items: This folder will need to be created. If you want to display images that
correlate to stock items being sold, create this folder within the Display folder. Stock
Item filename must be the Stock Code that you want to display.

Image Sizes
There are multiple image sizes required for your images to display perfectly on the
display.

Image
Full Screen Ad
1280x768

800x600

1024x768

800x600

1280x768

1024x768

Small Sales Ad

794x354

1018x522

1274x522

Full Height Sales Ad

178x354

402x522

658x522

Half Sales/Half Advertising Ad

394x559

506x727

634x727

Company Logo

179x190

403x190

659x190

Stock Item images should be the same size as the ad sizes you are using for the
screen if you want them to fit perfectly on the display. The advert for the stock item
will display for a total of 5 seconds, or until the next items is added.

Small Sales with Company Logo

This format can use the following options:
Show Customer Name
Show Customer Points
Show Clerk Names
Show Stock Notes
Show Rewards Progress
Hide item Prices

Small Sales without Company Logo

This format can use the following options:
Show Stock Notes
Show Rewards Progress
Hide item Prices

Full Height Sales with Company Logo

This format can use the following options:
Show Customer Name
Show Customer Points
Show Clerk Names
Show Stock Notes
Show Rewards Progress
Hide item Prices

Half Sales /Half Advertising

This format can use the following options:
Show Stock Notes
Show Rewards Progress
Hide item Prices

Full Screen Sales

This format can use the following options:
Show Stock Notes
Show Rewards Progress
Hide item Prices

Full Screen Ad
This format will display all the time showing only the advertisements you want. No
stock items or other information will display. This display will also be used
automatically when no sales are being performed.

Scale Compliant Format (800x600 resolution only)

Selecting this format will automatically select the 800x600 resolution option.

This format can use the following options:

Show Stock Notes
Show Rewards Progress
Hide item Prices

Register Closed
To manually display a message on the customer display that the register is closed.
Once a sale is started it will be removed automatically. It will also appear
automatically after an End of Shift is performed.

Two-Line Customer Display

Two-Line Customer Displays are generally green LED displays that show text only.
They scroll messages across the screen from right to left. These display screens are
limited in the amount of information that can be displayed at any one time.

The Two-Line display is an old model that will connect to various devices for display.
You will need to know which model you have, or which emulation to use when setting
this display up.

Select Type > Connection > Settings (Usually 9600,n,8,1) > Display text to test.

Hide Stock Items from Customer Display

You are able to sell a Stock Item without it displaying on the Customer Display.

Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #NODISPLAY#.

If you want to count how many items have been sold but not display them on either
the Customer Display or the POS Screen. Link a hidden stock item to a number of
ticket buttons, and the item will count a total, but not display on any screen.

Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #HIDE#.

Clerk/Customer Readers
This tab is used for programming readers that allow entry from external
components to be inputted into the POS screen for various functions. There are 2
types of readers available which are RFID and Magnetic Card. They can both be used
for Customers or Clerks depending on your requirements.

Clerk Wrist Strap

This setup is using RFID technology. The reader will be connected to the POS
Terminal, and the clerk is able to carry an RFID tag, wristband or fob with them that
the reader will accept. When the reader receives data from the RFID, it will enter the
details into POS.

Select the Type of reader that will be used. Idealpos supports 3 readers which accept
a wide variety of RFID frequencies. Selecting the correct reader for the required RFID
is critical and Idealpos Solutions is more than happy to help with this advice.

Current Readers:
Axeze
Gigatek GP20
Gigatek UR110

Connection is determined by the Port that the unit is plugged into. As most readers
are USB interface they will be a different port each time.

Each reader will set their own default Settings. It is important that you do not
change these unless direct, or the unit may not work.

Magstripe Reader
A Magstripe Reader will take encoded data that has been programmed onto a
magnetic stripe that is stored on a plastic card. There are generally 3 different
tracks that data can be programmed onto and each can contain information that
relates to different areas of Idealpos software or other programs simultaneously.

Some POS Terminals will come with a card reader pre-installed, or others will always
be connected to a specific port and still others are USB interface and will require you
to find the port it is connected to.

Current supported Magstripe Readers:

Sharp UPX500
Toshiba A10
Idealpos IT/PT/KS
Idealpos i15
Keyboard Wedge Terminal must be restarted before reader will work

Settings
Both the Sharp and Toshiba readers are programmed with a definite setting
requirement and will default these settings and you will be unable to edit them. Both
Idealpos settings will allow, and in some cases require you to enter the connection

settings. Only the Idealpos readers will allow you to test the card reader to ensure
the current settings will read card data.

Unlock Permissions Code

This field is used to assign a card with a code that will toggle the Unlock Permissions
Function on this terminal.

Card Reading Rules

These fields allow you to extract only the specific date required from the Magstripe
data that you want to use. This will be commonly used on pre-defined cards issued
through an external and third-party application, whereby you want to exclude certain
data.

Keep Prefix/Suffix Characters

All readers allow you to accept or deny the use of a Prefix or Suffix that is
programmed on the card. All cards are programmed with a Start and End Prefix and
occasionally these are required to be entered into Idealpos.

Position
The Position is the number of characters from the start of the data to the last. As an
example the card may contain the following data where ; is in position 1 and ? is in
position 11 ;4879da974jn?. Knowing the positions of the data you require is
paramount.

Length
The Length field is used to specify the length the reader is to read in character
numbers. Some card data can contain 100s of characters of information being able
to access just the parts we need is critical.

Characters
The characters that can be recorded and searched for are Type-able ASCII
Characters. More information on this can be found here http://en.wikipedia.org/wiki/ASCII

Remove Leading Zeros

The checkbox to Remove Leading Zeros will render any zeros at the front of the
collected data useless. Many people will program their cards starting at 1, but the
database will record the data to the card up to a set value, so the actual data may
read as 0000001.

In our example we have programmed the card to use 5511099 to unlock

permissions. It is very important to ensure that the code that is entered in this field
is NOT used for Customer Accounts, Laybys, and Bar Tabs etc.

Other Peripherals
This tab is used to set up different types of hardware that can be used with Idealpos.
There are 5 separate peripherals that can be connected which are Cash Drawer/s,
Scale, Barcode Scanner, Gilbarco T24 Transac Console and Caller ID Modem.

Cash Drawer
Idealpos can support the connection of 2 Cash Drawers per Terminal. This is
dependent on the terminal having multiple ports. There is also the ability to adjust
the pulses that are sent to the Cash Drawer, but these should not be changed unless
direct to do so.

Currently Idealpos supports connection to the following:

Via Receipt
Datavan 1478i
Printer
Toshiba TEC D1
COM 1 - 16
/ D2
Sharp UP-X500
Idealpos KS150
D1 / D2
D1 / D2
Senor
VPOS 355
Javelin
Idealpos v3 D1 /
Idealpos DT V1
D2
/ V2
PS3100
Idealpos IT V2

Idealpos Jetway
1/2
J2 615
Posiflex XP3012
EBN XPOS752
Idealpos i15 D1
/ D2
J2 650 D1 / D2
Idealpos i15
B815 D1 / D2

Once a Cash Drawer is connected you can press the Test button to ensure it will
work correctly. If you have connected the Cash Drawer via the Receipt Printer, you
will need to test the printer before the Cash Drawer will work. It is possible to install
a USB to RJ45 connector, which will create a COM Port for use, to add a second Cash
Drawer, or some terminals will have support for 2 drawers.

Idealpos will also support the ability to set a baud rate for both cash drawers. If you
change the baud rate from the default setting, this will affect both cash drawers
connected to the terminal. It is advised to have the same cash drawer connected to
both ports to ensure correct communication.

VPOS 317 Cash Drawer Kicker

The VPOS 317 Cash Drawer Kicker will function properly with the settings configured
below.

Scale
Idealpos supports the connection of a Scale to weigh a unit of product for sale, and
sell the items based on a price per weight. Only 1 Scale can be connected to a POS
terminal at any one time. When setting up the Scale, you will be required to set the
Interval of either 0.005 or 0.002, this is for compliance with Australian Weights and
Measures.

Supported Scale Models are:

Mettler Toledo
Viva
Mettler Toledo
8210
Mettler Toledo
Diva

TEC SL-4700-RP
Acom PC-100R
Cas PDII
PSC Magellan
8200

Wedderburn DS700
NCR Realscan
78

For more information on how to configure Scales see the dedicated Help Guide for
Scales.

Barcode Scanner
Some Barcode Scanners are not simply Plug and Play and need to be configured
before they will work in Idealpos.

Supported models are:

Keyboard Wedge (Default)
PSC Magellan 8400
PSC QS600
NCR Realscan 78

To setup and configure these scanners will require the use of the OPOSCfgUtil.exe
application. More information on this utility and setup can be found on the Barcode
Help Files.

Gilbarco T24 Transac Console

The use of the Gilbarco T24 Transac Console is for Service Station environments that
sell fuel. There are specific settings that must be used when setting this product.

Select the COM Port and enter the settings as 4800,e,7,1.

Caller ID Modem
The Caller ID Modem is for obtaining customers phone numbers through the POS
system when they call, and linking them to sales or reservations. Help with setting
this up can be found in the Caller ID Help Files.

Talaris NMD Cash Dispenser

The Talaris NMD Cash Dispenser is used to dispense $20 and $50 notes using the
Idealpos system. You set the connection to the system by selecting a COM Port from
the drop-down box.

EFTPOS
This tab is used for the connection of third party EFTPOS Integrated to Idealpos.
There are many different EFTPOS Types available and not all are available in all
countries and regions.

Please see the relevant EFTPOS guides that relate to the hardware and software that
you are connecting.

Miscellaneous
The Miscellaneous Tab is used for all the information that has nowhere else to
logically go. There are 7 separate sections within this tab called General, Cash
Declaration, User Details, POS Server, Handhelds, StarrSrvr and Shortcut Bar.

General
This area will house the different fields that relate specifically to this terminal and
cannot be designated as a Yes/No Option.

Points per Dollar for each dollar spent.

This is the amount of points a loyalty customer will earn

Point Redemption Value - This is the value to the customer of what each point is
worth. If set to 0.10, this means they are receiving a
10% value.
Lock Price Level to -

This setting will change the default price level to the one
entered. This does not need to be set to 1 to allocate the
default price level.

Default Table Map -

This will open the specified table map when accessed. It

does not function without the Restaurant Module.

Default User -

This drop down box allows you to select the User that is
logged in automatically when the program first opens.

Customer Codes From -

This setting will start creating Customer Codes from the

number you enter.

Stock Item Codes From - This allows you to select a range of Stock Items this
terminal is able to create.
Show Order -

This range will need to be set to the Order Numbers you

use. Once the POS has designated all order numbers to
the large value, it will resume and start again at the
smaller value.

Pending Sales From -

When Pending Sales are created they will be allocated a

Code. This setting will specify the range the codes can
be created for this terminal.

Force Order Menu -

Will prompt for an order number on specific department

items sold within the sale. When any item linked to that
department is sold, an order number will need to be
entered by the operator before the sale can be finalized.
If a number is not entered, the next consecutive number
will be automatically allocated to the sale.

Cash Declaration
When performing an End of Shift function, these details are the settings that are
used. It is not possible to select printer choices at the time of performing an End of
Shift.

Print to Receipt Printer - Selecting this will force the End of Shift to print to the
Default Receipt Printer.
Print to Windows Printer to the default Windows Printer.

Selecting this will force the End of Shift to print

Dont Print of Shift.

Selecting this will not print any details of the End

Include Stock Item Sales Report - Selecting this option will print all stock items
sold during the End of Shift period.

User Details
This section is used to keep all business information for the selected terminal. If you
have more than one terminal in the same location/business, you will be required to
enter all the information to all terminals. The Address and Postal details will all be
displayed on any Invoices and Statements if selected. If you want to email reports
you will be required to use a working email address.

POS Server
If you want to allocate each terminal its own POSServer across multiple Locations
this is where you set the IP. Automatically Reconnect will attempt reconnection if the
connection is closed for any reason.

Handhelds
These settings allow you to force all orders to be printed from the Handhelds only to
a specific printer.

Gaming
Gaming is a third-party loyalty software program used mainly for hotels and clubs.

Shortcut Bar
The Shortcut Bar is located on the left-hand side of the Back Office screen.
1. Headings Font Size This is the desired size of the heading, by default they
are bold.
2. Font Size This is the desired size of the shortcuts under the heading.
3. Spacing This is the desired gap between the shortcuts. Touchscreens may
require a larger gap for fat fingers.
4. Auto Expand Activity The Activity Log (if selected to display) will be
expanded on the bottom left-hand side of the window. You can tell whether a
window is expanded or not by the visual arrows at the end of each shortcut.
5. Reports Default Full Screen When viewing shortcut reports from the back
office, they will display in place of the dashboard graphs. Selecting this option
will negate this option and set them at full screen.

Import/Export
Automatic Export Settings
This function allows for a large amount of Stock Items and Stock Item Sales to be
automatically exported for use in third-party applications that need use of the data.
You have the option of grouping the sales data from All POS Terminals, This POS
Only and This Site Only.

Go to Setup > POS Terminals > Modify > Import/Export > Automatic Export
Settings.

Export Folder
Browse to a location on your network or PC where you would like the export to be
saved to. Select if you want the files to be deleted automatically after a set period of
days.

Export Stock Items

All Items Will export all stock items to a file.
New Items Only Will export all new stock items since the last export to a file.
New and Modified Items Only Will export all new and modified items since the last
export to a file.
Ishida ScaleLink Export Will export the fields required for the Ishida scale labels.

Export Daily
Enter the time you want the stock items to be exported each day, or select how
many minutes the file should be created.

Filename
Enter the name you want to use for the file once it has been exported. You have the
choice to add the Date/Time, Site Name and/or Venue ID to the filename.

Discontinued Items
Select the checkbox to Include Discontinued Items in the file.

Export Sales Format

Use the drop down menu to select a format. You have a choice of No Daily Export,
Standard Stock Item Sales, Impact Data, Live ExternalSales.mdb or TimeTarget.

Sales From
There are three different choices to choose from:
All POS Terminals
network.

Will export data from every terminal connected on the

This POS Only

Will export data from a single terminal that this is set on. If you
want to collect data from more than one terminal, you will need to add these settings
to all other terminals.
This Site Only
This will export data from the Site that this POS Terminal is
connected to on the network.

Daily Export Time

Enter the time you want the export to take place each day.

Standard Stock Item Sales

Fields used for Mapping
Field #

Field Name

Field Description

1.
Cons
transaction per POS terminal.

This is an audit # which is unique for a

2.

This is the POS Terminal #.

POS

3.
Line
This is the Line number inside the
transaction. The Combination of Cons, POS and Line will be unique across the whole
system.
4.
Date
Date/Time Stamp of the transaction. (dd MM
yyyy HH:mm - e.g. 31 Aug 2012 13:51)
5.

Stock Code

16 character unique stock code

6.
Text
Usually holds descriptor of stock item,
occasionally with extra information

7.
sold at

Price Level

Integer 0 to 12 - holding the price level the item was

8.

Item Qty

Quantity sold

9.
Unit Price
Unit Price of item before any discounts
applied. (Includes Tax if not Canada)
10.
Amount
Total Price of items before any discounts
applied. (Includes Tax if not Canada)
11.

Tax Label

12.

Tax Amount

Usually GST or FRE

Amount of Tax included in the Price

13.
Discounted Amount
after the discounts were applied.

This is the actual Amount the items were sold for

14.
Cost
was sold.

Average Cost Price of Stock Item at the time it

15.

Site

Integer holding the Site or Store Code.

16.
Location
Shop/Restaurant/Bar etc.

Integer holding the Location or Area Code. E.g. Bottle

17.
Customer
be empty.

10 character code indicating a Customer. This field can

18.
Clerk
transaction.

Integer holding the Clerk code that processed the

19.
Department
particular departments.

Integer used to Group the Stock Items into

Example of Export File

Below is a visual example of the text file that will be created by the export.

Impact Data
This format will export a Stock Items file and a Customers file.

Fields used for Mapping Stock Items

Field #

Field Name

Field Description

1.
AUDIT
transaction per POS terminal.

This is an audit # which is unique for a

2.

This is the POS Terminal #.

POS

3.
LINE
This is the Line number inside the
transaction. The Combination of AUDIT, POS and Line will be unique across the
whole system.
4.
DATE
Date/Time Stamp of the transaction. (dd
MM yyyy HH:mm - e.g. 31 Aug 2012 13:51)
5.

STOCKCODE

16 character unique stock code

6.
DESCRIPTION
occasionally with extra information

Usually holds descriptor of stock item,

7.
PRICELEVEL
the item was sold at

Integer 0 to 12 - holding the price level

8.

QUANTITY

Quantity sold

9.
UNITPRICEBEFOREDISCOUNT
applied. (Includes Tax if not Canada)

Unit Price of item before any discounts

10.
TOTALPRICEBEFOREDISCOUNT Total Price of items before any discounts
applied. (Includes Tax if not Canada)
11.

TAXLABEL

12.

TAXAMOUNT

Usually GST or FRE

Amount of Tax included in the Price

13.
DISCOUNTEDPRICE
This is the actual Amount the items were
sold for after the discounts were applied.
14.
COST
time it was sold.

Average Cost Price of Stock Item at the

15.

Integer holding the Site or Store Code.

SITE

16.
LOCATION
Bottle Shop/Restaurant/Bar etc.

Integer holding the Location or Area Code. E.g.

17.
CUSTOMERCODE
field can be empty.

10 character code indicating a Customer. This

18.
CLERK
processed the transaction.

Integer holding the Clerk code that

19.
DEPARTMENT
into particular departments.

Integer used to Group the Stock Items

Example of Export File

Below is a visual example of the text file that will be created by the export.

Fields used for Mapping Customers

CODE, LASTNAME, FIRSTNAME, MIDDLENAME, TITLE, ADDRESS1,
ADDRESS2, SUBURB, STATE, POSTCODE, PHONE, MOBILE, FAX, EMAIL,
GENDER, COMPANY, OCCUPATION, MARITALSTATUS, DOB, DOB2,
NEXTOFKIN, CONTACTNO, COMMENTS1, COMMENTS2, TYPE, PASSWORD,
MAILOUT, ACCOUNT, CREDITLIMIT, PRICELEVEL, ABN, POINTS, SCAN,
SALESPROMPT, UDTEXT1, UDTEXT2, UDTEXT3, UDTEXT4, UDTEXT5,
UDTEXT6, UDTEXT7, UDTEXT8, UDTEXT9, UDTEXT10, UDYESNO1,
UDYESNO2, UDYESNO3, UDYESNO4, UDYESNO5, TYPEDESCRIPTION.

Example of Export File

Below is a visual example of the text file that will be created by the export.

Automatic Import Settings

This function allows for a large amount of Stock Items and Stock Item Sales to be
automatically exported for use in third-party applications that need use of the data.
You have the option of grouping the sales data from All POS Terminals, This POS
Only and This Site Only.

Go to Setup > POS Terminals > Modify > Import/Export > Automatic Import
Settings. Select if you want the files to be deleted automatically after a set period of
days.

Import Folder
Browse to a location on your network or PC where you would like the export to be
saved to, or where the Import will be pulled from.

Import Stock Items Filename

Enter the name of the file you want to import.

POS Settings
This tab will focus on the advanced settings of the POS Terminal that affect Prices,
Display, Surcharges and User Defined Options.

Price Level Mapping

This function allows you to assign a price level to be used in place of the price level
that would ordinarily be selected.

Automatic Surcharge
Automatic Surcharges are used per terminal to designate that terminal to apply the
surcharge during specific times. Each POS terminal will need to be set up the same
way if you want the charges to apply across the entire network. This type of
surcharge will be applied regardless of the surcharge permissions selected for the
user or clerk.

Amount

- Enter the amount as a percent (%) or dollar ($) figure.

Label
Surcharge.

- Enter the label that will be displayed on the receipt for the

Date

- Select the date range that the Surcharge is to be applied.

Day

- Select the Day/s the Surcharge is to be applied within the Date.

POS Screen Tabs

This section will set the Default tab to use when the POS Screen first opens. You can
choose which tabs you want available to each individual POS Terminal using the
checkboxes.

Default Tabs for Sessions can be used to program the default tab to change as the
day continues. This can be useful if you have a Breakfast, Lunch & Dinner Tab.

User-Defined Options
This section is used to add Custom features and functions that are not available in a
standard Idealpos installation. They are commonly used to allow or disable functions
that for one reason or another cannot be programmed to work any other way.

These options are very important and can cause havoc without proper use and
instruction. It is recommended to only use them where you have been advised to do
so.

Other
Dashboard
It is possible for the dashboard on a POS Terminal to only show data for a specific
Location. This will allow your dashboard to not display locations unless you want
them to.

Go to Setup > POS Terminals > Modify > Other > Dashboard > enter the selection
range of the Locations into the field > Save.

The Dashboard will only display sales from the selected locations on that POS
Terminal.

POSServer
POSServer in Idealpos
The POSServer is an important piece of software that is installed on all terminals by
default on version 6.02 and above. It runs as a service and will only become
activated when changes have been made to the Idealpos database.

The POSServer is responsible for the handling of all Tables, Bar Tabs, Handhelds,
Centralised Order Numbers and Floating Clerks. If you are using the Restaurant
Module, it will also handle Reservations and some aspects of Pending Sales. It is also
responsible for database communications between Idealpos and the Apple
iPhone/iPad/iPod Stocktake app.

Once installed, the POSServer can be accessed through the Windows Start Menu
located in the Idealpos folder.

POSServer Installation
** If you are updating from a version previous to 6.02, DO NOT install this
build during service. Pick a time you can afford a brief downtime of the
POSServer. **

This document is provided for installations of Idealpos 6.02 and above. All
previous builds will use the old POSServer. A User Guide chapter within this
document will detail the operation of the old POSServer.

The POSServer installation will automatically be installed when you update to 6.02. If
the POSServer does not install automatically, you can install it manually.

This file can also be installed on a PC that does not run Idealpos, but will become the
dedicated POSServer PC. Before installing the POSServer, you will be required to
install the Idealpos6.01Framework.exe file.

Idealpos will place the installation file in the following location (POSServerSetup.exe):

Standard Windows machines

Solutions
Windows 64bit machines
Solutions

- C:\Program Files\Common Files\Idealpos

- C:\Program Files (x86)\Common Files\Idealpos

Double-click the file to run the install manually.

Press Next to start the installation.

POSServer will be configured to install in the default location. Do not change this
unless you are aware of the changes and they are easily manageable.

The installation will proceed.

Once the installation is finished you can press Finish.

POSServer is now installed and ready to be configured. POSServer Configuration will

now be available in the Windows Start Menu.

At this point it is a good idea to decide on and configure a second terminal with
POSServer that is not running, but will be used in the event the main POSServer fails
and cannot be brought back online. Configuring extra backups to be stored on a USB
drive attached to the main POSServer is also recommended, or use an online cloud
storage service like Dropbox, Box or Drive.

POSServer Configuration
Once the POSServer has been installed, the configuration menu can be launched
from the Windows Start menu. If the program is not automatically added into the
Start list, go to Start > All Programs > Idealpos Solutions > POSServer.

The POSServer Configuration window will open giving you access to three main
menus which are Backup, Stock Control and Advanced.

The POSServer is a Service that can be located by going to Control Panel >
Administrative Tools > Services > Idealpos Server.

Running State
At the bottom-left of the POSServer screen is the current Running State of the
POSServer. The button is able to display in four different colours which represent a
different state the POSServer is in. This is a visual aid only and represents the
current state of the Idealpos Server Status.

Disabled
If the state is set to Disabled the service will not be able to be Started or Stopped
and the icon will display as RED.

Manual Stopped
If the state is set to Manual and the service is Stopped the icon will display as
GREY.

Automatic Stopped
If the state is set to Automatic and the service is Stopped the icon will display as
YELLOW.

Automatic/Manual Started
If the state is set to Manual or Automatic and the service is Started, the icon will
display as GREEN.

Backup Menu
The Backup Menu contains five choices which are Backup, Restore, Open Folder,
Retention and Additional.

Backup
This button will allow you to take a Backup of the system as it currently stands.
When this button is selected, you will be given the default location that backup will
be saved to, or you can select a location more appropriate.

The backup procedure will be performed and the file will be saved to the requested
location. There will be no confirmation the procedure has completed, as it will
happen quickly.

Restore
This button will allow you to Restore a Backup file from a previous state, and be used
instead of the current POSServer database. You also have the option to include the
log files associated with the backup file. This is generally used for error reporting and
bug fixing and not necessarily required if restoring a backup for use.

Once the file has been successfully restored a confirmation window will display. Press
OK to continue.

Open Folder
This button will open the default folder that contains the default backups that are
saved automatically based on the settings entered in the Backup Frequency.

Folders are named in reverse date context and will contain all backups for that date.

Retention
This slider will allow you to select how many days the backup folders will be saved
for. When POSServer backs up, it creates a file within the POSServer Backups folder.
After a set amount of days, the first folder to fall out of this date range will be
deleted.

Additional
This button will open another window that will allow you to add extra backup
locations. Extra backups allow you to restore the POSServer backup file in the event
the main POSServer location becomes unusable. Additional backups will delete the
previously created backups, so there will only ever be one additional backup in the
selected location.

It is important to remember that extra backups can slow the system down. A
maximum of five additional backup locations are able to be configured.

Press the Add button to create additional backup locations. Select the location of the
extra backup using the browse button. Idealpos recommends that this is a USB drive
attached to the standard POSServer Terminal which can be easily removed and
reconnected in case of issues.

Selecting a drive that is not local will result in a failed attempt.

The display window will show all Locations and Filenames for each backup.

Stock Manage Menu

The Stock Control menu allows you to set configuration settings for the Idealpos
mobile application (Stock Manage).

Device Access
When devices want to connect to the POSServer, they will require you to manually
allow them. The device will be listed with a code which can be confirmed on the
device itself. The name of the device and date it requested access will be displayed.
Select the checkbox to allow the device.

Remove
You can remove a device by right-clicking and selecting remove.

Configuration
This button will allow you to make changes to the various details that can be
customized for the mobile application. This section will contain two different areas
that can be customized by the user. The defaults that are entered will work correctly
without any manual configuration.

Data
Indirect device.

Select from True or False to send Indirect Items to the

Stock Control Stock Items marked as Stock Control will be sent if

marked as True. If marked as False, all
Stock Items in the database
will be sent to the device.

Security
Service MetaData Select from True or False to publish the MetaData,
allowing clients to build Stubs against the
service /mex.

Access Code
This function will regenerate the Access Code for this POSServer which is displayed
at the bottom of the POSServer window.

Pressing this button will change the code to another randomly generated one.

Advanced Menu
The Advanced Menu allows you to perform specific operations that are used in
advanced circumstances.

Service
This button will allow you to change the way that POSServer Starts and Current
Service State. Any changes made here will directly affect the Running State of the
Idealpos Server.

You have the option to select Start or Stop. This option will toggle depending on the
current state of the service.

The Startup state can be set as Manual, Automatic or Disabled. If you change this
setting, the Set State button will be available to be selected to set the default state.
By default this is set to Manual. Automatic will be set if the POSServer is
programmed to run on a terminal.

Users
This button allows you to specify Users that have permission to access the
POSServer database. This is used in the event that you are configuring POSServer on
another system, or you want to disable it to make changes to your system without
disabling POS from using it. In an ideal scenario, POSServer would run on a server
as opposed to a POS Terminal.
Enter the details of the User you want to add.

Once confirmed the User will be permitted.

System Reset
A Full System Reset will delete all details contained in the database and start a new
database with no data. You have the option of selecting to Delete all backup files if
you wish.

Enter the letters to spell CONFIRM which confirms you know what you are doing and
the damage that it can cause. The letters will grey out as they are pressed. They can
be pressed in any order.

A confirmation window will display when the reset has been completed.

PayPal
The PayPal menu allows you to configure options for the PayPal interface.

Options
The Options menu allows you to configure additional settings.

Interfaces
This will open a new window allowing you to select which interfaces are turned on or
off.

Clipp
Enable Clipp Interface.

POSServer Settings
POSServer must be installed, configured and used on installations of two or more
terminals. The POSServer will be able to be controlled by Site or POS Terminal.

Global Options
To access the POSServer settings go to Setup > Global Options > Miscellaneous >
POSServer.

POSServer Checkbox
POSServer does not become active until the checkbox is selected next to the
POSServer heading and an IP Address is entered that is the IP Address of the
terminal running the POSServer Service.

Address
Enter the IP Address of the terminal that the POSServer Service is configured to run
on.

POS # Override
This field will only display on POS Terminals that are using a POSServer Override
settings. This will allow only the terminals that are connected to the POSServer
Override IP to be actioned when using the Transfer, Clear Data and Reset options.

Order Numbers
Order Number range fields will not display until the checkbox has been selected.
Enter the range of Order Numbers assigned to the POS Terminals.

Timeout
This is the amount of time in seconds that POS waits before confirming that it cannot
connect to the POSServer.

Centralise Points
If you are offering Loyalty Points to your customers you can select this checkbox to
ensure that, in the case of communications breakdown between the POS Terminals,
customers cannot redeem more points than they are entitled to.

Floating Clerks
If you want to use the Floating Clerks feature, the POSServer needs to be configured
and this checkbox selected. This function can be toggled using a User-Defined button
on the POS Screen in the event that the POSServer is offline.

Transfer
This field allows you to transfer Customer Points and Table Data from the local
Access database to the POSServer.
It will only become available when an option is selected to be transferred.

This function is generally only used when first setting up the POSServer and you
want to transfer all current local data to the POSServer. This will only transfer what
is on the local terminal. If it is missing data for any reason, the data transferred will
be incorrect. If a POSServer Override IP has been entered, this will only apply to
terminals that link to the override IP.

Use of this function will be protected by an Admin Password.

You can differentiate between transferring Customer Points or Table Data or you can
send both.

When you press Send you may need to enter your Admin Password.

A message will display on screen to confirm the transfer of details.

POSServer will be updated with the new information and a window will display to
confirm the transfer has completed. Press OK to complete the process.

Clear Data
This function will allow you to clear data from the currently running POSServer. It
will only become available when an option is selected to be cleared.

No data will remain in the database that relates to Customer Points or Table Data.
This function is generally used when you are adding a POSServer that is new and the
data contained in the database is not current and will be updated. If a POSServer
Override IP has been entered, this will only apply to terminals that link to the
override IP.

This function will be protected by an Admin Password.

You can differentiate between clearing Customer Points or Table Data or both.

When you press Clear you may need to enter your Admin Password.

A message will display on screen to confirm the clearing of details.

POSServer will be updated with the new information and a window will display to
confirm the clear has completed. Press OK to complete the process.

Reset
This field allows you to Reset the Order Numbers and Locks within the POSServer. If
a POSServer Override IP has been entered, this will only apply to terminals that link
to the Override IP.

Order Number
This button will reset the Centralised Order Numbers to the first number specified in
the Oder Number Range fields.

A window will open to confirm you want to reset the order numbers.

Once completed a confirmation message will display.

Locks
This button will allow terminals to reconnect to the POSServer database if a request
has caused data to be locked. Data is locked when a POS Terminal accesses it for
use to stop other terminals from accessing the same data.

A window will open requiring you to confirm you want to release locks.

A window will confirm the release has finished.

POS Terminal Settings

If your environment uses multiple POSServers within the same site, it is possible to
segregate specific terminals from the Global Options POSServer and use a POSServer
Override. Centralized Points and Timeout will all be set from the Global Options
settings however.

There is no limit to the amount of POSServers that can consecutively run within an
environment. It is a recommendation however, to use Sites where possible, or
remove this functionality altogether.

To access the POSServer Override settings go to Setup > POS Terminals > Modify
required Terminals > Miscellaneous > POSServer.

POSServer Override IP
Enter the IP Address of the terminal that the alternative POSServer is running on.
You can set this for as many secondary terminals as you wish.

Automatically Reconnect
This checkbox will force the terminal to automatically attempt to reconnect to the
POSServer in the event that it has been disconnected.

POSServer Communications
POSServer will display messages within the POS Screen when there have been
changes in the way POSServer is behaving.

POSServer communicates on port 11000 and 11001, which may need to be allowed
through your firewall.

POSServer Communicating
If the POSServer has dropped communication and reconnected, a window will appear
that displays the POSServer has communications. The POSServer will have locked
any POS operations while it retrieves the data requested.

POSServer Timed Out Global

If the terminal attempts to connect to the POSServer and times out, you will be
given the option of attempting to reconnect.

POSServer Timed Out Override

If the terminal attempts to connect to the POSServer Override IP and times out, you
will receive a message that the connection has timed out.

POSServer Attempting Connection Global

If the POSServer is not connected, it will attempt to connect.

POSServer Attempting Connection Override

If the POSServer is not connected, it will attempt to connect. You have the option of
selecting to Click to Disable Auto-Connect. This will allow you access to the Back
Office section for the purpose of changing a setting or checking the communications
of the terminal.

If POSServer Fails
In the event that the POSServer or the PC hosting POSServer fails with no chance of
an easy recovery, it is possible to restore a POSServer Database Backup to another
terminal. The details that are contained within the backup will be determined by the
settings that are used in the POSServer Configuration Backup menu.

Before POSServer Fails

If POSServer fails for any reason, it will most likely happen in the middle of a busy
period and getting POSServer back up and running properly is important. Prevention
and forward thinking is the best way to ensure that this is a smooth process.

Ensure POSServer is installed

Select a POS Terminal that will be used in the event that the main POSServer
terminal fails. Ensure that the POSServer Service is running and you can access the
POSServer Configuration.

POSServer Failed
There are seven steps needed to get POSServer back up and running.
1. Take a Backup of POSServer from the main POS Terminal that is
automatically saved, either from the default location or alternative backup
location. If the terminal is unable to be used or a backup cannot be taken you
cannot restore a database.
2. Copy that file to a USB and save it to the second POS Terminal that will
become the POSServer. If you are using a USB stick as a secondary backup
location, a recent backup will be stored on this media.
3. Double-click this file and you will be prompted to restore the backup.
4. Open the POSServer Configuration and ensure the POSServer is running.
Configure any alternative backups again on this terminal if you want
(Recommended).
5. Open Idealpos and go to Setup > Global Options > Miscellaneous >
POSServer > Change IP Address to the new POS Terminal with POSServer
running > Save.
6. A warning message will open to inform you that you are about to lose all data
the terminals are currently using and replace it with the restored database.
This is a very important message. Press Yes to accept and proceed.
7. POSServer will now be running and configured on the new terminal. You do
not need to restart any Idealpos software for this to take effect.

Price Levels
Price Levels
Idealpos allows for multiple Price Levels to be used throughout the transaction
process. Over the years the program has evolved to include a multitude of Price
Levels based on varying functions and actions that can be used within a sale to
change, or inhibit changing of a price level.

Price Levels can be linked to a variety of sources used within a transaction, while
also being linked to automatic functions decided by Date/Time, Terminals or Clerks
to name a few. Price changes can occur during a sale and remain in place for the
duration of the sale, continuously to all subsequent sales, or on single items only.
Some price changes will affect all items within the sale, or items entered only after
the price change has been in effect.

This document will attempt to give as much information as to how Price Levels can
be changed and which one is used and when. The hierarchy of which Price Level
takes precedence over another can depend on many different settings that, if not
understood, can create havoc. If you find that we have not clearly demonstrated how
a price has been changed, or you have an example of a situation we have not
covered, we would really like to add it to this document so others may benefit.

The image below shows a general guideline for how a stock item will behave with
regards to various Price Level changes that can take place during a sale. When this
diagram was created, it was setup to change the price until end of sale. In all cases
of the below guide where possible, the price levels have been changed before a stock
item has been added to the sale.

Click on the image below for a high-res downloadable PDF.

Settings
There is any number of additional settings that can impact how and when price levels
can and will be overridden, inhibited, or a combination of them all. These additional
settings will affect price level changes in different ways to the standard Price Level
change functions.

Global Options
Go to Setup > Global Options.

Sales Tab > Miscellaneous

Price Level Change Duration:

Continuous

Until End of Sale

One Item Only

Interfaces Tab > StarrSrvr

Use Price Level Schedule

Update Customer Type from Member Price Level

Update Customer Type from Member Rating Grade

Customer Type

Interfaces Tab > Gaming Interface

Customer Type

Update Customer Type from Member Rating Grade

Yes/No Options
Go to Setup > Yes/No Options.

Customers Tab

Prices Always Recalculate on Customer Entry

POS Screen Tab

Grid/Menu Price Level Overrides

Inhibit Customer Override During Sale

Keep Grid Price Level after Exiting

Zero Priced Items sell at Price Level 1

Receipt/Kitchen Tab

Print Price1 of Overridden Prices on Receipt

Restaurant Tab

Inhibit Customer Add to Tables when Paying Items

Users
Go to Setup > User Permissions > Users other than Admin > Clerk Permissions >
POS > Price Levels.

Clerks
Go to Setup > Clerks > Add/Modify > Permissions > Price Levels.

Clerk
Go to Setup > Clerks > Add/Modify > Default Price Level.

The Clerk can be permitted to only use specific price levels by programming
Permissions. When a price level has been inhibited for a clerk, this has additional
limitations.

Go to Setup > Clerks > Add/Modify > Permissions Tab.

Any clerk that is also linked to a User account that has modified the Price Level
Permissions will also be affected.

Go to Setup > Users > Add/Modify (other than Admin) > Clerk Permissions > POS >
Price Levels.

Clerk/User Permissions will not override the Default Clerk Price Level.

Where the Clerk/User Permissions Price Levels behave differently to other price level
changes, is that they will display a warning message when the new Price Level is
unable to be used by that clerk.

Price Level Override

Go to Setup > Global Options > Sales > Miscellaneous > Price Level Override.

POS Terminal
Each POS Terminal is able to be locked to a price level by default.

Go to Setup > POS Terminals > Add/Modify > Miscellaneous > General > Lock Price
Level to.

Special Price Schedule

The special price schedule allows you to set a time/date for the price level to be
changed, and can be linked to specific stock items, customers and departments.

Go to File > Sales > Promotions > Special Price Schedule.

Buttons
It is possible to link a button to a price level which will change the price level for a
single item or until the end of the sale. You can configure as many price level
buttons as you want.

Go to Setup > POS Screen Setup > POS Screen > Layouts > Buttons > blank button
> Price Level function > Enter the price level code in the automatic text field.

Grid/Menu
Grids/Menus can be linked to a price level that will change the price of the item for
all items within the grid, or keep the price level used within the grid active for all
subsequent items entered after the grid items. Each Grid is able to be locked to its
own individual price level directly on the grid programming.

Go to Setup > POS Screen > Grids/Menus > Add/Modify > Price Level.

Customer
Each Customer is able to have his or her own individual price level linked to their
account. This is configured in the same area where you edit their personal details like
Name, Address etc.

Go to File > Customers > Customers > Add/Modify > Price Level.

Customer Type
A Customer Type can be linked to a Price Level which will be used if the Customer
does not have a personal price level linked to their account.

Go to File > Customers > Customer Types > Add/Modify > Price Level.

Customer Date
The Customer Date Price Level is activated only on the date entered in the
Customers DOB or 2nd Date fields.

Go to Setup > Global Options > Customers > Customer Date Function > Change
Price Level to.

StarrServer
If you are using Idealpos in conjunction with third-party gateway gaming interface
StarrServer, you can use a specific price level for them.

Go to Setup > POS Terminals > Add/Modify > Miscellaneous > StarrServer > Price
Level.

Sale Type
It is possible to link a Sale Type to a Price Level when programming the button. A
price level linked in this way may override some other price level settings.

Go to Setup > POS Screen Setup > POS Screen > Layout > Buttons > Sale Type
function > Price Level.

Price Level Mapping

Price Level Mapping is used to insert a different price level by default in place of the
price level selected. The price level itself will still follow all the Price Level rules
contained in this document, but can get confusing.

Go to Setup > POS Terminals > Add/Modify > POS Settings > Price Level Mapping.

Price Level Related Reports

Price Level Comparison
Go to Reports > Sales > Price Level Comparison.

This report will give you the following options:

Date Range

Sort Order Code, Description

Group By Department

Compare Actual Sales of All Existing Price Levels, Each Individual Price Level

With 3 separate fields to select an Individual Price Level

Selection Range Code, Description, Department, Location, POS System

This report allows you to compare the actual price level of items sales with other
price levels.

Promotions
Promotions in Idealpos
Promotions provide advanced discount functionality that can be applied automatically
to a sale, based on combinations of rules and options.

Can have the same Stock Item belong to more than one Promotion.
Can have the same Department belong to more than one Promotion.
Promotion Groups. Can Group similar Promotions together.
Can be used for Combo Deals. I.E, buy Burger, Chips & Drink for a Discounted
Amount.
Supports Multi Trip Qty and Amount Level for up to 3 Levels per Promotion.
Multi-Buy Promotion for same item but with different discounts amounts for
different trip levels.
Can Include/Exclude POS Terminals from Promotion.
Can Include/Exclude Customer Types from Promotion.
Shelf Labels can be printed.
Search Promotions by Description

Advanced Tab
The Advanced tab provides you with a User-Defined Text field that allows you to add
in specific codes supplied by Idealpos for additional Promotion functionality. This
section will not be used unless specified by Idealpos for your current installation.

Go to File > Sales > Promotions > Promotions > Modify > Advanced > User-Defined
Text.

Promotion Link Enquiry

This button will be inactive unless a stock item or department has been selected
within the Trip Conditions field.

Pressing this button will show all promotions that the Stock Item or Department is
also used in.

Order of Priority for

Discounts/Surcharges/Promotions
Idealpos uses the following order of priority to apply Discounts, Surcharges and
Promotions:

Promotion Discount Distributed Amongst Stock

Items
The discount will be applied amongst all items within that Promotion and distributed
to each item based on their original sell price minus item discounts, subtotal
discounts and surcharges.

The following formula applies to all Promotion Discounts.

= Discount on Item

Using this formula we can apply that to any item included in the sale affected by the
promotion. For example, if we sold Becks for $6 and Corona for $4 for a total of
$10.00 with a 40% discount, the formula would apply to each item as follows.

Becks
6.00
10.00

4.00 = 2.40

Corona
4.00
10.00

4.00 = 1.60

The Discount Amount is $4.00 and will be divided equally between all items within
the sale relating to the promotion. Any other items will not be affected.

Selecting Stock Items

Stock Items can be added to promotions in a multi-select feature. When you press
the Stock item button you will be taken to the Stock Item list, where you can select
multiple stock items before pressing OK.

To select multiple items you will need to use the Ctrl key to select items one at a
time, or you can select a range using the Shift key.

Once items have been added to the promotion the Delete and Promotion Link
Enquiry buttons are able to be used on highlighted items.

The Delete button will remove the highlighted line from the list, there is no
confirmation. Highlight the first item in the list you want to delete and hold down the
Shift button while you select the last item in the range you want to remove. You
can only remove items consecutively from the list.

The Promotion Link Enquiry button will display all the other promotions the selected
item is used in.

Promotion Discount Types

There are a total of nine different Discount Types available which cover all types of
promotions. These are:
$ Discount off Items
% Discount off Items
Fixed Price for Items
Bonus Stock Item
Cheapest Item % Discount
Unit Price Each
$ Discount off Total
Expensive Item % Discount
$ Discount Each Item

Each promotion can only ever use one promotion discount type. Stock Items and
Departments are able to be used in multiple promotions and will be calculated on a
priority basis.

$ Discount off Items

This promotion will apply a dollar discount to the relevant items once the trip level
for those items has been reached.

It doesnt matter how many items are purchased within the sale.

% Discount off Items

This promotion will apply a percentage discount to the relevant items once the trip
level for those items has been reached.

Multiple of two beers will receive the discount, but any odd amounts will only
discount the cheapest possible items.

Fixed Price for Items

This promotion will apply a fixed price for any items that are combined to create the
promotional trip.

The discount will only apply when an item from both Condition Sets has been
purchased.

Bonus Stock Item

This promotion allows for the ability to give a product away for free with the
purchase of specific items.

The item that is to be given away for free does not need to be entered into the sale,
but will be automatically entered when the sale is finalized.

Cheapest Item % Discount

This promotion is well suited any Buy 1 get 1 Free for Equal or Lesser Value
promotions.

The discount amount is calculated only on the cheapest item within the sale and
distributed amongst all items within the promotion.

Unit Price Each

This promotion is used to assign a unit price to multiple items regardless of the
original sell price.

In our example we want to get rid of our half bottles of wine.

$ Discount off Total

This promotion is used to take a dollar amount off a sale regardless of how many
items are purchased from the selection.

The discount is calculated and then distributed evenly across all items contained in
the promotion.

Expensive Item % Discount

This promotion will calculate the discount amount on the most expensive item within
the promotion only.

The discount is calculated on the most expensive item within the sale and applied to
other items relevant within the sale.

$ Discount Each Item

This discount will reduce the price of relevant items only.

All items affected in the promotion will be discounted.

Promotion Groups
Promotion Groups are used to sort similar Promotions and will allow you to sort the
Promotions by Group in the Promotions Grid. There must be at least one Promotion
Group to link a Promotion.

To create a Promotion Grid go to File > Sales > Promotions.

Sort Promotions Grid by Promotions Group

In the Promotions Grid, All Promotions will be displayed. Use the drop down to
select the Promotion Group to view.

Promotions Grid
The Promotions Grid will display Promotions and use the following columns.

Priority Used to set which Promotion has Priority.

Description Displays the Description of the Promotion.
Group Displays the Description of the Promotion.
Discount- Can see what Discount Option is used.
Date Range Show the start and end date range of the Promotion.
Time Range Will show the Time Range or show All Day if Continuous.
Days Will show which days have been set or Every Day if Continuous.
POS Range Will show the POS Range for which Terminals will use the Promotion
or will be left blank for all.
Cust Type Range Will show the Customer Type Range for the Promotion or will be
left blank for all.

Expired Promotions
Any promotion that is outside the date allowed will show as expired. This can then be
edited or removed.

Promotion Priority Level

The priority level is displayed on the left-hand side of the Promotions Grid and is
used to set which Promotion is triggered first. A single item will not be affected by
two Promotions within a single sale. It is important to check the priority of
promotions when the same Departments or Stock Items are used in multiple
Promotions.

Change Priority Level

The Priority Level number will be assigned as you add new Promotions. For example,
if you have currently have 7 Promotions, and you add another, the next Promotion
will be Priority Number 8.

To Change the Priority Level, press the Change Priority Button located at the bottom
left hand corner.

The promotions grid will change to Yellow.

The Change Priority button will change to Lock Priority and two directional buttons
will appear, which you use to change the priority of the highlighted Promotion. You
can also use the mouse to drag the promotion up or down.

Once all changes have been made, press the Lock Priority button.

Copy Promotion
The Copy button allows you to copy a promotion, where you can then change
minimal details and save it as another promotion.

Highlight the Promotion you want to copy and press the Copy button.

A confirmation message will appear where you can confirm.

Idealpos will create a new promotion and open the promotion screen to edit the
promotion details. Once you have completed all the changes, exit and save.

The new promotion will be saved in the list as the new name you created in the
lowest priority setting.

Promotion On/Off
Promotions can be turned On/Off direct from the POS Screen. This may be used for
refunding items or inputting transactions that should or should not trigger a
promotional event.

Go to Setup > POS Screen > POS Screen Setup > select Layout > Buttons >
Promotions On/Off. If required, you can enter a password for this button, will be
required to be entered before the promotion settings will toggle.

Password Protection
Before the Promotions can be turned off, you will be required to enter the password.

There is no password required to turn promotions back on.

Promotions Off
When you press this button a message will appear warning Promotions have been
turned OFF. The words *PROMOS OFF* will display in yellow in the bottom righthand corner of the POS screen.

Promotions On
To turn on the Promotions, either Press the Promos On/Off Button, press Promos Off
text or Close the POS Screen and re-open it.

Promotion Examples
There are many different ways that promotions can affect both the customers
discount and the profit you can make. It is important to realise how these differences
will affect any business.

Priority Change Affects Same Items

The following example shows how when a different priority is used with the same
item in two promotions can affect the discount that will be applied.

Scenario 1 Milk and Bread for $5 has

Priority
Sell two Milk and one Bread and the Milk and Bread for $5 promotion will apply.

Even though we purchase two milks, that promotion is not tripped as it is not a
higher priority.

Scenario 2 Buy 2 Milk for $5 has Priority

In this scenario, we will sell the same items, but because we have changed the
priority of the promotion, a different discount will apply.

The discount that will apply to this sale is a difference of $0.30c. Small change in
some circumstances but will add up over time.

Set Multiple Trip Levels for the Same Items

When you have multiple promotions with a lot of the same items, it is important to
ensure the priority is working correctly. An example of this is a bottle shop that sells
wine, and offers two promotions of varying amounts. The promotions are Buy 12
Get 20% off and Buy 6 Get 10% off. In this example the Buy 6 promotion must
be a lower priority than the Buy 12 promotion. The reason for this is that Idealpos
will scan through all promotions to check for any matches. Even if there is a match
for items, if the trip level is not reached the scan will continue to the following
promotions and trigger the first one that matches.

In this example we are using the same bottles of wine for both promotions, but
depending on how many you buy in the one sale in total will depend on which
promotion is tripped. To create these promotions simply create one, and then copy
that promotion and change the details.

Scenario 1 Sell less than 12 wines, but 6 or

more
In this example we have sold 9 bottles of wine. The discount will only apply on 6
bottles in total.

Scenario 2 Sell more than 12 wines

In this example we have sold 12 wines and you can see the discount is much larger.

Promotion Tripped by Quantity or Amount

Promotions must be configured to Trip before they are able to be calculated as a
promotion within a sale. This is done using a dollar or quantity value entered when
creating the promotion.

Quantity Trip
In the following example we have set the trip at 2 items, and a fixed price will be $5
total.

Amount Trip
In the following example we have set the trip at $10.00, and the unit price will be $3
for each item.

Multiple Trip Quantities and Amounts

It is possible to have up to 3 Trip Quantity and/or Amounts within a Single
Promotion. Take Burger Combos for example. A Burger Combo Promotion requires a
Burger, Drink & Chips with each item having its own Trip Level.

In this example, to be able to trip this promotion requires the purchase of 1 of 3

burgers, 1 of 5 drinks and 1 regular chips. This gives customers the ability to
purchase their own choice while still receiving the price of any combination.

You can create as many different types of these promotions as required.

Promotions Tripped Multiple Times

Multiple Trips Allowed
We have selected this example to trip the promotion as many times as possible.

In the example below we have sold 2 cartons, and the promotion shows as being
tripped twice.

Multiple Trips Disabled

We have selected this example to trip the promotion only once.

In the example below we have sold 2 cartons, and the promotion is only tripped
once.

Promotion Filters
Promotions can be configured to trip only on specific POS Terminals, or when specific
Customers are added to a sale. This allows you to target a certain clientele.

POS Terminal Filtering

You are able to enter single terminals or a range of terminals.

Customer Type Filtering

Select the customer types you want to offer the promotions to using the same
method.

Promotion Labels
Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Promotions from the drop-down menu.
Output To: Select how you want the labels. DesignPro and Text.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.

Only one Promotion can be selected at any one time, however they will be added to
the grid automatically.

When you have selected the Promotion you want to print, press the Export button to
send the labels to the selected settings.

Promotions Related Reports

Promotions
Go to Sales > Promotions > Promotions.

This report will give you the following options:

Date Range
Group By POS Terminal, Site
Report Type Promotion Summary by Type, Promotion Details by Item
Selection Range Promotion Group, Site and POS System

This report shows the promotions activated and the totals within each.

Purchase Categories
Purchase Categories in Idealpos
Purchase Categories are responsible for organising your purchases into different
categories for reporting purposes. They are simply the way that you wish to group
the purchase history of your items.

You may like to divide your purchases into Food and Beverage, Alcoholic and NonAlcoholic, Pre-packaged Food or Raw Materials. A total of 99 purchase categories can
be used.

Create Purchase Category

In Idealpos, go to File > Purchase > Purchase Categories.

Press the Add button to add a new category, Modify to change any details, or Delete
to remove the category.

Fill in the appropriate description and click the Save button.

CLUBline GL Code is not required unless using CLUBline third party software
interface.

Linking Purchase Categories to Stock Items

Linking Purchase Categories to Stock Items is performed by modifying each Stock
Item. A Stock Item must be linked to a Purchase Category to be saved.

Go to File > Stock Control > Stock Items > Modify Stock Item > General >
Purchasing > Purchase Category > Enter the number that corresponds to the
category you wish to link the item to, or use the drop down menu to search > Save.

Once a Purchase Category has been linked it will display both the Code and
Description of the linked Purchase Category.

Purchase Category Reports

It is possible to run reports based on Purchase Categories by going to Reports >
Purchases > Purchase Categories Report.

Purchase Category Related Reports

Purchase Category
Go to Reports > Purchases > Purchase Category.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By Location
Selection Range Code, Description, Location

This report will provide an overview of returns and purchases.

Raffles
Raffles in Idealpos
The Raffles function is used to sell tickets and award prizes to a random number of
tickets within a specified range. Raffles will be allocated their own unique identifier
that will change as each raffles prizes are awarded. Although raffles can be reissued, each consecutive raffle will be allocated the next available raffle code.
POSServer will need to be configured before using this feature.

Programming Raffles is done through the Promotions menu. There is no limit to the
amount of raffles that take place at any one time, nor are there are any priorities.
Raffles are sold by linking to a Stock Item in the database to sell tickets, therefore it
is not possible to use the same stock item in more than one raffle.

When a customer purchases a raffle ticket a receipt will be issued to them with all
the ticket numbers they have purchased. It will also include other details specific to
that raffle. No customer tracking is performed for raffles, so if the customer loses
their receipt with the raffle tickets it is lost.

Raffles can be accessed by going to File > Sales > Promotions > Raffles.

Raffle Setup
POS Screen Setup
You need to create a button on the POS Screen which will be used to generate a
winner when the raffle is to be drawn. This button will access all current raffles that
have had tickets sold.

Go to Setup > POS Screen > POS Screen Setup > Select Layout > Buttons > Create
a button using the Raffles function.

Configure Raffles
Before raffle tickets can be purchased you need to configure a raffle that is linked to
a stock item. A stock item can be an existing item that issues a ticket each time it is
sold, or you can create raffle specific stock items for use only with raffles.

To configure a raffle go to File > Sales > Promotions > Raffles.

Click Add to add a new Raffle.

The raffle window is broken up into 3 different sections called Raffle Details, Ticket
Sales and Tickets.

Raffle Details
Code
code.

This field will be automatically allocated for you as the next available

Description Name the Raffle as descriptive as possible.

Stock Item

Enter the Stock Item Code that triggers the sale of tickets for the
raffle. Each time this item is sold a ticket will be issued from the
receipt printer. You can search for the stock item using the arrow
button.

Ticket Sales
POS Range

Enter the POS Number that are able to sell items that link to Raffle
Tickets. Items that are sold on POS Terminals not within this range will
NOT issue tickets.

Time From
from.

Enter the time in 24 hour format that tickets are able to be issued

Day/s

Use the checkboxes to select which Day/s will be able to issue tickets.

Checkbox

Allow selling of new tickets after raffle is drawn If this box is left
un-checked, items linked to this raffle will be unable to be sold. Check
this box to allow ticket sales.

Ticket Limit Enter the total amount of tickets that you want to sell for entry into
this raffle. If you dont have a limit required 0 will be displayed.
Warn When Enter the total amount of tickets that are to remain, which will trigger
a message on-screen to the operator informing them. This will only
apply if a Ticket Limit has been entered.

Tickets
Header Graphic Number This is the corresponding Logo number that is allocated
to the logos that are stored on the receipt printer. You
can create custom logos for the raffle being used or
leave this set to 0 for no logo.
Footer Text

Press Exit to Save.

Enter the text that will be printed to the footer of the

receipt each time a ticket sale is made.

Raffles and Promotions

If you want to create more sales and offer a discount to customers who buy tickets
in bulk, you will need to set up promotions that allow this. This guide will provide
basic information for setting up the promotions to work with raffles only. For a more
detailed guide on Promotions, please find it in the User Guide.

Go to File > Sales > Promotions > Promotion Groups > Add > Create a Raffles Group
> Save.

Go to File > Sales > Promotions > Promotions > Add > Create 2 Promotions for the
bulk ticket purchase.

Below example is for a 10 Ticket purchase. If your raffle items are a different price
you will need to create a promotion for the stock items only.

Below example is for a 5 Ticket purchase. If your raffle items are a different price
you will need to create a promotion for the stock items only.

Inhibit Raffle Ticket Sales

Any item that is linked to a raffle and meets the Ticket Selling criteria will issue raffle
tickets. Tickets that do not meet the criteria will be inhibited from sale.

POS Terminal Inhibited

This message will display if a POS Terminal attempts to sell an item that is linked to
a raffle.

Date Range Inhibited

This message will display if a raffle item is attempted to be purchased outside of the
date range selected for that raffle.

Drawn Raffle Inhibited

This message will display if a raffle has been drawn and the checkbox has not been
ticked to allow for sales of new tickets.

Ticket Limit Reached

This message will display if the raffle has a limit to the amount of tickets that can be
purchased is reached.

Selling Raffle Tickets

Raffle tickets can be purchased through the POS as a normal sale. Stock items can
be selected from the POS Screen or just enter the stock item code.

Finalize the sale and the receipt printer will print the raffle tickets. The raffle ticket
receipt will print out the following information (Example in brackets):
Raffle Code: (9-4) The first number indicates the code of the raffle, and the
second number indicates how many draws the raffle has been run for.
Transaction #: (26-1) This is the audit number of the POS Terminal that
performed the sale.
Purchase Date: (26 Aug 2011 15:00:29) The date and time the tickets were
purchased.
Ticket Quantity: (10) This is the number of tickets purchased during this
transaction.
Raffle Numbers: (4 5 6 7 8 9 10 11 12 13) These are the numbers that you
have purchased for the raffle. The first and last number purchased will be larger than
the others.

Drawing Raffles
When it comes time to draw a raffle, press the Raffle button that you created on the
POS Screen.

Any raffle that has been created in the database is able to be drawn. A new window
will open displaying all available raffles.

Select the Raffle you want to draw from the list and a new window will open. Raffles
can be drawn at any time, the selection of the raffle is not limited by the Ticket
Sales.

The window will display the following options:

Raffle Number The raffle number that was allocated when the tickets were
purchased.
Total Tickets Sold The total amount of tickets that have been sold for the raffle.
Drawn If the raffle has been drawn previously it will display how many times.

Reset Raffle
Pressing this button will clear all ticket numbers that were purchased for the raffle,
and change the Raffle Number. This button will show different messages depending
on the progress of the raffle.

You cannot reset a raffle if it has not yet been drawn. This prohibits you from selling
tickets and not allocating a winner.

If tickets have not been sold for a raffle, there is no need to reset it.

When the raffle is reset, the raffle number will be re-allocated.

Generate Winner
Pressing this button will generate a random winner from the tickets that have been
sold. This message will change depending on the progress of the raffle.

You will need to confirm you are about to draw the raffle.

Idealpos will generate a random winner from the tickets sold and display a winning
ticket.

A receipt will also print to the receipt printer with the winning ticket number.

The following information will be displayed:

Raffle Code The code of the raffle that has been drawn.
Raffle Name The name used to describe the raffle.
Draw Number The amount of times the raffle has been drawn.
Date Drawn The date and time the raffle was drawn.
Entries The total amount of entries that were purchased for the raffle.
Winning Number The winning ticket number for the draw.

Range Programming
Range Programming Stock Items
Range Programming allows you to change one field of multiple stock items at a time
by selecting a range of items. Not all Stock Item fields are able to be changed in this
way, but there is a large selection available.

You can access the Range Programming Stock Items by going to Utilities > Range
Programming > Stock Items.

Select the range of Stock Items using a combination of Code, Description,

Department and Supplier ranges

From the drop down list select the field you want to change and the detail you want
to change.

Confirm you want to Proceed.

A completed window will display when all changes have been made.

Receipt On/Off
Receipt On/Off Function
This function is used to turn the receipt to auto print after every sale on or off. You
can configure this button by going to Setup > POS Screen > POS Screen Setup >
Select Layout > Buttons > by default Idealpos will create the button on the Admin
Tab.

Using Receipt On/Off

The state of the function is shown on the front of the POS Screen and can be toggled
simply by pressing the button.

If Receipts are set to be off and the Tender is set to force print a receipt, the tender
will override the POS Screen setting.

Received Account/Paid Out Functions

Received Account/Paid Out
The Received Account/Paid Out functions are used when you need to add a tender
amount of dollars to the takings to be recorded against the journal. There are four
available functions that can be utilised as Paid In and Paid Out to keep headings
separate on the financial reports.

Paid In functions are named as RECEIVED ACCOUNT 1 through to 4 in the Functions

menu. If you wish to use Gift Vouchers and Credit Notes you will be required to set
one for each type.

Paid Out functions are named as PAID OUT 1 through to 4 in the Functions menu.
They are not required for Gift Vouchers and Credit Notes.

Information on setting up Gift Vouchers and Credit Notes can be found in the Help
Guide under those headings.

You can access these functions by going to Setup > Functions > Modify the selected
operation.

Received Account and Paid Out Settings

Received Account and Paid Out are generally utilised when you want to use the
money that is in the cash drawer to pay for something you require during service.
You can use the Paid Out function to record how much money was removed from the
drawer for the purchase, then use the Paid In function to record the difference
between the money returned to the drawer and the amount on the receipt. These
can then all be reconciled on the financial report and you can be sure the staff is not
buying items they should not be with business funds.

First you will need to create both buttons by going to Setup > POS Screen > Layouts
> Buttons. The function will need to be linked to the appropriate Received on
Account or Paid Out setting.

Using Paid Out

Log a clerk onto a sale > enter the amount you want to remove from the drawer >
select Paid Out.

Press Enter to go to the Tender screen. Most likely you will press Cash to take the
money and buy something. You will see the POS Screen inform you to take $25
change.

Using Paid In
Log a clerk onto a sale > enter the amount you want to add to the drawer > select
Paid In.

Press Enter to go to the Tender screen. Most likely you will press Cash to receive the
money. The cash drawer will open to add the change to the drawer and the receipt
to reconcile the difference.

The Financial Report will itemise the different Paid In and Paid Out functions.

Refunds and Credit Notes

Refunds and Credit Notes in Idealpos
Idealpos supports the facility to offer Refunds and Credit Notes.

Refunds are used to put stock items that have previously been sold, and returned for
any number of reasons, back into stock to be controlled, either by way of writing
them off or reselling them.

Credit Notes are used for giving customers who have made a purchase, but instead
of giving them a tender refund, they receive a credit note to the value of the
returned goods to spend in your store. This is commonly called an Exchange or Store
Credit.

If item/s the customer is returning were purchased at a full price but are now
included in a promotion, it is a good idea to make sure that promotions are turned
off for the refund to be calculated correctly.

Refund and Credit Note Settings

Global Options
Go to Setup > Global Options > Credit Notes/Gift Vouchers tab > Credit Notes.

Receipt Message
This area is used to input the conditions you want to inform customers of when
issuing Credit Notes. This message can be very long if required, but will print out on
the receipt each time.

Expires After # days

This will determine how many days you will accept Credit Notes to be used for from
the date of issue. Credit Notes that are partially used will be re-issued with the same
due date from the original.

Print Credit Notes on Receipt Printer

Toggle this option if you would like the Credit Notes you issue to print to the default
Receipt Printer.

Automatically create Credit Note Codes

Toggle this option to create a unique identifier code that Idealpos uses to track use
of this Credit Note.

Credit Notes can be redeemed at any Site.

Toggle this option to allow customers to visit any store you own to receive goods.
This is based on you using Sites for each different store location.

Customer Type
Customers who receive a Credit Note are automatically added to your Customer
database for tracking purposes. This enables you to add them to a specific type to
keep them organised.

Reason 1 10
Enter the different reasons that a customer has for returning an item and not
receiving a refund. You only need to enter 1 reason.

Yes/No Options
Go to Setup > Yes/No Options.

You will need to enable the Credit Note Tender for use when a customer wants to use
one to buy another item. This option is located on the Tender tab.

If you want to give Cash Out when using this tender, you will need to enable it from
the Tender tab.

POS Screen Buttons

Go to Setup > POS Screen > Layouts > Buttons > select Credit Note Enquiry. This
will bring up the details on the POS Screen in regards to the Credit Note.

Functions
Go to Setup > Functions > Received Account (4) > Modify > change Description to
Credit Note > select Credit Note option > Save.

Go to Setup > Functions > Tender (select one) > Modify > Credit Function > Open
Cash Drawer > Credit Note Tender > Save.

Clerks & Users

For Admin clerks go to Setup > Clerks >Modify > Permissions > Refund > Save.

Clerks that are linked via User Permissions have more options on what you can and
cannot allow. Go to Setup > Users > Modify > Clerk Permissions > POS > Credit
Notes > Edit Credit Notes > Refund.

Refunds
There are any numbers of local laws governing the use of refunds and it is your
responsibility to know yours and your customers rights. A refund will allow the
customer to receive their money back in the same tender they purchased the goods
with. This will also put any returned items back into stock for the purpose of stock
control. Any items once they have been returned, can be resold, returned to supplier
or written off.

There are 2 ways to use the refund function, but they will both perform the same
result. The first way is to press the Refund button on the POS Screen, then select the
items you wish to return. The second way is to select items you want to refund, then
highlight them on the screen and press the Refund button.

Refunded items within the sale will change colour to RED and be highlighted with the
word *** REFUND*** in the description line.

When returning items via the refund function, it is a good idea to return the
customers money in the same tender that they initially purchased the goods with.
This will ensure that your records are kept up to date.

Credit Notes
Credit Notes are used for the returning of goods into your store, but instead of giving
them back the tender they purchased with, you give them a Credit Note to the value
of those goods in your store. It acts like a Gift Voucher in that it cannot be redeemed
for cash, and must be spent in your store.

Issue a Credit Note

Add an item to the sale window and select if for a Refund > select Yes to issue a
Credit Note. Selecting No will refund the purchase without issuing a Credit Note.

Enter a Customer Name and select a reason for the return and press OK.

If selected, a receipt will print from the default receipt printer with all details of the
Credit Note.

Enquire about a Credit Note

Navigate to the Credit Note Enquiry button on the POS Screen. A new window will
open where you can Scan or Enter the Credit Note Code.

If you want to search for the Credit Note using the customer name, press Name
Search. Once you start entering the Customer Name, all Credits Notes that match
will be displayed. Highlight one and select Use This Name.

Details of the Credit Note will be displayed on screen.

Balance of Credit Note

- The current balance available on the Credit Note.

Bought

- The date and amount of the Credit Note when issued.

Expires

- The date the Credit Note is no longer valid.

Depending on the User Permissions allowed, there will be the option to perform some
functions.
Print

- Will print the Credit Note to the receipt printer.

View History - Will display all Transactions that have taken place regarding the
Credit Note.
Edit

- Allows you to edit the Expiry Date only.

OK

- Exits the Credit Note Enquiry screen.

Refunds & Credit Notes Related Reports

Financial Report
Go to Reports > Financial > Financial Report.

This report will allow you to use the following options:

Date Range
Group By POS System, Clerk, Location, Site (Only available with HO & SM
Modules)
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Modules)

This report will display all financial information of the specific functions used for the
duration of the selected date range, and will detail the totals for each function that
has been recorded through the POS Screen. This report will not display any amounts
that have been entered as a Cash Declaration.

Financial Trend
Go to Reports > Financial > Financial Trend Report.

This report will allow you to use the following options:

Date Range
Group By POS System, Location, Graph
Options List, Comparison, Group (Hourly, Weekday, Daily, Weekly, Monthly,
Quarterly, Yearly), Filter
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)

This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.

Credit Notes
Go to Reports > Sales > Credit Notes.

This report will give you the following options:

Credit Notes Issued Date Range
Credit Notes Expiring Date Range
Report Options All Unredeemed, Totally Redeemed, Partially Redeemed,
Expired Unredeemed

This report will show the Credit Note details dependent on the options selected.

Reports
Reports in Idealpos
Idealpos breaks the reports into seven groups, with many reports contained within
each group.
These

groups are:
Financial
Sales
Stock Control

Purchases
Customers
Employees

Restaurant

Where applicable, each report will have a Date Range to select from, along with
other fields that help drill the report down to the information you require.

Auto-Select dates are:

Today
Yesterday
Hour to Date
Week to Date
Month to Date
Year to Date
Financial Year to
Date

Last Hour
Last Week
Last Month
Last Year
Last Financial
Year
All Dates
Custom Date

Sessions (On
selected reports
only)

In some cases there may only be a single field to select from as a range. This allows
you to customize the report fully, but entering the details specifically you want to
find. E.g. 1-3, 5, 7-11.

Each report has the ability to be Printed, Exported, Save as PDF or Emailed. A
number of reports have an option to set the selections as Default. All reports are
able to be configured as a shortcut, and can also be used in the Scheduled Reports
module.

Some reports will display a small green database graphic beside them. This indicates
that the report is generated from SQL data.

Default Email Message when sending Reports

This function allows you to create a default message that will be sent when you send
reports. There are two separate messages that you can select.

Go to Setup > Global Options > Other Options > Email Settings > Default Message
when sending Reports/Default Message when sending Customer Statements/Invoices

Financial
The Financial group has four main reports that are available which are:
Financial Report
Financial Trend
Financial Summary
Clerk Financial

This group of reports contains all financial transactions that take place through the
POS using the multiple functions available.

Financial Report
This report will allow you to use the following options:
Date Range
Group By POS System, Clerk, Location, Site (Only available with HO & SM
Modules)
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Modules)

This report will display all financial information of the specific functions used for the
duration of the selected date range, and will detail the totals for each function that
has been recorded through the POS Screen. This report will not display any amounts
that have been entered as a Cash Declaration.

Total Sales (Inc Tax) amount will only display on terminals using the Canada/USA
Regional setting.

Financial Trend
This report will allow you to use the following options:
Date Range
Group By POS System, Location, Graph
Options List, Comparison, Group (Hourly, Weekday, Daily, Weekly, Monthly,
Quarterly, Yearly), Filter
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)

This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.

Financial Summary
This report will allow you to use the following options:
Date Range
Report Option Groups (DateTime, Location, POS, Clerk), Sub Groups, Fields
(Nett Sales incl. Tax, Nett Sales excl. Tax, Cost of Sales, Margin, GST,
GST FREE, Number of Transactions, Number of Sales, Covers, Total FOOD,
Total BEVERAGE, Other Categories), Date Filter (Hourly, Weekday, Daily,
Weekly, Monthly, Quarterly, Yearly, Session), Condensed Format, One Page
per Group
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)

This report requires you to select specific fields before any data will display.

Clerk Financial
This report will allow you to use the following options:
Date Range
Group By POS System, Location, Site (Only available with HO & SM
Modules)
Sort By Clerk Code, Clerk Name, Sales Amount, Transactions Qty, Items
Qty, No Sales Qty, Refunds Qty, Refunds Amount, Voids Qty, Voids Amount,
Void Entire Sales Qty, Void Entire Sales Amount, Cash Tenders, Non-Cash
Tenders
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Modules)

This report will detail each clerk and the functions that have been used. It gives you
quick access to advanced function details like Voids and No Sales.

Sales
The Sales group has twenty one main reports that are available which are:
Stock Item
Hourly Sales
Stock
Sales
Clerk Sales
Remaining
Stock Item
Weekly Sales
Inactive Stock
Sales Trend
Weekly Sales
Pending Sales
Department
Trend
Promotions
Sales
Journal History
Price Level
Department
Cash
Comparison
Sales Trend
Declaration
Gift Vouchers
Sales Categories
Best/Worst
Credit Notes
Grouped Sales
Sellers
Coupons

Stock Item Sales

This report will detail the quantities of each selected Stock Item within the range.
This report will give you the following options:
Date Range
Sort Order Code, Description
Options Show Stock Items, Exclude Discounts, Group by Sell Price,
Consolidate Site Items (Only available with HO & SM Modules), Portrait, Unit
Price is Price 1, Hide Unit Price/Tax
Optional Grouping 7 field selections (Site, Supplier, Location, POS Terminal,
Sales Category, Price Level, Department, Tax), Show Group Label, Totals
Only, Totals with Group Label
Selection Range Price Level, Code, Description, Department, Supplier,
Location, POS System, Site (Only available with HO & SM Modules)

This report will show the breakdown of sales by Stock Item. This is a good report for
viewing the total quantities of a particular item, or items within a specific
department, when trying to achieve sales goals.

Stock Item Sales Trend

This report will give you the following options:
Date Range
Sort Order Code, Description
Summary Quantity, Amount, Both
Group By Stock Item, Department, POS, Location, Supplier, Customer,
Clerk, Graph
Date Filter List, Comparison, Group (Hourly, Weekday, Daily, Weekly,
Monthly, Quarterly, Yearly)
Selection Range Code, Description, Department, Supplier, Location, POS
System, Stock Control (Any, Yes, No), Indirect (Any, Yes, No)

This report will display the Stock Item sales breakdown over a selected range.

Department Sales
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By POS System, Sales Category, Location
Options Include Graph
Selection Range Code, Description, Sales Category, Location, POS System

This report will provide a breakdown of each Department sales. This report is able to
be printed to the receipt printer by using the relevant function in the POS Screen
programming.

Department Sales Trend

This report will give you the following options:
Date Range
Sort Order Code, Description
Report Layout Daily Trend Report, Monthly Trend Report, Include Graph on
Report
Selection Range Code, Description, Location, POS System

This report will display the Department sales breakdown over a selected range.

Sales Categories
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By POS System, Location
Report Type Stock Items, Departments
Options Include Graph
Selection Range Code, Description, Location

This report will display the totals for Sales Categories over a defined period. Sales
Categories group Departments.

Grouped Sales
This report will give you the following options:
Date Range
Exclude Discounts

The grouped sales report generates one report with the ability to cascade through
the report. The first level is sales categories, by double clicking on this you are taken
to the department totals. Double click on a department and the stock items that
make up this department are displayed. By double clicking on the stock item the
report displays the time and date of the sales, the clerk that sold them, quantity sold
and the sale price.

Hourly Sales
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By POS System, Location
Options Summary, Include Graph
Report Type Stock Items, Departments, Sales Categories
Grouping Intervals 60 minutes, 30 minutes, 15 minutes

This report will display the selected sales by the Hour.

Clerk Sales
This report will give you the following options:
Date Range
Sort Order Code, Description
Report Type Stock Items, Departments, Stock Item Price Levels, Stock
Items by Hour, Stock Items by Supplier
Options Include Graph
Selection Range Clerk Code, Clerk Name, Stock Item, Department, Site
(using HO/SM only)

An example of a Report of Stock Item or Department Sales sold by each Clerk.

Weekly Sales
This report will give you the following options:
Date Range
Report Type Clerk Sales, Department Sales, Sales by Hour, Sales by
Location/Hour
Options First Day of Week, Include Graph
Selection Range Clerk Code, Clerk Name, Stock Item, Department

This report will display the selected sales total amounts breakdown by weekday.

Weekly Sales Trend

This report will give you the following options:
Date Range
Group By None, Stock Items, Clerks, Departments, POS, Locations
Options First Day of Week, One Page per Group, Include Graph
Selection Range Clerk Code, POS Terminal, Stock Item, Department,
Location

This report will display the totals as a trend over the weekday.

Journal History
This report will give you the following options:
Date Range
Group by Clerk, POS System, Location
Options Show Totals/Tendering
Selection Range Clerk Code, Clerk Name, Location, POS System

This report will show all transactions performed.

Cash Declaration
This report will give you the following options:
Date Range
Sort Order POS System, Date
Option Show Footer
Selection Range Shift End, POS System, Clerk Code

This report will show the details of the Expected, Actual and Variance totals of the
End of Shift function.

Best/Worst Sellers
This report will give you the following options:
Date Range
Sort Order Sales Amount, Sales Quantity, Profit Amount
Report Type Best 100 Sellers, Worst 100 Sellers
Group By Location, Supplier
Selection Range Code, Description, Department, Location, Supplier

This report will display the Best or Worst Stock Items of up to 100 items.

Stock Remaining
The report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Supplier
Options All Items, Only Items with Sales, Out of Stock, Out of Stock with
Sales, Reached Re-Order Level, Hide Stock Item Totals, Hide Location Totals
Selection Range Stock Code, Description, Department, Supplier, Location

This report will show the stock remaining from the current stock level after sales.

Inactive Stock
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location
Selection Range Code, Description, Department

This report will display all items that have not been sold within the selected date
range.

Pending Sales
This report will give you the following options:
Show Bar Tabs only
Group by Order Date

This report provides a complete list of all pending sales as well as the items within
each sale.

Promotions
This report will give you the following options:
Date Range
Group By POS Terminal, Site
Report Type Promotion Summary by Type, Promotion Details by Item
Selection Range Promotion Group, Site and POS System
This report will also show any Automatic Customer Discounts grouped by
percentage.

This report shows the promotions activated and the totals within each.

Price Level Comparison

This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department
Compare Actual Sales of All Existing Price Levels, Each Individual Price Level
With 3 separate fields to select an Individual Price Level
Selection Range Code, Description, Department, Location, POS System

This report allows you to compare the actual price level of items sales with other
price levels.

Gift Vouchers
This report will give you the following options:
Report Type Gift Vouchers, Gift Voucher Redemptions
Vouchers Bought Date Range
Gift Voucher Type Range
Vouchers Expiring Range
Report Options All Unredeemed, Totally or Partially Redeemed, Expired
Unredeemed, Group by Amount

This report will show the Gift Voucher details dependent of the options selected.

Credit Notes
This report will give you the following options:
Credit Notes Issued Date Range
Credit Notes Expiring Date Range
Report Options All Unredeemed, Totally Redeemed, Partially Redeemed,
Expired Unredeemed

This report will show the Credit Note details dependent on the options selected.

Coupons
This report will give you the following options:
Report Type Outstanding Coupons, Coupons Redeemed
Coupons Printed Date Range
Coupons Expiring Date Range

This report will detail the coupons that have been activated.

Stock Control
The Stock Control group has ten reports that are available which are:
Stock Movement
Stock Levels by
Write-Off
Stock
Location
Category
Transaction
Stock Transfers
Re-Order
Stock Valuation
Stock Write-Offs
Stock Ordered
Price Changes

Stock Movement
This report is able to give the following options:
Range Selection Standard Date Range, Stocktake Period Range
Date Range
Sort Order Code, Description
Group By Department, Sales Categories, Location, Stock Item
Options Stock Value Summary by Location, Condensed Report, Include
Valuation at Current Average Cost, Include Stock Items Without Movement
Within Date Range, Word Wrap Descriptions, Decimal Places on Quantities
Selection Range Stock Item, Department, Location

This report will detail all the possible movements recorded for each stock item in the
selected date range.

Stock Transaction
This report will give you the following options:
Date Range
Group By Stock Item, Location
Type Option Sales, Layby
Selection Range Code, Description, Department, Location

This report provides a detailed list of stock transactions that have been performed.

Stock Valuation
This report will give you the following options:
Sort Order Code Description
Group By Department, Supplier, Location
Options Cost Price for Valuation (Average Cost, Last Cost, Standard Cost,
Selling Price), Negative Stock Levels Only, Layby Levels Only, Valuation
Includes Laybys, Summary (available only when Group by Location is
selected)
Selection Range Code, Description, Department, Supplier, Location

Calculates stock level multiplied by costs price to total the valuation of stock.

Stock Levels by Location

This report will give you the following options:
Sort Order Code, Description
Group By Department, Supplier
Options Location Selection, Show Value for Each Location, NOT Show Zero
Quantity Items
Selection Range Code, Description, Department, Supplier

This report will show the current stock levels for the stock items in the corresponding
locations.

Stock Transfers
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location
Report Type Transactions
Options Show Cost, Hide Items (only when Transactions Report Type
selected)
Selection Range Code, Description, Department, Location

This report will detail the transfers between the locations.

Stock Write-Offs
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location, Sales Category
Selection Range Code, Description, Department, Location

This report will detail any stock write offs that have been performed.

Write-Off Category
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Location
Selection Range Code, Description, Location

This report will display the write off categories and the value written off for each.

Re-Order
This report will give you the following options:
Sort Order Code, Description
Group By Department, Supplier, Location
Options Use Supplier Stock Codes, ReOrder Forms, Show All Items
Selection Range Code, Description, Department, Supplier, Location

This report is used in conjunction with par levels to help maintain a set level of stock.

Stock Ordered
This report will give you the following options:
Date Range Order Date, Delivery Date
Sort Order Code, Description
Group By Delivery Date, Location, Supplier
Options Show Outstanding Items Only, Consolidate Items, Condensed Order
List, Consolidate Site Items (Only available with HO & SM modules), Show
Ordered, Show Quantity x4, Outstanding, Show Cost, Decimal Places on
Quantities
Selection Range Code, Description, Department, Supplier

This report will show details of the stock that has been ordered.

Price Changes
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Supplier
Options Change % Threshold, Selling Price Changes, Cost Price Changes
Selection Range Code, Description, Department, Supplier

This report will detail the stock items that have had a price changes.

Purchases
The Purchases group has six reports available which are:
Purchase
Supplier
Category
Transaction
Stock Purchases
Supplier Tax
Purchase Orders
Report

Supplier Trial
Balance

Purchase Category
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Location
Selection Range Code, Description, Location

This report will provide an overview of returns and purchases.

Stock Purchases
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Supplier, Location
Selection Range Code, Description, Department, Supplier, Location

This report will show an overview of stock purchases and returns by stock items.

Purchase Orders
This report will give you the following options:
Group By Supplier

This report displays the status of the purchase orders.

Supplier Transaction
This report will give you the following options:
Date Range
Group By Supplier, Location
Options Invoice Details
Selection Range Supplier Code, Supplier Name, Location

This report will display the transactions that have been allocated to each supplier.

If you change the Process Date to be something other than the Invoice Date, the
word Processed will be displayed with the new date.

Supplier Tax Report

This report will give you the following options:
Date Range
Detailed or Summary

This report will display the tax that has been associated with each invoice.

Supplier Trial Balance

This report will give you the following options:
Aging Date 30/60/90+ Days, By Month
Sort Order Code, Description
Group By Location, Supplier Location
Selection Range Supplier Code, Supplier Name, Location

This report will display the amounts that have been purchased from a supplier.

Customers
The Customers group has twelve reports available which are:
Customer Sales
Inactive
Customer
Customers
Journal History
Layby
Customer Points
Transactions
Customer
Layby Report
Spending
Customer
Best Customers
Invoices

Customer Trial
Balance
Customer
Account
Transactions
Customer
Statement

Customer Sales
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Selection of Stock Items, Departments, Sales Categories, Customer Types,
Stock Items by Price Level, Stock Items by POS, Discounts/Tax
Options Calculate Special Points, One Customer per Page, Sales Category
Totals
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company, Location, Price Level

This report will detail the stock items that a customer has purchased.

Customer Journal History

This report will give you the following options:
Date Range
Sort Order Code, Last Name
Group By Customer Type
Options 1 Customer/Page
Selection Range Code, Last Name, Customer Type, Company

This report will detail all transactions that have taken place with a specific customer.

Customer Points
This report will give you the following options:
Date Range
Sort Order Detailed, Summary, Current Points Total
Group By Customer Type
Options Transaction Type
Selection Range Code, Last Name, Customer Type, Company, Total Points

This report will detail each sale that has allocated points to a customer.

Customer Spending
This report will give you the following options:
Date Range
Options Customer Spending Report (Include Graph), Tender Limit Spending
Report (UD1, UD2)
Sort Order Code, Last Name, Spend Amount
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company, Location

This report will detail the totals that have been spent by each customer.

Best Customers
This report will give you the following options:
Date Range
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company

This report will display a list of the customers who have spent more than others.

Inactive Customers
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company

This report will display the customers who do not purchase any items.

Layby Transactions
This report will give you the following options:
Date Range
Group By Customer
Selection Range Code, Last Name

This report will display all transaction related to the layby of a customer, including
payments.

Layby Report
This report will give you the following options:
Laybys Started Date Range
Expiring Date Range
Location

This report will display the details of a layby by all customers in its current state.

Customer Invoices
This report will give you the following options:
Date Range
Select Printer Windows Default, Receipt
Options Show Only Customer Invoices, Consolidated Invoices
Selection Range Code, Last Name, Company, Invoice

A4 Tax Invoice supports programmable Graphic in footer

This functionality allows you to create a graphic that can be used when printing A4
Tax Invoices. The graphic must measure max 710x192px. The graphic must be
saved in the Pictures folder of the Idealpos 6.0 location.

Go to Setup > Global Options > General > Invoice Footer Graphic.

This report will enable you to send an A4 invoice to the customer for payment of
goods on account. You can see the Invoice Total, Amount Paid and Balance Due.

Customer Trial Balance

This report will give you the following options:
Aging Date
Group by Customer Type
Sort Order Code, Last Name
Report Options Aging Type-All Customers, 30/60/90 Days/Monthly, 7/14/21
Days, Summary
Selection Range Code, Last name, Customer Type, Company, Location

This report will display the totals of accounts for each customer over a period.

Customer Account Transactions

This report will give you the following options:
Date Range
Group By Customer
Options 1 Customer/Page
Selection Range Code, Last Name, Company, Location

This report will detail the transactions that have taken place with customers as
payments or purchases.

Customer Statement
This report will give you the following options:
Statement Type Account Activity, Account Invoices, Layby
Sort Order Code, Last Name
Options Aging Date, Show Details, Outstanding Only, Show Delivery
Address, Balance is Running Total
Miscellaneous Hide Aging
Selection Range Code, Last Name, Customer Type, Company

Employees
The Employees group has three reports which are:
Employee Log
Employee Labour Cost
Labour Cost Trend

Employee Log
This report will give you the following options:
Date Range
Sort Order Code, Description
Options Summary, Currently Logged On
Selection Range Clerk Code, Clerk Name

This report will display the times that have been recorded by the employees for their
work.

Employee Labour Cost

This report will give you the following options:
Date Range
Sort Order Code, Description
Selection Range Clerk Code, Clerk Name

This report will break down the cost the employee is to you for the hours they work,
provided that there are no more than 1 rate of pay.

Labour Cost Trend

This report will give you the following options:
Date Range
Report Type Hourly Weekly

This report will detail the labour cost against the total sales.

Restaurant
There is only two reports available in the Restaurant group which are:
Covers Spend Report
Covers by Session

Covers Spend Report

This report is used to get more information from the sales performed within a
restaurant. The report is not limited to restaurants, but as it is based on Covers,
restaurants will see the most benefits.

Go to Reports > Restaurant > Covers Spend Report.

Yes/No Options
If you cannot see the Restaurant selection, you may not have Restaurant Reports
enabled.

Go to Setup > Yes/No Options > Restaurant > Show Restaurant Reports.

If you are a restaurant and want to make sure that covers are prompted on each
table, you can have this as default. Tables can have a default number of covers. If
the covers on the table are different to the default number, staff will need to modify
the number of covers manually

Go to Setup > Yes/No Options > Restaurant > Prompt for Covers.

Global Options
To fully utilize the report it is a good idea to setup Sessions for the different time
periods during the day. Sessions can be split into hours only during the day and need
to overlap for best results.

Go to Setup > Global Options > Restaurant > Sessions.

The Covers Spend Report offers the following selections:

Date Range:
Select the date you want the report to run From. The report will only display
28 days (4 weeks) of data.
Show Report Sections:
Daily Covers Grouped by Session This will display the Covers for the entire
day broken into each Session.
Food/Beverage Totals Grouped by Week This will display the Food/Beverage
Totals for the entire week.
Covers/Averages Grouped by Week This will display the Covers/Averages
for the entire week.
Department Totals Grouped by Week (Can be a range e.g. 1-3, 5, 7-9)
Calculations:
Calculate Covers from:
o Restaurant Covers When Covers have been used from the Table Map
only.
o Quantity of Items Sold in Departments (Can be a range e.g. 1-3, 5, 79)
Calculate Covers Spend Amount from:
o All Sales
o Restaurant Sales Only Only includes sales that have been fully
processed while using the Table Map. The Table must be paid off
through the table and not as a cash sale attributed to a table.
o Amounts Spent in Departments (Can be a range e.g. 1-3, 5, 7-9)
o Show Nett Ex-Tax will not show the Food/Beverage/Other totals as
Ex-Tax but all the other amounts will be. (Only if "Restaurant Sales
Only" is ticked, if either of the other two are ticked this won't apply
i.e. all amounts will be shown ex-tax (except for Gross))

Guests by Session
This report will give you the following options:
Date Range
Group By Table, Table Map
Options Include Graph on Report, Dont Show Intervals, 60 minutes, 30
minutes, 15 minutes
Selection Range Table, Table Map

This report will provide you the number of guests in the restaurant by session.

Reservations
Reservations in Idealpos
The Reservations module is used in conjunction with the Restaurant module to
enable you to take bookings to a table days, weeks, months and years in advance
and have them recorded in Idealpos. Reservations can be created on multiple Table
Maps and in different areas or sections within those. Customers added to the
Reservations will also be added into the Idealpos database, keeping their records
when they return each time.

To be able to use Reservations, you will require the Restaurant (RST) and
Reservation (RV) module to be licensed on any terminals requiring access. It is not a
requirement for all terminals to have Reservations, but only those terminals that do
will be able to take and seat reserved tables.

Accessing Reservations
Once the RV module has been initiated on the terminal, you can access the
Reservations from a number of places.
From the Back Office screen go to Reservations > Reservations.

From the POS Screen, you will need to create a Reservations button. It is possible to
program many different Reservation buttons, to link to a default Session, Area,
Session and Area, or All Sessions and Areas.

From the Table Map press the Reservations button located in the access bar at the
bottom of the map.

Reservation Settings
Yes/No Options
Show Customer Names on Tables Will display the name on the table that is
reserved by this customer. Depending on the table size and shape will depend how
easy it is to read. This is accessed on the Restaurant tab.

When adding Reservation, search Customers by Code If you are using Customer
Loyalty and track customers by their member number and not their name, this
option will default the cursor to the Customer Code field. The Name field can be
selected while using this option after accessing the Reservation section. This is
accessed on the Restaurant tab.

Global Options Reservations Tab

Status
This section allows you to create custom colours for the Table Map to display when
the selected table has achieved the current status. These statuses will display in the
Reservation screen only.

Areas
This section allows you to create up to 8 different areas or sections within your
seating plan. Each table must be programmed to be in a specific area.

User-Defined Fields
This section gives you the ability to control 10 Yes/No fields and 2 Text fields, which
will appear on the Runsheet.

Miscellaneous
This section will allow you to set numerous
default options that will be
applied to all
reservations. These values can be changed when the booking is
being programmed.
Average Dining Time
Allows a set period of time for the
reservation to take place, and plan for
turnover of
tables. This value will automatically be entered on all new
Reservations.
Table Map Reserved
before the guest is arriving.

Allows a table to be reserved for a period

Default Customer Type

Will be the Customer Type new guests will be
linked to from their first
reservation if they
are not currently in your database.

Phone Message
reservation they have just
guest to confirm the details.
Change Layout Password
the reservations table layout.

A message that can help the staff repeat the

taken back to the
To limit which staff can make changes to

Remove Table Map Reserved Button If using Reservation module, will remove
the small default Restaurant
Reserved
button.

Restaurant Tab
Table Status
These status colours will display when the guest has made a Reservation and been
seated on the Table Map.

Sessions
Edit the sessions to the times you wish to break down any reservations that can be
taken during the day.

Setup Reservations
Before Reservations can be used you will need to ensure that your Table Map has
tables programmed onto it. You can do this by going to Setup > Restaurant > Table
Maps.

Once you have some tables, go to Reservations > Default Setup > Select/Add a
Layout > press the Tables button.

A new window will open and you can add tables manually 1 at a time, or you can
press the Build from Table Map button to add all tables from the map.

The Reservation Layout will display all tables added and show the following
information:
Table Number Used to identify the table on the Table Map.
Seats

Default number of guests that are programmed onto that Table.

Area The location of the Table.

Priority The order that the Table is reserved.
Overview Details the number of Seats per Area and Total Seats.

Changes may be needed to the Tables change the following details:

Seats The number of seats the Table will likely have most days.
Can Seat The minimum and maximum number of seats that can be allocated to
the Table.
Priority Numbered from 0 as first priority and each number prioritized after.
Area Location the Table is situated.

This function does not need to be performed on each table, but for correct use of
Reservations it is recommended.

Reservation Screens
The Reservation Screen is where all the reservations are taken, modified, seated and
confirmed. There are essentially 3 different Reservation screens, which are Calendar
View, Detail View and Runsheet.

Calendar View
The Calendar View is an accumulation of many different areas.

Pressing the arrow buttons will move the reservation a day ahead or back. Pressing
the Calendar button will open a calendar where you can select the Year, Month and
Day to arrive at the required date. Choosing a date other than the current day will
prompt an extra button, to enable you to quickly return to TODAY.

Select the Session the reservation is to be made in by pressing the button. The
Session will change on the selected date. There can be up to 5 sessions covering the
entire day.

Jump 2 hours ahead at any time by selecting the far right arrows.

You can Modify, Delete or Add Tables by highlighting them in the list.

Select the Table to the corresponding time in the Time Grid.

The Day and Date that the reservation will be made is displayed at the top of the
window.

You can change the Area currently being used. It will scroll through all areas created
as well as All Areas. Change Layout will change where the tables reside and delete
ALL Reservations for the day selected.

If you want to organize the dining room after taking all reservations, you can save
them as Pending Reservations. This will enable you to move them to the required
position as you arrange the room.

You can fast add a reservation by selecting the amount of Covers and then a Time,
and the first prioritized table that matches the criteria will be displayed for
reservation.

The bottom display will show the Time, Covers and Table selected for a Reservation.
Press the Reserve button to add the reservation to the list. If the selected time is
reserved, this section will display other functions.

Detail View
The detail view is split into 2 main sections with an on screen keyboard to allow
entry of reservations from a touch screen.

Reservation Details section will display all details of the current reservation, where
they can be changed and added to at any time until the reservation is either
cancelled or the guests are seated.

Similar Customers/Customer Details screen will change depending on if you are

adding a customer to a reservation, or if you have added a customer already and it is
displaying their reservation and sales history.

Using Reservations
Access the Reservations screen using one of the following 3 methods:
Go to Reservations > Reservations.
Press the Reservations button on the POS Screen.
Press the Reservations button on the Table Map.

The Calendar View will open to select the Table, Date, Time and other details. Select
the area you want to reserve by pressing the screen, or making your selection from
covers and time.

Press the Reserve button at the bottom right of screen to enter the customers
details.

Once you start entering Name details, the Similar Customers screen will start to
display any matching customer already in the database.

If the customer is not in the database, you will need to enter as many details as you
require. If they are in your database and displaying from the matching customer list,
you can press Use This Customer button to add them to the reservation.

Once you have entered all appropriate fields, you can repeat the Phone Message
back to the guest to confirm the reservation.

Press save and the Reservation will be added to the reservations time grid on the
corresponding date.

When the guest arrives, highlight the details on the time grid, and press Seated.

The colour of the reservation will change to indicate the table has been seated.

Runsheet
The Runsheet will keep a detailed record of all current reservations for the selected
Date and Time. The Runsheet is able to be printed out to an A4 printer for the use of
checking in reservation guests as they arrive. You can also print a table docket that
will print from the default receipt printer, which can be placed on the table to inform
all staff of the tables reservation.

When printing the Runsheet, you have a selection of choices which can make the
report show different details. These are Date Range, Details and Printer.

Once you have made your choice, the Runsheet can either be viewed on screen, or
printed to a windows printer or receipt printer.

Print Docket will display the Name, Table Number, Time of Reservation and Covers.
This docket can be placed on the table before setup to help the staff manage the
room.

Reservations Support
Changes to Reservations will be recorded in the Activity Log that is Added, Modified
or Deleted. These changes can be highlighted in the Activity Log by selecting ALL
Table Actions from the Function drop-down menu.

The Reservations.txt file is located in the LOGS directory within Idealpos 6.0 folder.
This log will include all reservations and will be updated with any new information
when modifications are saved manually.

ResPAK Interface
ResPAK Interface in Idealpos
The ResPAK Interface will enable you to link your Idealpos system with the ResPAK
system to keep details of the transactions you do within the ResPAK database. Some
functions are controlled by Idealpos only, ResPAK only or either program.

For additional information on installing and configuring ResPAK please consult with
the ResPAK representative.

ResPAK License
To be able to link your Idealpos system to the ResPAK software, you will need to
purchase the ResPAK module. This will be defined by the option RES in your
Idealpos User Registration.

Settings Idealpos
Global Options
Go to Setup > Global Options > Interfaces > Reservation Interface.

Interface Type ResPAK

IP Address IP Address of the computer that has ResPAK installed.
Port By default this will be set to 5602 and must be the same as set in ResPAK.
Send Transaction Details When selected this will send the Stock Items sold to
ResPAK. ResPAK has the facility to perform its own transaction history and customer
reporting.
Link to User-Defined Status Buttons Select the User-Defined Table Status
Buttons that have been set on the Restaurant tab for Entre, Mains and Desserts
Away.

Yes/No Options
Go to Setup > Yes/No Options > Restaurant > select Prompt for Covers. This will
send a data packet to ResPAK so that it is kept up to date with the cover count.

Settings ResPAK
Sessions must be created within ResPAK. If a table is accessed in Idealpos outside of
a session time created in ResPAK, items will not be sent to the Table. If a table is
unable to be saved, you will see a message in the Log File as Cannot Determine
Meal Period.

Button Configuration
Entre, Main, Dessert Away buttons in POS relates to Entre, Main, Dessert Served
function in ResPAK
Bill Print button in POS relates to the Check Printed function in ResPAK.
Pay All button in POS relates to the Check Paid function in ResPAK.

Areas/Revenue Centres
Any Table Map that has been created in Idealpos must be created as an
Area/Revenue Centre in ResPAK. The Table Map Code used in Idealpos must match
the RVC used in ResPAK.

Port
The same Port must be used in both Idealpos and ResPAK. This allows for
communication between Idealpos and ResPAK.

Other Details
When using ResPAK there are some points that must be adhered to or it will not
work.
1. Transfers between tables can only take place when the table is being
transferred to an unoccupied table.
2. All stock items that you want recorded, the Stock Item Code must be numeric
only and be a maximum of nine (9) digits in length.

Restaurant & Table Map

Restaurant & Table Map in Idealpos
To be able to use the Restaurant functions and the Table Map screen, you require the
Restaurant (RST) License Module. The restaurant module will give you access to
advanced functions required to help with the successful running of a hospitality
business. The RST module will need to have been added to the registration details of
each terminal needing access to these functions. Enter your registration details by
going to Setup > User Registration.

The Table Map provides a graphical user interface to view at a glance the status of all
tables within the establishment. The table map is completely customizable and can
facilitate the configuration of many different functions. Each colour represents a
different status for the table, which can be custom designed to each install. If you
want to spend the time and effort, it is possible to use an image as the background
for the Table Map.

Restaurant Settings
POS Options
Kitchen Printers
Go to Setup > POS Terminals > Kitchen Printers > Modify each terminal.

There are eight different combinations that can be used when printing to the kitchen.
In total there can be six printers configured for kitchen printing for each terminal. A
printer can effectively be set as 2 or 3 different printers to be used as a separate
docket in different areas of the kitchen.

No Options Ticked

Print Double Width

Print Double Height

Print Bold

Print Double Width & Double Height

Print Double Width & Bold

Print Double Height & Bold

Print Double Width, Double Height & Bold

There are some other options available to be set on each printer for each terminal.
Expanded Printing - Will show minimal extra details of Customers.

Print Extra Copy

printer.

- Will print a second docket of any print jobs sent to this

Activate Beeper
the printer.

- On compatible printers will beep when a print job is sent to

Empty Lines

- This will set how many lines print once the print job has
finished ensuring the jobs are printed completely.

Miscellaneous Tab > General

Default Table Map Set this to the Table Map Number that you want this POS
Terminal to use as default.

Global Options
Printing Tab
Go to Setup > Global Options > Printing > Print Formats > Kitchen Docket Formats.

Kitchen Docket Format

Standard Print Format
Items will be printed in the order they were entered into the POS.

Standard by Seat Numbers

Items will be printed in the order they were entered into the POS, but will have a
Seat Number on each item.

Order by Print Group

If Print Groups are linked to the Departments, items printed on the Kitchen Printer
will be separated by the designated groups.

Order by Print Group Accumulate Items

If Print Groups are linked to the Departments, items printed on the Kitchen Printer
will be separated by the designated groups, and items that are doubled up with
accumulate.

Order by Seat/Print Group

Items will be grouped by Seat number. If a seat number is not selected they will
print in the order of the Print Groups.

Order by Seat/Print Group Accumulate Items

Items will be grouped by Seat number. If a seat number is not selected they will
print in the order of the Print Groups, and accumulate any items that are the same
for each seat.

Order by Print Group/Seat

Items will be separated by the respective Print Groups and each item will display the
seat number allocated for it.

Order by Print Group/Seat Accumulated

Items will be separated by the respective Print Groups and each item will display the
seat number allocated for it, multiple items that are the same will be accumulated.

Group Instructions by Seat/Accumulate/Separate Line

(default)
Items will print by Print Group while accumulating the main menu item. Seat
Numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. Each instruction will be printed on a
separate line from the others.

Group Instructions by Seat/Accumulate

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. The instructions will also print on the
same line, one after the other.

Group Instructions by Seat/Accumulate/Small Font

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. All instruction items will print in a
smaller font than the main item.

Group Instructions by Seat/Accumulate/Print Red

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. Instruction items will print red.

Group Instructions by Seat/Accumulate/White on Black

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. Instructions will print white text with
black background. Only works on supported printers.

Group Instructions by Seat/Accumulate/Separate Line/Red

Items will print by Print Group while accumulating the main menu item. Seat
numbers will be allocated and used to group the instructions from the main menu
item if they have been added during the sale. All instruction items will print in a
smaller font than the main item and in red.

Group Instructions by Seat/Accumulate/Separate Line/Red/No

Print Groups
Items will print Standard while accumulating the main menu item. Seat numbers will
be allocated and used to group the instructions from the main menu item if they
have been added during the sale. All instruction items will print in a smaller font than
the main item and in red.

Bill Format
Standard
Will print all the items from the table in the order they were entered into the POS.

Order by Print Group

This will separate the items between the different Print Groups within your database.

Order by Print Group Accumulate

This will separate the items between the different Print Groups within your database,
but accumulate the same items.

Order by Seat/Print Group

This will separate each items into the relevant Seat number. It will then group the
items based on their print group within those seats.

Order by Seat/Print Group Accumulate

This will separate each items into the relevant Seat number and accumulate the
items between each seat. It will then group the items based on their print group
within those seats.

Order by Print Group/Seat

This will separate the items into the specific Print Groups, and then details by Seat.

Order by Print Group/Seat Accumulate

This will separate the items into the specific Print Groups, and then details by Seat
with item accumulated.

Print Group Header Format Kitchen Printers

You now have the option of selecting where the Print Group Header will be printed,
and how it can be displayed. There are numerous combinations available.

Go to Setup > Global Options > Printing > Print Group Header Format Kitchen
Printers.

Print Group Header Format Receipts/Bills

You now have the option of selecting where the Print Group Header will be printed,
and how it can be displayed. There are numerous combinations available.

Go to Setup > Global Options > Printing > Print Group Header Format
Receipts/Bills.

Restaurant Tab
The time settings can vary the way you service the guests in the restaurant, and
provide visual alerts to enable staff to react quickly. There are 4 separate settings
that can be applied.

Not Ordered Alert Time This is set in minutes and will start to flash on the table
when a guest has been seated and not ordered anything within the specified time. It
helps to ensure orders have been taken and all guests are served promptly.
Bill Not Paid Time Once you have presented the Bill Print to the customer, the
table will flash after the set time to ensure that you are paid, and the guests havent
left.
Food Ordered Alert Time This time is set to ensure that each course has arrived
at the table within an appropriate time period. As each course is called away, the
timer will reset for the next course.
Clerk Reset Time When you require a clerk entry on the Table Map, this function
will lock the clerk out to ensure that a guest cannot use the terminal if the clerk has
walked away for an extended period.

User-Defined Table Status Buttons

It is possible to use custom names and colours for the status buttons to send notices
to the kitchen to call tables away throughout the different courses. Each item needs
to be added as a stock item and be ticked as an instruction.

Once these have been set, the buttons will display at the bottom of the Table Map.

Table Status
These options are provided to indicate the different area of service that the table is
currently getting. The Caption text will be displayed on the table underneath the
table number. If you dont want to see the text, leave this field blank.

Ready

- Indicates the table is able to be used.

Seated

- Indicates the guest has occupied the table and is yet to order.

Unprinted
- If you are holding print jobs to the kitchen, this will display that it yet
to be sent to the kitchen.
Printed
printers.

- Indicates that the items have been sent to the kitchen

Served

- Indicates that a course has been delivered to the table.

Bill Presented
awaiting payment.

- Indicates staff member has printed a bill on this table and is

To Clean
- Indicates the table has been paid and has yet to be cleaned and
ready for next service.
Reserved
service.

- Indicates that a reservation has been placed on the table for the

The colours will display as each function is used. Each action will replace what was
originally on the button when selected.

Sessions
The session times can be set to provide extra reporting for some trend reports, and
to provide a better structure to the Reservations Module. The time can only be set in
1 hour increments over 5 different sessions.

Sessions are used in the following reports:

1. Financial Trend Report Comparison Only.
Reports > Financial >
Financial Trend.
2. Financial Summary Report.
Reports > Financial > Financial
Summary.
3. Covers Spend Report.
Reports > Restaurant >
Covers Spend Report.
4. Cover by Session Report.
Reports > Restaurant > Cover by
Session.

5. Reservation Run Sheet.

Session.

Reservations > Run Sheet >

Sessions can also control when particular Tabs (the 9 Tabs at the bottom of the main
POS Screen) become Live and display above all others. This enables you to set up
certain Tabs for different sessions throughout the day to give your staff faster access
to the buttons they require.

You make this selection by going to Setup > POS Terminals > Modify the POS
Terminal where you want to make the change > POS Settings > POS Screen Tabs.

Yes/No Options
Go to Setup > Yes/No Options. Please see the Yes/No Options help file for more
information on using these functions.

Print Groups
Print Groups are used to separate items on the kitchen docket when selected options
have been ticked. A print group is linked to a department.

Print Groups are located in Setup > Restaurant > Print Groups.

You can link Departments to Print Groups by going to File > Sales > Departments >
Print Group. It is not necessary to link every department to a print group.

Clerk & User Permissions

Clerks linked to the Admin User will need to be setup individually to what they are
allowed access to. Any other Clerk will require the User permissions set for them
using User Link option.

Admin User Clerks have five options that control what they are allowed to do when
using the Restaurant. Go to Setup > Clerks > Modify Admin Users > Permissions >
Restaurant.

Pay

- Allows the Clerk to Pay for all or some of the items on the table.

Transfer

- Allows the Clerk to Transfer all or selected items to another table.

Bill

- Allows the Clerk to print a Bill for tables.

Delete

- Allows the Clerk to Delete items from the table.

Finish
- Allows the Clerk to Finish the table, either before or after the table
has been paid.

When selecting the permissions for Clerks who are linked to a User, there are 7
different options that can be controlled.

Pay
table.

- Allows the Clerk to Pay for all or some of the items on the

Transfer
table.

- Allows the Clerk to Transfer all or selected items to another

Bill

- Allows the Clerk to print a Bill for tables.

Delete

- Allows the Clerk to Delete items from the table.

Finish
- Allows the Clerk to Finish the table, either before or after the
table has been paid.
Modify Table Map
Reprint Tables
kitchen printers.

- Allows the Clerk to move tables when viewing the table map.
- Allows the Clerk to Reprint tables to the relevant

POS Screen Buttons

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons.

It is possible to change an items Print Group during a sale by pressing a Print Group
Shift function button. This will give you the flexibility to ensure the item prints in the
correct area on the docket. Entering a number of the specific print group into the
Automatic Text field will shift the item to that print group. This function has some
advanced properties when used in conjunction with the Hold Print function without
the Restaurant Module. For more information on using this feature in these
instances, please refer to the Hold Print Function user guide.

You will need to create a Table Button which links to the Table Map/s.

If you choose to use position or seat numbers you will need to create a button that
allocates seat numbers to meals.

If you choose to require your staff to enter a seat number before each sale starts,
you may need to create a button that allows you to bypass the requirement. This can
be used for those occasions that a seat number is not necessary. You will need to
select Seat Number from the function list, and enter NOSEAT into the Automatic Text
field.

If a meal is to be shared among guests at a table but you require seats to be

entered, you can enter the seat numbers that are going to share the meal against
that item only.

This function will automatically insert a Course Separator line between courses
instead of using Print Groups on Kitchen Printing. This only works when using the
option Group Instructions by Seat.

Table Maps
Table Maps are a graphical layout of the restaurant that gives the clerk the ability to
see at a glance the status of each table within their section. Tables can be configured
in 4 different shapes and unlimited sizes and positions. It is possible to have as many
table maps as you wish, but only 10 can be accessed in the POS screen at any one
time.

To Add, Modify or Delete a Table Map go to Setup > Restaurant > Table Maps >
Make your selection. You can make a shortcut to this menu by pressing the S at the
top right of the window.

When adding details to the Table Map there are some advanced functions available
to you. There are 2 sections to the table map screen. The top section is the graphical
layout and programmable area of the tables. It is recommended to use a back office
computer, or to plug in a mouse to program the table map.

The bottom section is where all the function controls to build the map are located.
While using the table map for sales this section will be different.

Each button has a specific purpose to help build the map to your requirements.

Map Code This is the numerical code given to your table map that may be used in
other areas of the program. For example, setting a POS terminal to default to a
particular table map.
Description This is the name you use for your map. This can be named for
various functions or special dates that the map has been designed for. For example;
Valentines Day.
Align This function will align all items placed in the map when programming to
align to the grid of the map.
Background/Foreground This sets the colours you want to use for the different
areas of your map.
Text This setting allows you to name anywhere on the map screen.
Table # - This is the number you want to use for the table. Tables will default to
start at No.1 and will add consecutively. If you want to change a tables number, you

enter the number you want the table to be and then press the table on the map
screen.
Tables When this option is highlighted, pressing anywhere in the table map will
create a table.
Boxes This will create an unmovable box by pressing anywhere in the table map.
Lines This will draw a line from point A to point B.
Delete Table Highlight the table you wish to delete and then select this button.
Clear Lines Press this button first and draw an area over the entire line you wish
to clear and press this button again.
Move When highlighted you use the directional buttons to move a table around the
screen.
Size When highlighted you use the directional buttons to increase or decrease the
size you want for the tables.
Shape There are 4 different shapes available for the table map. Square, Square
Rounded Corners, Diamond and Circle.
Load/Clear Picture It is possible to use a custom picture for the background of
the table map. Dimensions of 1024 x 768 screen resolution of the image you want to
use are required.
Save/Cancel Save and Exit, or Dont Save and Exit. There is no Undo.
Right Click By using the Right Mouse Click you have the opportunity of using
more functions.
Boxes Size, Colour, Send to Back, Copy and Delete.
Tables Size, Font, Guests, Copy and Delete.
Text

Colour, Font and Delete.

Size Size will change by moving the cursor around.
Colour Will change the colour of the box.
Send to Back Will send the box to the background to
display the text on top.
Copy Will copy the box/table to another area of the
map.
Delete Will delete selected.
Font Will change the default font.
Covers Will allow you to enter the expected number of
guests who would sit at that table. This is used in both
reservations and default table occupy settings.

Once the Table Map has been programmed completely, the bottom section will
change to the required functions setup. There are multiple combinations of buttons
available.

Each button has a specific function that controls various uses:

POS This button will take you to the POS Screen to enter the items to save to the
table.
Entre, Mains, Dessert and Drinks These buttons are the User-Defined Table
Status buttons programmed in Global Options.
Details This button will show all items currently added to the selected table.
Served This button will stop the table from flashing the status and turn green to
indicate a staff member had served this table.
Bill Print When pressed a Bill Print will print to the default receipt printer which
can be taken to the guest for payment. This function can be set to be accessed by
clerk permissions.
Finished This function will clear all items off the current table. A table total will be
recorded. This function can be set to be accessed by clerk permissions.
Pay All This button will enter all table items into the payment screen to finalize
payment for the table.
Reservations This button is used for the add-on module Reservations (RV).
Transfer This button is used when a table is selected, to transfer the items on the
table to another table. Items already on the table being transferred to will not be
overwritten, just added to.
Summary This button gives you a basic summary of the tables open in the
restaurant.
>>> This button can be used to access additional Table Maps and the ability to
modify the current map.
Modify Map This is used to move tables around on the fly. You cannot edit the
table map from this screen. Tables that are modified in this way will move live on
all other POS terminal screens.
X This button will exit the Table map and return to the POS Screen.
Occupy This button is used to open the table ready to add customer orders.
Inactive This button will make the table number disappear and no orders can be
added to the table.
Active This button is the opposite toggle button. It will only display when the
selected table has been marked as Inactive.
Finish Modify Will save any changes and return to the main screen.

Table Map This is the first of any additional table maps present on the system.
Each additional table map will be represented with a button, named as the
description you gave it.

Table Details
The Table Details screen will display all items currently charged to the table, and the
items that have been paid off already. All table details will be listed in columns
showing Description, Amount, Outstanding, Printed, Pay, Seat and Clerk. You may
also be able to Reprint to Kitchen, which will print the items to the kitchen in the
event the docket has been lost. For quick access to the Table Details screen, simply Double-Click
the table you want to view.

The top area will display the total guests seated at the table, the average $
spend/cover, total for the table and time spent.

Transfer Transfer selected items to another table, bar tab or customer account.

Delete Delete the selected items from the table details. Items will also be sent to
the kitchen printers.

Reprint Kitchen Reprints all relevant items to the specific printers as a copy.

Name Will display the Customer Name in the Details screen, and on the table map
button.

Covers Allows you to change the number of covers that were entered onto the
table when opened.

Pay Will display the total for the items selected. When pressed it will take the user
to the Tender screen to finalise the payments.

The buttons at the bottom of the Table Details screen are used when splitting bills.
More information can be found in the Bill Splitting help files.

Table Summary
The Table Summary will give you up to the minute summary of any Outstanding
Balances, Average $ per Cover, Start and Total Times for each Table, Table Status,
Customer Type and a list of all items currently on the table. Selecting a button from
the bottom will display those details against the table details in the column.

You have the choice of selecting Customer Type, Customer Name, Customer Code or
Clerk Name.

Using the Table Map

There are 3 different ways to use the Table Map to save orders to the table, which
are saving a sale to a table, starting at the table map or using the Ideal Handheld.

Direct Table Ordering

If the Table Map is not already open, press the Table button to navigate to it. The
Table Map button is usually located in an easily accessible area when using it for
restaurants.

Select a table from the map simply by pressing it. A Yellow border will surround the
table selected.

Press the Occupy button at the bottom left of the screen. The colour of the table will
have changed.

If you have selected to Prompt for Guests and Prompt for Name you will need to
enter these to continue.

Press the POS button to enter the POS Screen and add items to the sale. The table
details will be displayed at the bottom of the sale window.

Press the Table Map button again to save items to the table.

Transfer a Cash Sale to a Table

This function is used when you have added items to a standard sale, and want to
save the items onto a table. When you press the Table button, Idealpos can confirm
you want to save this sale to a table.

The Modify Table Map allow the Tables only to be moved, and no editing of Lines, Boxes or Text. As the
building layout (walls, doors, etc.) never change during service, it makes sense to allow changes only to
Tables. Changes to the Table Map that are needing more than just tables can still be performed by going
into Setup > Restaurant > Table Maps > Modify.
Table Maps that are modified through the POS Screen happen live on all POS screens displaying the
Table Map. Slower terminals may lag when tables are being moved, but the table position change is
relatively instant.
Select the button to access Modify Map.

Press the Modify Map button to move Tables.

The screen will change to a Drag and Drop interface. If using a Touchscreen, drag a table to the new
position. If using a mouse, click on a table and hold it down, drag it to where you want it to be and
release. This is also where the Inactive button has been moved to.

Once you have finished modifying the Table Map, press the Finish Modify button. You will return to the
default Table Map.

Bill Printing
Bill is an easy function that can be controlled by User and Clerk Permissions.

Highlight the table on the table map.

Press the Bill Print button.

The receipt will print to the default receipt printer. The table will change colour to
Pink, and after the time set in Global Options is up, it will start to flash.

A quick and easy way to print bills for Seats is to do it from the Table Details screen.
Select the table and press Details.

Highlight the Items you want to split by seat.

Press the Print Bill button at the bottom of the Table Details screen.

A new window will open. From here you can select to print the bill for the Whole
Table, or select Single Seat to print them individually. Enter a Seat number and
press Print.

A bill will be printed to the default receipt printer. The Table Details screen will be
modified and the Seat number you entered will be displayed in the Seat column next
to the items selected.

Bill Splitting
Bill Splitting allows your guests to split a bill between multiple variations to give
everyone the chance to pay what is required of them. The bill can be split in 4
different ways, which are by Fraction, Amount, Cover and Quantity, or a combination
of each.

Split by Fraction
Splitting the details by fractions are done by accessing the Table Details screen >
Selecting the Fraction (Either by preprogrammed or custom) > Selecting items
individually to apply to or by Select All > the PAY button will display the fraction
against all selected items.

You can either the preselected fraction buttons, or you can select the Fraction button
and enter a fraction you want to use.

Split by Amount
Split by Amount is performed from the Table Details screen > Select the Amount in $
> Apply that amount to as many items you wish up to the value selected > The PAY
button will display the amount selected, while the items can be paid as part thereof
that amount. The amount button will count down from the initial amount entered as
items are selected.

Split by Cover
Split by Cover is performed from the Table Details screen > Select the 1/Covers
button > Apply that amount to as many items you wish > The PAY button will display
the amount selected. The Covers will also work as a fraction split.

Split by Quantity
This is used when items have been accumulated when adding them to the table, and
the customer would like to only pay for a selected quantity that was originally
ordered. Press the Quantity button > Enter the figure > Select the items they want
to pay > Pay.

Combination Splitting
It is possible if required to split items using a combination of techniques. Although
this is more time consuming, the operator must be proficient in using the split
function.

The example below uses the Quantity, Fraction and Amount split functions over 3
separate items in the sale. It is not possible to split an item both with a Fraction and
an Amount in the same transaction. Once the split transaction has been finalized, the
item can then be split in a different fashion.

Using Seat Numbers

It is possible to allocate Seat/Position Numbers to each meal/guest that is ordered
on a table. There are two ways to enter a Seat to an order, using the Seat Number
button on the POS Screen or you can select from the displayed Seat Buttons on the
POS Screen.

Seat Number Button

The Seat Number button will start allocating seats at position 1, and will increase by
1 each time the button is pressed.

Seat Buttons
The Seat Buttons will cover a portion of the POS Screen, displaying Seat Numbers 1
through to 10, with the option to increase that to 50 if required. These buttons can
only be displayed on the bottom right corner of the upper section. Buttons cannot be
programmed to be used underneath these buttons.

When a seat number is allocated to a meal, the Seat Number will be displayed at the
top of the POS Screen in yellow. The items that have been allocated a Seat will
display the Seat Number in brackets.

Some useful Yes/No Options when using Seat Numbers are (more information on
these options can be found in the Yes/No Options help guide):
Receipt/Kitchen
o Print Seat Numbers on right-hand side of kitchen docket
Restaurant
o Force Seat Number at Start of Sale
o Seat Buttons dont make new items
o Show Seat Buttons
o Show Seat Numbers on POS Screen

Seat Numbers will print on the kitchen printers if selected. Please see the Restaurant
Settings area of this guide for more information.

Fine Dining Options

There are some options that may need to be selected if you want to use the POS
System to give the best service possible to your guests. Some of these details will be
Separate Meals, Degustation Menu and Shared Meals for example. All of these
options below are using the Group Instructions by Seat & Accumulate Items.

Text or Instructions
You can use both and they both behave the in a similar way.
Use Instructions for the Oyster choices as this is required for the
KITCHENSEPARATE function.
You DONT need instructions ticked for KPs as they will print to the KP for the item
its linked to.
Instructions item will show in the stock item sales report.
Instructions will put an arrow to the left of the description.

Instructions will be voided automatically when the item is voided.

Separate Meals
Many menu items can be separated when being entered, but for some items that can
have multiple choice selections, there may be a need to keep these items separate.
This function is able to be used for these items when all items are set to accumulate
on the kitchen docket. In our example below we have used Oysters, with a selection
of 5 different choices.

On the Oyster stock item, go to the Advanced tab > Sales Prompt > enter
KITCHENSEPARATE.

When the docket is printed to the kitchen, the Oysters will have been separated by
seat, allowing the chef to see which flavour oyster is to go to which customer.

Degustation Meals
Idealpos can easily print degustation menu items to the kitchen in a manner that
helps the chef see each course without it sending a large docket to the kitchen.

The Yes/No Option to Print Stock Notes to Kitchen must be selected for this to
work.

The Stock Item that is the Degustation Course selection will need to have each
course in the Notes field.

The kitchen docket will display each seat number at the top of the docket, and the
chef can cross out each course as they are delivered.

Shared Meals
It is common for many restaurants to offer meals that can be shared among guests
at the same table. When sending this detail to the kitchen, all staff will need to know
to prepare both the cutlery and crockery. When using this option, you may also need
to use the NO SEAT function.

Create a new button called SHARE as a Text Entry Hash function with SHARE ->
in the Automatic Text field.

When using this function, a Seat Number does not need to be selected before
entering the item. Select the item the guests want to share and press the SHARE
button. Enter the Seat Numbers using the Numerical Keypad and separate the
numbers with the decimal point and press Enter.

The receipt to the kitchen will display as follows

Room Interface
Room Interface Module
If you want to be able to post charges from food and beverage outlets to a
customers account or room number, you can do this with various interfaces to
popular Property Management programs. Each interface is unique, with some
offering only a 1-way interface, but most offering a 2-way interface.

Registration Settings
In order to link to any of the property management programs you will need to
purchase the Room Interface module from Idealpos Solutions. Each terminal required
to make room charges will need the module.

Go to Setup > User Registration > Ensure that RI is included in the Options field.

Settings
Create a Tender called ROOM CHARGE. Go to Setup > Functions > select a spare
Tender function > Modify > Enter a Description for your Tender > Tick Credit
Function > Tick Force Receipt.

Go to Setup > Yes/No Options > Tenders > Ensure that the Room Charge Tender is
not inhibited.

Go to Setup > Yes/No Options > Confirmation Tab.

Confirm that you have Successfully Posted Room Account

This option will allow you to confirm all details have been entered correctly on the
room charge before they are posted to the Room Account.
If this option is not selected the room charge will be posted to the room account
automatically. This can be undone in certain instances.

Charts
The Charts interface is a 2-way communication with Idealpos. Guest charges from
the bar or restaurant are instantly posted to their account. Account information such
as Guest Name and Room Number is available to address correct charging
procedures.

Settings
Global Options
You will need to enter the information that relates to the Charts and Room Charge
settings.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type This is the software that you will be connecting to. Select Charts.
IP Address
installed on.
Port

This is the IP Address of the PC that the Charts software is

This is the default port that Charts will communicate on. DO NOT
change this port number unless directed to do so by Charts.

Tender Type

This is the Tender that you created for Room Charges.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Using Charts
Charts will need to be running on the host PC and a Customer will need to be
allocated a room.

In Idealpos start a sale and press Enter.

Select Room Charge as the Tender and a window will open asking you to enter a
Room Number.

Enter a Room Number and press Proceed.

The screen will display all guests that are staying in the room.

Once the guest has been selected the charge will be finalized and applied to Charts.

ChoiceAdvantage
ChoiceAdvantage should configure their end to suit. Once the interface is ordered by
ChoiceAdvantage they will start setting it up. Please visit
https://www.choiceadvantage.com/ to get more information.

Settings
Configure a folder on the main POS at the location where ChoiceAdvantage install the
retrieval software .

Go to Setup > Global Options > Interfaces > Room Interface > ChoiceAdvantage >
Output from POS # > Network Path > Tender Type.

Guest Centrix
The Guest Centrix interface is only available from 6.03.

Settings
Global Options
You will need to enter the information that relates to the Guest Centrix setup.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
Centrix.

This is the software that you will be connecting to. Select Guest

IP Address
Enter the IP Address or network path to the Guest
Centrix folder where it is installed.
Port
being used.

You will need to enter the correct port for the software

Tender Type

This is the Tender that you created for Room Charges.

Post All Transactions

All transaction details will be posted to the export file.

The site should have a folio called IDEALPOS as this is where Idealpos posts all
transactions to apart from chargebacks.

To configure the sessions to cover the entire day go to Setup > Global Options >
Restaurant > Sessions.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

GuestCentrix Room Interface can post to permanent folios

This feature allows you to charge back to specific rooms or permanent account folios
in the GuestCentrix database.

Enter the guests name and any matching folios will be displayed. Idealpos will only
display the top 8 matches at any one time. It is best to add as much information as
possible.

Using Guest Centrix

In Idealpos start a sale and select Room Charge as the Tender.

Enter a Room number and press Proceed.

Confirm the name on the room.

A confirmation window will open, press OK to finish.

GuestPoint
GuestPoint should configure their end to suit. Once the interface is ordered by
GuestPoint they will start setting it up. Please visit http://www.guestpoint.com/ to
get more information.

Settings
Configure a folder on the main POS at the location where GuestPoint install the
retrieval software .

Go to Setup > Global Options > Interfaces > Room Interface > GuestPoint > Output
from POS # > Network Path > Tender Type.

Hirum
The Hirum interface is a 2-way communication with Idealpos. Guest charges from
the bar or restaurant are instantly posted to their account. Account information such
as Guest Name and Room Number is available to address correct charging
procedures.

Settings
Global Options
You will need to enter the information that relates to the Hirum and Room Charge
settings.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
Hirum.

This is the software that you will be connecting to. Select

Output from POS#

POS File.

This is the POS Number that creates the Output from

Customer Prefix This functionality will add a prefix to all Hirum Customer Codes
when they are added to the Idealpos database. This will generally be used when you
already have existing customers in an Idealpos database that will interfere with the
Hirum Customer Codes generated.
Tender Type

This is the Tender that you created for Room Charges.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Hirum Files
Hirum will need to configure their system to communicate with the Idealpos 6.0
directory of the terminal configured as the output terminal.

Idealpos will have 2 files in the directory that it uses to post room charges which are
PMSINddmmyy.csv and PMSGUEST.csv.

The Day must be expressed as a 2 digit number dd

The Month must be expressed as a 2 digit number mm
The Year must be expressed as a 2 digit number yy

Additional Information
Hirum does not handle transferring of room changes when using this interface. If a
guest is moved from one room to another, you are required to check the guest out of
the original room, and check the guest back in to the new room.

Using Hirum
In Idealpos start a sale and press Enter.

Select Room Charge as the Tender and a window will open asking you to enter a
Room Number.

Enter a Room Number and press Proceed.

The screen will display the guest that is staying in the room.

Press Yes to charge the room.

Newbook
The Newbook interface is only available from 6.03 build 88. More information on the
Newbook software can be found on their website: http://www.newbook.com.au/

Settings
Global Options
You will need to enter the information that relates to the Newbook setup.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
Newbook.

This is the software that you will be connecting to. Select

Output from POS#

POS File.
Network Path

This is the POS Number that creates the Output from

Enter the network path to the directory of Newbook.

Tender Type

Select the Room Charge Tender.

Post All Transactions

All transaction details will be posted to the export file.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Using Newbook
Start a sale in Idealpos.

Press Enter and select the ROOM CHARGE tender.

Enter the room number and press Proceed. Idealpos supports the use of leading
zero room numbers with Newbook.

Confirm the guests name to successfully post the transaction.

RezBook
The RezBook interface is only available from 6.03.

Settings
Global Options
You will need to enter the information that relates to the RezBook setup.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
RezBook.

This is the software that you will be connecting to. Select

Output from POS#

POS File.
Network Path

This is the POS Number that creates the Output from

Enter the network path to the directory of RezBook.

Tender Type

Select the Room Charge Tender.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Using RezBook
Start a sale in Idealpos.

Press Enter and select the ROOM CHARGE tender.

Enter the room number and press Proceed. Idealpos supports the use of leading
zero room numbers with Rezbook.

Confirm the guests name to successfully post the transaction.

A receipt will be printed to the receipt printer that needs to be signed by the guest.

RMS
The RMS interface is a 2-way communication with Idealpos. Guest charges from the
bar or restaurant are instantly posted to their account. Account information such as
Guest Name and Room Number is available to address correct charging procedures.

Settings
Global Options
You will need to enter the information that relates to the RMS and Room Charge
settings.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type

This is the software that you will be connecting to. Select RMS.

Output from POS#

POS File.

This is the POS Number that creates the Output from

Customer Prefix This functionality will add a prefix to all RMS Customer Codes
when they are added to the Idealpos database. This will generally be used when you
already have existing customers in an Idealpos database that will interfere with the
RMS Customer Codes generated.
Tender Type

This is the Tender that you created for Room Charges.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

RMS Files
RMS will need to configure their system to communicate with the Idealpos 6.0
directory of the terminal configured as the output terminal.

Idealpos will have 2 files in the directory that it uses to post room charges which are
RMSddmmyy.csv and SYSNETddmmyy.csv.

The Day must be expressed as a 2 digit number dd

The Month must be expressed as a 2 digit number mm
The Year must be expressed as a 2 digit number yy

Additional Information
RMS does not handle transferring of room changes when using this interface. If a
guest is moved from one room to another, you are required to check the guest out of
the original room, and check the guest back in to the new room.

Using RMS
In Idealpos start a sale and press Enter.

Select Room Charge as the Tender and a window will open asking you to enter a
Room Number.

Enter a Room Number and press Proceed.

The screen will display the guest that is staying in the room.

Press Yes to charge the room.

RoomMaster
The RoomMaster interface is a 1-way communication with Idealpos. Guest charges
from the bar or restaurant are instantly posted to their account. The RoomMaster
interface is limited to only six Sales Categories from Idealpos. To configure
RoomMaster you will need to contact RoomMasters helpdesk.

Settings
Global Options
You will need to enter the information that relates to the RoomMaster setup.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
RoomMaster.

This is the software that you will be connecting to. Select

Output from POS#

POS File.

This is the POS Number that creates the Output from

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Customers
RoomMaster uses Customer Accounts as Rooms to record the chargeback facility.

Go to File > Customers > Customer Types.

Press Add to create a new Customer Type and press Save.

Go to File > Customers > Customers > Create a customer for each room > Ensure
that Room Interface is selected for each Customer.

Buttons
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Create a
Customer button that links to the Customer Type you created for Hotel Rooms.

Using RoomMaster
Start a sale and search for the Customers room by pressing the Hotel Room button.

Press Enter and select the ROOM CHARGE tender.

A receipt will be printed to the receipt printer that needs to be signed by the guest.

Each time a sale is saved to a ROOM CHARGE it will modify and save a
RoomMaster.txt file on the POS Terminal you allocated as the Output. RoomMaster
must be configured to poll the RoomMaster.txt file.

Satin
The Satin interface is only available from 6.03.

Settings
Global Options
You will need to enter the information that relates to the Satin setup.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type

This is the software that you will be connecting to. Select Satin.

Network Path
Enter the IP Address or network path to the Satin folder where
it is installed. This should point to where the external folder is located that should
be created when Satin is installed.
Tender Type

This is the Tender that you created for Room Charges.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Using Satin
Start a sale in Idealpos.

Press Enter and select the ROOM CHARGE tender.

Enter the room number and press Proceed.

Confirm the guests name to successfully post the transaction.

A receipt will be printed to the receipt printer that needs to be signed by the guest.

StarFleet

Settings
Global Options
You will need to enter the information that relates to the StarFleet and Room Charge
settings.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
StarFleet.

This is the software that you will be connecting to. Select

Output from POS#

POS File.
Network Path

This is the POS Number that creates the Output from

Enter the network path to the database of the room.

Tender Type

This is the Tender that you created for Room Charges.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Using StarFleet
In Idealpos start a sale and select Room Charge as the Tender.

Enter a Room number and press Proceed.

Confirm the name on the room.

A confirmation window will open, press OK to finish.

WebRezPro
The WebRezPro (WRP) interface is only available from 6.03.

Settings
Global Options
You will need to enter the information that relates to the WRP setup.

To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.

Interface Type
Micros.

This is the software that you will be connecting to. Select

IP Address
folder where it is installed.

Enter the IP Address or network path to the Micros

Port
You will need to enter the correct port for the software
being used. WRP will use 4444 by default, but the Micros interface (that WRP uses)
will default to 5531. Be sure that whatever port is used is open through the firewall
on the PC.
Tender Type

This is the Tender that you created for Room Charges.

POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.

Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.

Using WebRezPro
In Idealpos start a sale and select Room Charge as the Tender.

Enter a Room number and press Proceed.

Confirm the name on the room.

A confirmation window will open, press OK to finish.

If the room is not occupied a different message will display.

If the room is not a valid room it will also display that.

Exiting the room charge screen will cancel the finalizing of the sale.

Sales Categories
Sales Categories in Idealpos
Sales Categories are used for the grouping of departments for the purposes of
reporting on the combined sales of the Departments within that group.

Sales Categories can be linked to a Sales Category Descriptor, which can be used to
breakdown Sales Categories for enhanced reporting.

Go to Setup > Global Options > Sales > Food/Beverage Total Descriptors to edit
these fields.

You can Add, Modify or Delete by going to File > Sales > Sales Categories.

Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.

There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.

The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.

Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.

Edit Sales Categories

A window will open giving you the options to Add, Modify or Delete. Idealpos requires
at least one Sales Category to be set up before you can add Departments or Stock
Items. A total of 99 Sales Categories can be created in Idealpos.

Each Sales Category when being created is able to be linked to the descriptor you
wish.

Sales Categories Related Reports

Sales Categories
Go to Reports > Sales > Sales Categories.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By POS System, Location
Report Type Stock Items, Departments
Options Include Graph
Selection Range Code, Description, Location

This report will display the totals for Sales Categories over a defined period. Sales
Categories group Departments.

Grouped Sales
Go to Reports > Sales > Grouped Sales.

This report will give you the following options:

Date Range
Exclude Discounts

The grouped sales report generates one report with the ability to cascade through
the report. The first level is sales categories, by double clicking on this you are taken
to the department totals. Double click on a department and the stock items that
make up this department are displayed. By double clicking on the stock item the
report displays the time and date of the sales, the clerk that sold them, quantity sold
and the sale price.

Scales
Scales in Idealpos
Idealpos interfaces to various models of scales to measure the weight of products
and translate that weight into a quantity.

Supported Scale Models are:

Mettler Toledo Viva
Mettler Toledo 8210
Mettler Toledo Diva
TEC SL-4700-RP
Acom PC-100R
Cas PDII
PSC Magellan 8200
Wedderburn DS-700
NCR Realscan 78

Idealpos only supports a connection of 1 scale for each POS Terminal.

Configure Scales
To connect a scale to a POS Terminal, go to Setup > POS Terminal > Modify > Other
Peripherals > Scale.

Change the Type to the scale model you are connecting and set the Connection Port.
Configure the Settings. The syntax of this setting is very important. The correct
format is: <Baud Rate>, <Parity>, <Data Bits>, <Stop Bits>.

Factor field is used only for some scales. For example, the Cas PDII will send data to
Idealpos of 4kg as 4000kg. With the factor set correctly, Idealpos can work out the
correct weight as 4kg.

Scale Options
Stock items can be set to take a measurement from the scale by ticking the
appropriate option. Enter the selling price as the rate per unit of measure. If you
want to sell 1kg of Apples for $5.18, this price is entered as the Sell Price.

Departments can also sell items from the scale.

Go to Setup > Yes/No Options > Receipt/Kitchen.

Using Scales
Place an item on the scale > From the POS Screen select the button for the item you
wish to weigh or enter the stock code.

The weight will be displayed as the Quantity of the item with the price calculated
from the sell price.

Finalize the sale as per normal.

Scheduled Reports
Scheduled Reports in Idealpos
Scheduled Reports allow you to set up specific reports that can then be printed or
emailed at set times and recurrences.

Any reports that are generated will be sent to the default A4 printer the terminal is
connected to. Ensure that an A4 printer is set as default, and not a thermal receipt
printer.

Adding Reports for Schedules

Before you can set up any schedules you will need to specify the reports you want as
Shortcuts.

Go to Reports > select report parameters > View.

When the report has opened, press the Shortcut button, which will create the
shortcut on the dashboard.

Enter a name for the report and select it as a Favourite or Others.

The selected Report will be added to the shortcut menu.

Repeat this procedure as many times as required to create shortcuts to all possible
combinations of reports you would like.

Email Reports
To be able to email any reports to an email address, you will need to configure the
software.

Go to Setup > POS Terminals > Modify > Miscellaneous > User Details > Email >
Enter an email address in this field.

Go to Setup > Global Options > Other Options > Email Settings.

Setting Schedules
The Schedules menu is located under the Setup menu on any terminal.

Press the Add button to create a new schedule. You can Modify, Delete or Copy any
existing schedules.

The copy button can be used to Copy a Schedule. This is commonly used for
programming a Schedule to both Print and Email.
A new window will open that where you need to configure the schedule, select
reports and, if email is selected as report type, the email options.

Enter a Description > Select Report Type > Choose when next to run > Repeat range
> Time and Day/s.

Enter the email address you want the reports sent to > Add any CC or BCC
addresses > Enter a default message that will be displayed in the email. If you have
selected to print your reports, this area will be inhibited.

Available reports are displayed at the top right corner of the window.

Drag the selected reports from the top window to the Scheduled Reports window. If
you want to remove any or all reports from a schedule, highlight them and press
Delete.

When you exit you will be prompted to Save Changes that you have made.

The schedule/s will be displayed in the Schedules window.

Schedules at Work
Email
Depending on your email client you will be able to view the email. If you have a
smartphone, you will be able to send the emails to your connected email address and
view them as a PDF on your phone.

Each report will be its own attachment.

Print
If you have elected to print your reports, you will need to ensure that you have a
relevant printer setup as a default printer.

Selling Price Calculator

Selling Price Calculator in Idealpos
The Selling Price Calculator provides a quick and easy price adjustment solution over
all stock items, or a range thereof. You can access the function by going to Utilities >
Selling Price Calculator.

It is highly recommended that you back-up the database before proceeding to

prevent loss of data or mistakes. The screen is made up of four separate areas,
Range Selection, Price Selection, Calculation and Example.

Selling Price Calculator Settings

Go to Setup > Yes/No Options > Confirmation > Confirm all Selling Price Calculator
Overwrite Prices

This option will allow you to confirm you are about to Overwrite all Selling Prices to
all other terminals and price levels that you have selected.
If this option is not selected all selling prices will be overwritten automatically based
on your selections. There is no Undo.

Changing Prices
You are able to modify the price ranges by selecting any combination of fields to
achieve the desired results. Ranges that you can specify are Code, Description,
Department or Supplier.

Once you have made your selection, you need to select the price you want to
modify, and the price that the calculation will be based on. The calculation can be
based on either a sell or a cost price.

Choose the calculation method that will be used to adjust the price. Selections are
Dollar Adjustment, Percent Adjustment and Profit Margin, and using a minus (-) for
any negative price changes. Factor the rounding that you wish to apply to all
calculations. An example will be provided based on the first stock item in your
database so you can visualise the changes that will take place.

Select Proceed to apply the changes. Once the function has been run, prices on all
connected terminals will be changed.

Once you click Yes the function will run. Depending on your selections will
determine the time it takes to finish. Once it has been completed, if you have other
selections to change, you will need to repeat this process.

Send Pictures/ Display Folder

Send Pictures/Display Folder in Idealpos
It is possible to send both the Pictures and Display folders from one terminal to
another. This can be used to ensure that, if you create buttons that contain images,
or want to display the same files on the display screen, they will be usable on the
remote POS Terminals and display exactly the same as you programmed them.

The folders will be sent to the other terminals using IPS Deploy.

It is important to note that this function does not synchronize folders, it will send the
images that are contained within the folders only. If you need to replace images
within the folders, you will need to have a system in place for the naming of the
images. For example, if you use images named as 1.jpg, 2.jpg, 3.jpg etc., keep all
new files that you want to send named the same. When the folder is sent to the
other terminal, the image will be replaced with the new image. Therefore, 1.jpg will
replace the current 1.jpg as a different image of the same name.

Note that the new images 4.jpg and 5.jpg are the same as 1.jpg and 2.jpg. This
means that only the new images will display and the old ones will be replaced.

Send from Back Office

You can access the sending function by going to Utilities > Send > Pictures or
Display Folder.

Select Send > Pictures or Display Folder and a confirmation window will open.

You will be able to select which terminals will receive the folder.

The folder will be sent to the terminals that you have selected.

Shortcuts
Dashboard Shortcuts
To create shortcuts on the Dashboard for use as a BackOffice shortcut, you can open
any of the multiple functions or reports and select the Shortcut button to create it.

The Shortcut Link is located at the top right of any window that is able to be created
next to the exit button. Pressing this button will enable the Shortcut.

The Shortcut will be created on the left-hand side of the Dashboard.

It will be saved as either as Function, Favourite or Others Report. When creating

Shortcuts for Reports, you will be able to edit the Name, and select it as a Favourite
or Others.

Reports will be broken down into two groups, Favourites or Other.

The Shortcut button will have a red X to signify it is already a Shortcut.

Press the red X to remove the Shortcut.

It is possible to remove a shortcut at any time by right clicking on the Shortcut and
selecting to Delete Shortcut.

BackOffice Shortcut Buttons

This function is used to access a Back Office Function from the POS Screen. This can
enable you to quickly access any Shortcuts that you have created on the Dashboard.

Go to Setup > POS Screen > POS Screen Setup > Buttons > Select button > Select
BackOffice Shortcut > Use the drop down menu to select the shortcut for this
button.

You are able to create as many Shortcut Buttons as you like. Shortcut Functions will
open over the front of the POS Screen. You cannot use the POS Screen until the
Shortcut screen has been closed.

Signs
Signs in Idealpos
Signs in Idealpos allow you to design a format you want to use, and print signs out
that can be used to advertise products.

Features include:

Create your own formats and save these for future use.

Arrange the components anywhere on the sign you want.

Add details such as Sign Graphic, Description, Price and Notes.

Include a link to the Promotion the items are a part of.

Use a custom Sign Graphic.

Show or hide measurement lines for correct cutting purposes.

Create Signs
To be able to create signs you will need to access the Multi Select button in the Stock
Item list.

Go to File > Stock Control > Stock Items > Multi Select.

Pressing this button will change the screen to the Multi Select mode.

Within this screen are 4 buttons that allow you to perform certain actions; Select All,
Clear All, Signs and Add.

Select All -

This button will select the entire Stock Item list.

Clear All -

This button will clear any selected items from the Stock Item list.

Signs Add -

This button will allow you to create Signs.

This button allows you to Add new Stock Items.

Press and hold the Control button on your keyboard to select the individual items
you want to create signs for, or use the Shift button to select a range. Once you
have made all the selections press the Signs button.

The Stock Item Signs window will open, and display all selected items as signs on
the Default Format.

The left-hand side of the screen contains all of the design elements which will allow
you to configure the signs the way you want.

Format
Select a format using the drop-down menu. If you have saved multiple formats they
will be available, otherwise there will only be the Default Format.

Sign Size
Use the drop-down menu to select the width of the sign, and enter a value for the
height. You can also enter where you would like the Margin to start from for the TopLeft corner.

Width
The width selections will determine if the sign is printed in Landscape or Portrait
orientation. There are currently only 5 different widths available to be used.

Height
The height field allows you to enter any value you require for the sign to print.

Sign Elements
This section is used to configure each element of your sign to be where you want it
to be displayed. Be careful to not overlap different bits of information as this will
make them unreadable. The size of the graphic will override the Width/Height
settings if they are larger.

The Price field of the item can be selected to use whichever Price Level you want
displayed on the sign.

Signs can be linked to a Promotion which allows you to display the Promotion Name,
Promotion Price and Discount Amount.

Press the Element Button Description to change the look and size of the font for that
element.

You can add and remove any element you wish by enabling or disabling the
checkbox. Press Refresh after changing the values to see what the changes will look
like.

Sign Graphic File

Press the > to browse to the graphic you want to use. It doesnt matter what image
you select, as it will be resized to the specifications you give it in the Sign Elements
section. There is a checkbox which will hide the print lines around the signs. Pictures
for signs must be stored in the Pictures folder of the Idealpos 6.0 folder.

Save Format
When you have made multiple changes to a format, you will want to save those for
future use. Enter the name of the format and press Save this Format as.

Utilising the Signs

When you have finished with the design and have the selected items, you can use
one of the four buttons located at the top of the screen.

Examples
Example 1

Example 2

Example 3

Software Updates
Software Updates in Idealpos
Idealpos Solutions regularly updates their software and posts the new build online.
Provided that the terminal can access the internet, Idealpos can update to the latest
build through the software. It will also download the latest build and send the file to
all terminals on the network, updating them all.

Updating to the latest build allows you to keep up to date with each release, ensuring
you get all the new features. When new builds are released Idealpos will make a post
on Google+ , Facebook and Twitter where, if you follow us, you will be notified and
can update accordingly.

If you are unsure what build you are currently running on, you can find that out by
going to Help > Idealpos Support.

A new window will open that will detail the version of Idealpos and the current Build
number.

When you update the software, all terminals that are connected on the network
should also be updated. It is NOT advisable to have different terminals on
different versions of the software. Each build that is released is issued a unique
password that will work for that build only. It is not possible to use this function to
download previous builds of the software, only the current released build will be
available.

Download & Install Updates

When deciding to update the terminal there are a number of things that may need to
be done beforehand.
These

are:
Contacting your Idealpos Reseller for the current build password.
Ensure you are not currently trading.
Perform a backup before updating.
Ensure all terminals are online and communicating, preferably with no saved
packets.

Go to Utilities > Software Updates.

Click OK to confirm you want to download and install the updates, or press the X in
the top right corner to exit.

Pressing OK will force the program to check the website for the latest build release.

Enter the Password for the build and press OK.

If you enter an incorrect password all windows will exit automatically and you will
need to try again. If you are on the latest build and are unable to update, a window
will display.

If an update is available, the build number will be displayed and you need to press
OK to download it.

The build will be downloaded. The speed of this will depend on the internet available.

Regardless of how many terminals you have in the network, IPSDeploy will open.

It is recommended that you select All Terminals. The only time you would not select
to update all terminals is if they are on a VPN connection and the other sites will be
performing the update at the same time. IPS Deploy will install the update.

The installation should finish and show all terminals as SUCCESS.

Copy to Update Folder

Another way to update the software is to use the Idealpos Updates folder that was
installed on your desktop when the Idealpos installation took place.

Copy the installation build file and paste it into this folder. Regardless of how many
terminals you have in the network, IPSDeploy will open.

It is recommended that you Select All Terminals. The only time you would not select
to update all terminals is if they are on a VPN connection and the other sites will be
performing the update at the same time. IPS Deploy will install the update.

The installation should finish and show all terminals as SUCCESS.

Manually Install
If you have the current installation and want to update the software, you can just
double-click the file and it will install on the local terminal only. You will not have the
option to send and install the file on any other terminal. Generally this type of
installation is used by technical support staff.

Double-click the file to start the installation process.

Unless required to do so, leave the default location selected.

Idealpos will install all required files.

Click Finish to complete the installation.

Special Price Schedule

Special Price Schedule in Idealpos
This feature is a way to offer a special price for the customers at a scheduled time.
This feature used to be primarily involved if you wanted to use it for Happy Hour and
such, but since the advent of the Promotions and the myriad of features available,
there hasnt been much need to use this function. Any schedule can be linked
directly to a price level for even greater control.

You can access this menu by going to File > Sales > Promotions > Special Price
Schedule.

A new window will open allowing you to Add, Modify and Delete. There is another
button available called Specials, which are where you can add specific items that, are
not grouped by Departments.

Press the Add button to create a new schedule. Once a schedule has been created
you will be able to Modify or Delete them.

Enter a Code and a Description for the Schedule type.

Select the Dates that you want the schedule to be applied in between. You can select
the schedule to be Applied Continuously or During Specific Times. Times must be
entered as a five character entry, for example 08:15.

If you want to ensure that all Customer Types are covered for this Special Price
Schedule, you must enter 0 in the first field and the corresponding Customer Type
Code in the second field. In older versions of Idealpos, entering 0 to 0 was enough
to cover all Customer Types, but as the system needed to change, you need to make
sure that all Customer Types are selected.

The new schedule will be entered into the Special Price Schedule list.

If you only want to have selected items on special, highlight the Schedule in the list
and press the Specials button.

Press the Add button to search for a Stock Item, and enter the price that you want to
sell the item for.

Once you have Special Items linked to a schedule, it will no longer apply to all
items within the database, but only those items listed in the specials.

Once you have added all the items to the list that you want at the special price they
are able to deleted or modified.

PriceBook Interface - Import Special Prices

Ensure that the terminal is licensed for PriceBook.

Go to File > Sales > Promotions > Special Price Schedule > Price Book Import.

Locate the file provided by LMG. If successful the file will be imported and the special
created.

If any items in the special file do not exist it will display onscreen that X failed. You
can check the Pricebookfailures.log file located in C:\Program Files\Idealpos
Solutions\Idealpos 6.0\LOGS to find out which items failed so they can be matched
up in the POS Database & then the special file can be re-imported.

Click on the specials button to see the specials created.

You will need to modify the schedule to cover all stores and all customers.

Stock Exchange Interface

The Exchange
The Exchange software allows for you to facilitate a Stock Exchange system on
products sold throughout your business, during normal trade or within set times and
dates. You have the ability to select which products will be displayed and decreased
or increased in selling price.

The software is projected onto a monitor that is viewable by the public, and will see
the price of the items increase or decrease in line with the sales. As more quantities
of an item are purchased, the price will increase, whereas items that have not had
any sales, their price will decrease. There is the ability to reverse these calculations if
you want.

The Exchange software works by using pre-determined price fluctuations that you set
for each individual stock item. Sales details are exported out to a specific location
where, once The Exchange reads these files, will make a determination on what price
the items will be on special for. Once the items prices are determined by The
Exchange, it will create a file that is then read by Idealpos and will change the prices
in the system. Prices can be set to Crash so that at random intervals, pre-selected
or random stock items will crash to a minimal value.

Setup Idealpos
The export only needs to happen from a single terminal.

Go to Setup > POS Terminals > Modify > Other > Automatic Import/Export.

Export/Import Folder
Browse to a location on your network or PC where you would like the export to be
saved to, and where the Import will be pulled from. Within this folder you will need
to have a blank .mdb file (supplied) before attempting any communications with The
Exchange software. This file can be downloaded here. Extract the file and place it in
the folder that is accessible on the network.

Sales Export Format

Use the drop down menu to select Live ExternalSales.mdb.

Export Stock Items Filename

Enter the name you want to use for the file once it has been exported.

Daily Export Time

Enter the time you want the export to take place each day. This file will update the
stock items that can be selected for promotion.

Import Stock Items Filename

Enter the name of the file you want to import.

Setup The Exchange

The software will be setup and configured remotely by the supplier of the software,
or their recognized partner. To be able to use the software, you purchase Event
Bundles, which allow you to run a specific number of events before needing to
purchase more. There is also a wizard that will step you through the process and set
up the majority of the details.

Before you can use The Exchange with Idealpos, you will need to configure the till
setup.

Go to Advanced > Change Till(s).

Select Idealpos from the drop-down > press OK.

Confirm the changes and select Yes.

Go to Advanced > Configure Till(s) > browse to the file locations setup in Idealpos >
press OK. It is possible to use a different price level in Idealpos to facilitate better
reporting for marketing results. You will need to configure a Special Price Schedule in
Idealpos to change the price level during the event for this to work.

Press the Setup Wizard button to configure an event.

A new window will open for the start of the wizard.

No changes can be made on this page so press Next. Idealpos does not allow the
use of individual tills.

Its a good idea to ensure you are always working with the latest data available from
Idealpos. Press the Get Data button.

The program will check the relevant files.

When the data is successful press OK.

Press Next to continue.

Select the times the event will take place and press Next.

Select the items from the left window one at a time and press Add.

Before items are added you will need to enter a Minimum and Maximum value to sell
them for. Press OK and the item will be added to the database.

Once you have added all the items you want, press Next to proceed.

Click Create to create random crash times with random products, or manually add
your specific ones using the Add buttons. Once you have set this up press Next.

Dont change any settings on the Special Trade screen, just press Next to proceed.
More information about this feature can be obtained through The Exchange support.

Unless you are using specific images there is no need to change any settings on the
Image page. More information about this feature can be obtained through The
Exchange support.

Congratulations you have configured an event. Click Finish to exit the wizard.

You will be prompted to run your event Now or Later. If you select Now the
screen will open to The Exchange window and start displaying. If you select Later it
will just exit to the main screen of The Exchange software.

Using The Exchange

The Exchange works by changing prices on products that you sell during a normal
trade. Generally you would run an event or other type of function where these
products would be highlighted and could sell during a period of time advertised to
ensure high sales.

When the event first starts, the prices will calculate to their standard price, waiting
for the first lot of sales data to be imported.

Sell some items through the POS. Ours is an extreme example of quantities to show
the sales changes.

At the next time calculation, the prices for the items will change on the screen.

The prices that get displayed on The Exchange will now be live in Idealpos.

Subsequent sales will continue to affect the prices.

Reporting
The best report to view the items with the price changes is the Stock Item Sales
Report. It is a good idea to select Group by Sell Price.

This combination of settings will clearly show each price that was charged for the
items.

Stock Item Alert Levels

Stock Item Alert Levels in Idealpos
Stock Item Alert Levels are used to help the staff know how many items are
remaining during a day, session or other time period. The item level can be displayed
on the POS Screen counting down on the button, and will display a message box onscreen to inform the staff that the lower levels are nearly gone.

This function can be used when you only have a set limit of meals to serve for
particular functions, or tickets for an event that you are hosting. The countdown of
the item is not reliant on only the current Stock Level though, and can also be set for
a custom amount to sell before warning staff.

Adding Alert Levels

Adding alert level settings are configured by going to File > Sales > Stock Item Alert
Levels.

A new window will open with a list of any existing alerts, and allowing you to Add,
Delete or Modify.

Clicking on Add will open a new window allowing you to set the items you want to
alert. Choose your stock item by entering the Code in the field, or use the arrow to
find your item from the Stock Item List. If you want you can also count down by
using a Department.

You have a number of choices as to how you get the level of the item you want
alerted. By using Stock Level, this will go off the amount that POS has calculated left
in your stock levels.

If you choose to, you can manually add an amount for items that are not stock
controlled, but still have a count, like a Steak or special item that was bought from
the markets. It may also be an item you only want to sell at a special price until a
certain quantity has been sold.

The next choice to make is the alert level itself. Once the alert level has been
reached, a message box will open every time the item is picked. Departments are set
the same way for department totals. This is used when you do direct department
sales.

When you press Save the window will refresh so that you can add more items. Once
you have finished adding items, you exit out. The items you have chosen to alert will
be displayed in a list with the alert level you chose. You can highlight any item and
Modify and Delete it as you need. If you require the item to be reset for each period
you will need to come back and Modify your alert level and Stock level remaining
each time.

If you want the countdown to be visible to the staff at the POS Screen, you need to
go to Setup > Yes/No Options > POS Screen > Tick Option Show Alert Levels on
Touchscreen Buttons. The countdown number will display in the bottom right corner
of the button.

Using Alert Levels

The item will count down the number, but once it has reached the Alert Level a small
window will pop up to show you how many are remaining, to ensure it has been
noticed.

Once all items have been sold, the Alert will pop up each time that button is pressed.
If you still have stock of the item, it is a good idea to reset your Alert Level, or delete
it from the list.

Important Note POS will not inhibit the sale of the item once it has reached zero.
The item can still be sold and will start numbering into the negative. Depending on
what options you have selected, POS may also ask for you to authorize the sale of
items with zero stock level. Go to Setup > Yes/No Options > POS Screen.

Stock Items
Stock Items in Idealpos
The Stock Item screen is one of the primary data editing screens in Idealpos. From
this screen, you can manage all of your products with the ability to add new
products, change prices and much more.

You can access the stock item screen from the File > Stock Control > Stock Items
menu option. POS terminals using a Sales-Only license do not have access to the
Stock Items screen.

Non-Turnover Stock Item Sales

Stock items are able to be linked to non-turnover department & be accounted for as
non-turnover sales.

Go to Setup > Global Options > Sales > Miscellaneous > Non-Turnover Stock Items.

When you select to save you will be shown a warning message.

Go to File > Sales > Departments > Add > Create a Department for Non-Turnover
Stock > Select Non-Turnover.

Go to File > Stock Control > Stock Items > Add > Create a Stock Item and link it to
the Non-Turnover Department.

When sold they will be added to the Non-Turnover Sales & removed from most sales
reports. Stock Item Sales Report will allow the site to produce a report on NonTurnover Sales or Standard Sales.

Any historical Data will not be touched with this modification, once the build is
installed & the options are enabled it will apply to the sales performed from then on.

Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.

There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.

The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.

Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.

Stock Code Search

The Stock Item screen displays all of the products stored within the Idealpos
Database. Located at the top of the Stock Item screen is the Stock Item Search
function.

The Stock Item screen will dynamically search for stock items as you are typing the
search values. For example, if Code Search is selected (you will see the name Code
Search in the button), you can start typing the stock code you are searching for, and
the screen will refine the search as you type.

See below the items shown by entering the number 12 in the Code Search field. Any
item starting with the number 12 will be displayed:

Wild Card Search

A wild card search works by entering a * at the start of the search value. This will
change the search results to show any item containing the search value rather than
any item starting with the search value.

It is possible to set Idealpos to always use the Wild Card search method when
searching by Description. To enable this option, go to Setup > Yes/No options >
Miscellaneous and tick WildCard Description searching by default.

Changing the search type

You can search for Stock Items by Code, Description, Alternate/Scan Code,
Suppliers Stock Code, Description 2, Department and Price Changes.

To change the search type, click on the search type button to select from a drop
down list:

Price Changes work by enabling you to view all Stock Items that have had a price
change since a specific date.

The search field will change to allow you to select from:

All Price Changes
Last Cost Changes
Specific Price Level Changes

Use the date field to select when you want to view the price changes from.

The Stock Item search screen will change to show only those items relevant.

Sorting the Stock Item Grid

The Stock Item grid can be easily sorted by clicking on the column heading. For
example, if you click on the Code column, the grid will be sorted in ascending to
descending order. Clicking again will reverse the sort to be descending to ascending
order:

Customizing the Columns by User

It is possible to restrict which Columns are shown in the stock item screen by
selecting the File Fields in the User Permissions area. To edit these settings, go to
Setup > Users and edit the desired User. Expand the File Fields > Stock Items
options, and then select which Columns you wish to appear in the Stock Item Grid.

To view the Stock Item Grid with the selected columns, make sure you have logged
into Idealpos using the correct User account. Each time you log in as a different user,
the stock item screen will be updated.

Edit Mode
The Edit Mode function allows you to quickly change selling prices without having to
modifying the item first. The selling price will be updated across the POS network as
soon as you have moved the cursor off the current edited price.
To use the Edit Mode function, click on the Edit Mode button located at the top center
part of the stock item screen:

You will see the selling prices change from a white background to yellow. To change
a price, simply click on the selling price and change the value. A drop-down arrow
indicates that an on-screen keyboard is able to be accessed to enter the prices.
When you have changed your price and press Enter on the keyboard, the value will
be saved and the next item will be selected automatically.

To exit from Edit Mode, click on the X located at the top right hand corner of the
grid:

Stock Item Enquiry

You can perform a Stock Item enquiry from the Stock Item Screen (can also be
performed in other areas of the software). To use this function, click on the Enquiry
button:
The Stock Item Enquiry screen will display Cost Prices, Stock Levels (selectable for
each location), Recommended and Reorder Levels, Sales History, Stock Transactions
and more.

The Stock Transactions Tab shows details of each individual transaction:

Click on any transaction to view the details.

Alternate Codes
Alternate Codes are additional codes that can be assigned to a Stock Item. They are
generally used to record items that contain more than one scan code. Alternate
Codes can be entered in the POS screen to sell the product it is linked to and they
will also work with Portable Data Entry Terminals (PDEs).
To add an Alternate Code, select an item in the Stock Item screen and press the
Alternate Codes button located in the bottom left hand corner:

To use Alternate Codes in the POS screen, you can either enter the Alternate Code
manually or by scanning the item. Once you press enter, the Alternate Codes will
show the item that it is linked to. You cannot use a code as alternate if it is being
used against another item in the database.

Locations
In the Locations area of a Stock Item, you can set which Stock Item is enabled for
Stock Control each Stock Location. You can also manually edit the current Stock
Level and set the Recommended and Reorder Levels. To edit these settings, click on
the Locations button located at the bottom left hand corner of the Stock Item screen.

In the Stock Items by Location window, a list of all Locations will be displayed. To
edit the values, highlight the desired Location and press Modify.

Stock Level
Changing the Stock Level in this screen will adjust the current stock level for the
selected item, for the selected location.

Recommended Level
A Recommended Level is used in Re-Order Reports and auto generating Purchase
Orders and is the recommended level you wish to keep in stock for the selected item
for the selected location.

Reorder Level
A Reorder Level is used in Re-Order Reports and auto generating Purchase Orders
and works by comparing the recommended level and current stock level against its
reorder level. If the stock level falls below the reorder level, the reorder quantity
value will be equal to the recommended level.

Carton Quantity
If the item is a single and linked to a Carton, enter the Carton Quantity that the
items are purchased in so that POS can back calculate when used for stocktake.

Stock Location
This setting is used to determine which location the stock will be deducted from, and
can be different from the location of where the item is sold. For example, you can
sell an item in several locations, but all stock is deducted from a central location. By
default, the Stock Location will be the same as the location you are editing.

Supplier Codes
A Supplier Stock Code is the product code that appears on a Suppliers Invoice. It is
possible to link the Suppliers product code to the Idealpos Stock Code, and can be
used when entering an invoice from a Supplier.

To add a Supplier Code, highlight a Stock Item and press the Supplier Code button in
the bottom left hand corner of the screen.

If you purchase the same item from more than one Supplier, you can enter multiple
Supplier Codes to a single Stock Item. To add, click on the Add button within the
Supplier Stock Codes window. Enter the Supplier Code and Suppliers Stock Code.
The description field will automatically populate based on the Stock Code description.

Sell Quantity Type to Units or Cartons

For this option, you need to choose how the item will be sold and in what quantity.
See below for both examples:
Units of 24
For example, you purchase cartons of Coke, however you wish to perform stock
control by the single unit. A stock item has been created for a Can of Coke, and is
ticked for stock control; however you purchase this product from the supplier in
Cartons.
You can enter the Suppliers Carton Stock Code against the single Can of Coke in
Idealpos and set the you sell as option to Units with a quantity of 24.
This means, ONE item on the supplier invoice/order equals 24 items in Idealpos:

Cartons of 1 For example, you purchase cartons of Coke and wish to perform
stock control by the carton. A stock item has been created for a Carton of Code, and
is ticked for stock control. You have single cans of coke linked to this item as an
Indirect Item, so each time you sell a single, 1/24th will be deducted from stock.
You can enter the Suppliers Carton Stock Code against the Carton of Coke in
Idealpos and set the you sell as option to Cartons with a quantity of 1.
This means, 1 item on the supplier invoice/order equals ONE item in Idealpos:

Promotion Enquiry
This button will only become active when a stock item that is included in a promotion
has been selected from the list.

It enables you to see all the promotions the stock item is linked to and will be
affected by. The promotions will be listed in priority order if they are included in
more than one promotion, but you can select which grouping to use by selecting the
header of your choice.

You cannot select to modify or change any promotions using this function, it is only
to help you visualize the promotions the stock items are included in.

Discontinue
If a Stock Item is no longer required, you can highlight the item and press
Discontinue.

The Discontinue button is located in the bottom right hand corner of the stock item
grid.

Discontinued items are then removed from the Stock Item grid and will no longer
appear in the stock item listings or Stock-take screens.

To show discontinued items, select the Discontinued Items Only option located in
the bottom right hand corner of the stock item grid.

Once Stock Items are discontinued, you can permanently delete them by selecting
the item and pressing delete. All sales history will be grouped under a stock item
called Deleted Stock Items and will no longer be able to view sales history under its
original code or description.

General Tab
In the General tab, you will find the most used functions to control the requirements
needed for the stock items.

When you Add or modify a stock item you gain access to the full details of that
particular item. Within this screen are 3 tabs that control various aspects that relate
to the item, and these are General, Advanced and Indirect Item. Most settings will be
controlled in the General tab, but depending on your choices, you may choose to also
adjust the settings in the Advanced. The indirect Items tab will only be available if
the item is Indirect.

Stock Code
The Stock Code must be unique and can contain both numbers and letters up to 16
characters long.

Description
The Stock Item Description is used in all areas of Idealpos including the POS Screen,
the customers receipt, Kitchen Printers, Kitchen Monitor, Stock and Sales Reports,
Stock-take screen, and more.

A Stock Item can have up to two descriptions, and when adding a new item, the 2 nd
description will automatically populate based on the first description entered. The 2nd
description can be used for Kitchen Printers and monitors so the Kitchen can read a
different description from the receipt description.

Description 1 located in the General Tab:

Description 2 located in the Advanced Tab:

An example of this would be a Restaurant who has an item called Char Grilled Eye
Fillet however the kitchen docket reads Eye Fillet. The 2 nd description field is
located in the Advanced Tab of the Stock Item.

Once a second description has been added to the stock item, it will be displayed
underneath the first description.

Department
Stock Items are linked to Departments for the purpose of grouping similar items.
Before you can link an item to a Department, you will need to create your
Departments first. You can add department by going to File > Sales > Departments.

To select a Department, either type in the Department number, so click on the arrow
to show a drop down list of Department names. The Department names are listed in
alphabetical order.

Tip: When highlighted on the Department number, press the ALT > button on the
keyboard to show the list of Department names. You can also start typing the name
of the department to dynamically search for the name you want.

Selling Prices
There are 12 selling price levels per stock item or alternatively, you can tick the
Force a Selling Price entry option, which when activated will open a numerical
keypad on the POS Screen for the staff to enter the required price. If this option is
ticked, the selling price levels will be greyed out. If you are unsure what the
difference is between Markup and Margin, you can read about it in our article here:
http://www.idealpos.com.au/pos-articles/difference-between-markup-and-margin/.

Profit Margin is calculated by the following equation:

% = (
)

Open Stock Item

If you create a stock item with a description of Open Stock Item, the item when
sold will show a keyboard after the amount has been sold. This feature is useful
where the operator is required to type the description of the item as the item is sold.
This function will also work in conjunction with the Force Selling Price Entry option,
so the price is entered first, followed by the description.

Go to File > Stock Control > Stock Items > Add > in the Description field enter
Open Stock Item xxx (Where xxx is the custom description. E.g. Open Stock Item
Entree) > Save.

If you want the staff to enter a price for the item, select the Force Selling Price
Entry checkbox.

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Create a
button linked to the stock item you just added.

When the item is pressed on the POS Screen, you will be prompted to enter a price.

The keyboard will open where you enter the description of the item you want to sell.

The item will be added to the sale.

Cost Prices
Cost Prices Ex Tax can be entered to give you a profit margin beside each price level.
Standard Cost is the initial cost of the goods, a manual Base Cost that can be
loaded against the Stock Item. It will not automatically fluctuate with stock received,
so if it needs to be changed for any reason, you will need to change this. Last Cost is
the last purchase cost of the goods received.

Average Cost is calculated by the following equation:

(( ) + ( ))
=
+

Basically, it computes the total purchase cost of the particular item and divide by the
total quantity of the item purchased. If the average cost increases rapidly it
generally indicates the value of the goods is significantly different to the last
purchase. If the stock item is Indirect these fields will be updated automatically from
the Direct Item they are linked to.

Purchase Category
Purchase Categories are responsible for organizing your purchases into different
categories for reporting purposes. They are simply the way that you wish to group
the purchase history of your items. You must first create a Purchase Category
before linking a stock item to a Purchase Category. Refer to the Purchase Category
section of the User Guide for more details.

Default Supplier & Default Supplier Stock Code

Default Supplier is the main supplier for this item, but you can link more than 1
supplier (through the Suppliers button from the main Stock Item Grid).

Default Supplier Code is the code the supplier recognizes as this item, and is usually
indicted on their invoice to you. You can create multiple Supplier Codes for a single
item through the Suppliers button located in the main Stock Item Grid.

Scan Code
Scan Code is the barcode that is on the item, or if you dont have a barcode but
would like one, then press the Auto button and Idealpos will generate a unique code
for you. The automatically generated barcode will produce a EAN13 formatted
barcode.

If you have more than one barcode per item, you can add additional barcodes
through Alternate Codes. Alternate Codes can be accessed through the Alternate
Codes button located in the Stock Item Grid.

Printer Settings
Printer Settings is where you program the item to print. You can rename all Kitchen
Printers by going to Setup > Global Options > Printing > Modify POS 1 > KP1-12 >
Rename the printer. All items that have a price should be set to print to receipt,
whereas instructions generally do not.

Print Red function will not work on Thermal Receipt printers, and will only work on
kitchen printers that have the correctly coloured ribbon. Even though an item may be
ticked here to print on a certain printer, if a printer has not been configured it wont
print.

Indirect Item Components go to Kitchen

Printers
Indirect Components go to Kitchen Printers will only show when the item has been
ticked as Indirect. This means, any items listed in the indirect grid will also print to
the kitchen printers.

Other Settings
Non-Accumulating if ticked means multiple sales of 1 item in the same transaction
will be displayed in a separate line in the POS window. If you want to use the Split
Sale function or link instructions, it may be preferable to have all items ticked.

Stock Control will enable this item to be recorded through all types of transactions
to keep a level of how many you should have physically in stock.

Indirect Item is selected when the stock item is made up of at least one other
stock item from the Stock List.

Non-Accumulating is selected when you want to have the same item appear on its
own line within the sale.

Discontinued Item if ticked will disable that item from being viewed in the main
Stock item List.

Scale needs to be ticked if you want to weigh the item for purchase. Enter the Tare
value.

Instruction if ticked will not show quantity on the kitchen receipt, but will display a
small arrow to indicate it is attached to the previous item.

Cant Buy with Gift Voucher will inhibit the purchase of the item with a gift
voucher.

Inhibit Voids will not allow the item to be voided from the screen once it has been
added.

Inhibit Discounts will not allow discounts to be calculated on this item.

Web Store will allow the item to be used in the Idealpos Add-on WebIT.

TAX Settings
Selling Price Tax Settings need to have 1 choice selected. You should check with your
financial advisor as to the requirements of taxable items.

Stock Item Types

There are 7 different types of Stock Items that are used in Idealpos. Some
combinations are able to be used more than once in the same item settings.

Stock Control
A stock controlled item is an item that has been brought into your stock system, and
is sold basically as it is. Simply enter the appropriate details for the stock item and
press save. A normal stock item must have the Stock Control check box ticked, and
the indirect checkbox un-ticked. This is also classed as a Direct Item and can also be
a Component Item.

Non-Stock Control
This is an item that you sell but do not need to keep track of the stock levels. This
could include but is not limited to service and labour charges, for which there is
nothing to count at a stock control level, or items that are insignificant to the running
of the stock control, but necessary for tracking supplier transactions. Leave both the
Stock Control and Indirect check boxes un-ticked.

Indirect Items
These are items that are made up of a part of 1 or more items that are stock
controlled. Examples include but are not limited to, a glass of wine. A glass of wine is
considered as Indirect, while the bottle of wine is the Direct Item. The glass is
Indirect because it uses only 150/750ml of the bottle of wine. Cocktails and other
recipes may include various items.

Indirect Non-Stock Control

By un-ticking the stock control option on an indirect item, this will cause the indirect
item to still calculate its cost price from the stock control items it is linked to, but no
stock control is performed.

Instructions Non-Stock Control

This is a special non-stock control item that is used for food and service instructions.
Stock Control and Indirect Item check boxes wont be ticked, although Indirect can
be ticked if required.

Instructions Stock Control

This is an instruction item that needs to be stock controlled, but needs to print as an
instruction on the kitchen printer. An example of this would be flavoured syrup in a
coffee.

Scale Stock Items

By ticking a stock item as a scale stock item, this will force Idealpos to get the
weight measure from the scale. The weight is then multiplied by the selling price to
calculate the correct unit price.

Advanced Tab
In the Stock Item Advanced Tab, there are other program settings.

Description 2 Field
A Stock Item can have up to two descriptions, and when adding a new item, the 2 nd
description will automatically populate based on the first description entered. The 2nd
description can be used to for Kitchen Printers and monitors so the Kitchen can read
a different description from the receipt description.

Sales Prompt
Sales Prompt field will display a prompt on screen when the item is selected. In the
example below, is the classic Would you like fries with that question, which is
commonly used as a Sales Prompt in fast food outlets.

When the item is sold, the Sales Prompt will appear on the POS screen in bold black
writing with a yellow background. The message will be cleared as soon as you press
another function on the POS screen, or by pressing the sales prompt itself.

Hide Stock Items from Customer Display

You are able to sell a Stock Item without it displaying on the Customer Display.

Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #NODISPLAY#.

If you want to count how many items have been sold but not display them on either
the Customer Display or the POS Screen. Link a hidden stock item to a number of
ticket buttons, and the item will count a total, but not display on any screen.

Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #HIDE#.

Link to Menu
A Menu can be linked to a Stock Item so when the item is sold, the menu will
automatically appear. Below is a product called Roast Beef Focaccia and is linked to
Menu number 67 called Without.

When the item is sold, the menu will appear:

Creating a Menu can be done through Setup > POS Screen > Menus. For details on
how to setup Menus, refer to this section of the User Guide.

Link to Touchscreen Grid

Similar to Link to Menu, Link to Grid works the same way, where a list of items is
displayed once an item is sold. Rather than display these items in a Menu, they are
displayed in a Grid.

When the item is sold, the grid will appear:

Creating a Grid can be done through Setup > POS Screen > Grids. For details on
how to setup Grids, refer to this section of the User Guide.

Link Table
A Stock Link Table is a group of items (can have up to 12 per table) in a table and
can be sold automatically when an item is linked to the table.

When the Stock Item is sold, the group of items from the Link Table will also be sold:

Creating a Link Table can be done through File > Sales > Stock Item Link Tables. For
details on how to setup Stock Item Link Tables, refer to this section of the User
Guide.

Location Details on Stock Levels

In the Advanced Tab, you will see a section that displays your Location Name (this is
the Location your POS terminal is linked to) the current Stock Level, Recommended
and Reorder Level for this Location.

If you click on the arrow, the edit screen appears and you can change the current
Stock Level, Recommended Level and Reorder Level for the current Location. This
can only be done for Stock Controlled, Stock Items.

Amount Override Limits

Pre-programmed selling prices can be overridden using the Amount function in the
POS Screen. This function works by allowing the operator to enter a different price
before selecting the item. You can set a lower and upper limit to prevent the price
from being changed outside of these limits.

In the example below, is a Cappuccino with a selling price of $3.20.

A lower limit of $2.00 and upper limit of $4.00 are set.

Using the Amount override function, enter an amount of $1.50.

A warning will be displayed on the POS screen to notify the operator that the price
cannot be changed:

Stock Notes
Notes can be entered against a Stock Item and is typically used to record further
details about a product. Notes can also trigger special functions to be performed in
the background.

Printing Stock Notes

You can enable Stock Notes to print on Kitchen Printers, Monitors and on Bills and
Receipts:

To print Notes text on bill/receipts, enable the following Yes/No options:

To print Notes on kitchen printer/kitchen monitors, enable the following:

1. Yes/No Option Print Stock Notes on Receipt
2. Stock Item KP Settings enable the KP setting for the selected printed in the
stock item.

Displaying Stock Notes on the POS Screen

It is possible to display Stock Notes on the POS screen and can then be printed if
necessary.

To use this function:

1. Sell the Stock Item.
2. Highlight the item and press the Stock Notes button.
Or,

This option will force any Stock Item with notes to automatically display on the POS
Screen. Unlike a Sales Prompt, the operator will be required to close the window
before they can continue.

Go to Setup > Yes/No Options > POS Screen > Stock Item Notes displayed when
item is entered.

Additional Functionality
Enter the text qty into the notes field of zero-priced instruction items. All sales of
that item will then be recorded in the Stock Item Sales Report.

Special Points
If you are using the Customer Loyalty Points System, you can offer your customers
additional point for specific items they purchase. In the example below, the item
Coke has been set to use Special Points and will reward the customer with 5 points
when the item is purchased.

When the item is sold to a points customer, they will accrue 5 Points:

The points will be displayed the next time the customer is logged on the POS screen:

Inhibit Points Accrual

You can prevent an item from Accruing points by ticking the Inhibit Points Accrual
option. Inhibit Points Accrual will not allow points be earned for the purchase of the
item.
Note:
The Inhibit Points Accrual option does not work with Special Points. It is only used for
Points by Price Level.

Inhibit Purchase with Points

Inhibit Purchase with Points will not allow the item to be purchased using loyalty
points. Print Promotional Ticket will print a ticket either into a barrel or other area for
use in an ongoing member promotion.

Points by Price Level

Points by Price Level fields allow you to give extra loyalty points to different price
levels. This can be helpful when giving selected customer types a special deal, and
also to entice customers to upgrade their membership. All 12 Price levels can have
bonus points.

Indirect Tab
An Indirect Stock Item (child item) is an item that deducts stock from the Stock Item
(parent item). Use this option if you wish to deduct stock from another item. Once
Indirect Item is ticked, your will see the Indirect Tab at the top of the screen become
visible:

Default Fields that cannot be altered are the Stock Code and Description fields.
These contain the details of the indirect item and are reference only.

Made Up Of field will display the current stock items that the indirect item is linked
to, or made up from. There are no limits to how many component items are used to
make up the indirect item. Details of the component items will be shown, and include
Stock Code, Description, Quantity, Standard Cost, Last Cost and Average Cost. At
the bottom of this field the Totals will be calculated on what the items added costs
are.

To add component items to the list click on Add. You can also Modify and Delete any
items that are currently in the list. This screen will display the Indirect Code, Indirect
Description, Component Stock Code, Component Description and the Quantity.

Stock Purchases
Stock Purchases in Idealpos
Stock Purchases is used to receive and credit stock into the Stock Control system.
Generally an invoice from a supplier is used as confirmation of the details of the
items being added to the database. If you want Stock Control to be correct, this is an
important procedure that has to take place.

Go to Transactions > Stock Control > Stock Purchases.

The Stock Purchases window will display any open Invoices and Purchase Orders.

The Stock Purchases window allows you to perform multiple functions that control
the use of Purchases and Orders.

Add
This button will allow you to create a new Purchase Order, or enter an Invoice. When
you select this button a new window will open. You can then use a drop-down box to
select which type you want to create.

Modify
This button will allow you to modify an already created Purchase Order or Invoice.

Delete
This button will allow you to delete a Purchase Order or Invoice.

Import
This button allows you to import an Invoice that has been sent to you electronically.
Idealpos supports multiple formats for electronic invoices, which need to be set up to
match the supplier. The Generic (.csv) is a custom format used with minimal fields.

The following formats are supported by Idealpos:

ALM (.dat), Generic (.csv), HLW (.INV), HLW (.txt), ILG (.INV) and Innkeeper (.DAT)

Generic (.csv)
The Generic format is a minimal custom format allowing you to input an invoice from
any supplier, provided you have added the data to a .csv file, either automatically or
manually. In some instances this may be more of a hassle than it is worth to just
enter the invoice manually in the first place.

Fields available for import are: CODE, DESCRIPTION, UNITCOSTEX, QUANTITY,

SCANCODE, SELLPRICEINC, DEPARTMENT.

Export
This button allows you to export a Purchase Order to a .csv or .txt file for use in
other programs or supplier formats.

Copy
This button allows you to create a new stock purchase based on the selected item.

Checkboxes
Show Purchase Orders Select to toggle Purchase Orders being displayed.
Show Stock Received Select to toggle Stock Received being displayed.
Show Orders NOT Received Select to toggle orders that have not yet been
received.
Print Labels Select to print labels of items that have been processed.

Email
This button will allow you to send the Purchase Order by email to the Supplier.

View
This button will display the Purchase Order as it would be printed.

Print
This button will print the Purchase Order or Stock Received to the default windows
printer.

Items Only
This button will allow you to receive Items Only without an Invoice.

Process
This button will open the Purchase Order or Stock Received and Process the values
you have entered into the Stock Control of the items.

Stock Purchase Settings

Yes/No Options
Go to Setup > Yes/No Options > Confirmation Tab.

Confirm to Delete a Purchase Order

This option will allow you to confirm you have selected the correct Purchase Order
before deletion.
If this option is not selected the Purchase Order that is selected will be deleted
automatically. This cannot be undone.

Confirm when you Process a Purchase Order/Invoice

This option will allow you to confirm before you process the selected Purchase
Order/Invoice.
If this option is not selected the Purchase Order/Invoice will process when you press
the Process button. This can be undone.

Confirm you want to Copy Stock Purchase Order

This option will allow you confirm before you copy a selected Stock Purchase Order.
If this option is not selected a new Purchase Order will be created automatically. This
can be undone.

Confirm you want to Print a Copy of a Stock Purchase

This option will allow you to choose each time you process a Stock Purchase if you
want to print it or not.
If you dont select this option, the Stock Purchase WILL NOT print.

Automatically allocate Freight on Stock Purchases

This option will disable the need to select the checkbox on every stock purchase.

Go to Setup > Yes/No Options > Stock Control.

When you are entering a Stock Purchase, this check box will be greyed out.

Prompt when Cost Price increases when receiving stock.

This option will display a message when the Cost Price of an item has increased to
also check your Selling Price.

Go to Yes/No Options > Stock Control.

The warning will display after you have entered the new Cost Price. It will simply
inform you to check the prices, it will not prompt again.

Global Options
Programmable Barcodes in Stock Purchases
Programmable Bar Codes for Stock Purchases can be configured by going to Setup >
Global Options > Purchases > Programmable Barcodes.

Prefix All barcodes starting with this prefix will be considered as a programmable
barcode.
Field 1 Choose either Stock Code or Department Code.
Field 2 Choose either Price or Qty.
Position Fields Enter the starting position for Field 1 & 2.
Length Fields Enter the length of the fields for Field 1 & 2.
Decimal Point Enter the decimal point position when using Price for Field 2.

Stock Received
This function allows for stock to be entered into the database, or supplier credited for
stock returned. This function is used when stock has been delivered with an invoice,
without an order being placed through Idealpos. This is the most common form of
receiving stock into the database. This can be done manually from an invoice,
electronically from a file or generated from a PDE file.

The Stock Received screen is broken into 3 different areas.

1 Information Area
reference numbers.

This area will show the Supplier and Invoice details and

2 Items Area
database.

This area is used for adding the Stock Items and prices to the

3 Totals Area
figures.

This area is used last to enter additional charges and total

Information Area
The Information Area is where details that are not related to the Stock Items
themselves are entered. Details can be added here which apply to the Invoice itself.

Purchase Type Select Stock Received from the drop-down menu.

Supplier Enter the Supplier Code or search for the supplier in your database to be
added to the transaction.
Address & Contact Details These fields will only contain data if the data has
been entered against the supplier record. You cannot add or modify data within
these fields from this screen.
Date of Invoice Enter the date from the invoice that the stock was processed
from the supplier.
Stock Process Date Select a date that the stock was processed into your Stock
database.
Purchase Order No If the invoice is for items relating to a PO, enter the PO
number.
Invoice Number This field is mandatory if you want to process the stock.
Details This field can be used to add a note to the Invoice that you want to retain.
Location Only one Location can and must be selected using the drop-down menu.
Tax Inclusive Checkbox to toggle the invoiced amounts as Tax Inclusive or
Exclusive.
Options Changes the window display to allow you to enter more information to
the invoice.

Items Area
The Items Area allows you to enter in details of the Stock Items the supplier has
provided on the invoice. Depending on the supplier, the invoice may or may not
display the details of the Unit Cost and ex-Tax Amounts. If using correct Stock
Control procedures, you will need to ensure the details that are entered match what
has been supplied against the Invoice. By pressing the Enter button you will move
through each column from left-to-right.

Stock Code This column will detail the Code that you use in Idealpos for this item.
This code is unique and is unable to be used for other items.
Supplier Code This column will display (if available) the Code that the supplier
uses to record this item on the Invoice. This code is usually unique to suppliers.
Description This column is the description of the Stock Item.
Quantity This column must contain the quantity of each stock item that was
received and invoiced.
Stock On Hand This column will display the current quantity of each stock item
that is recorded in the database.
Unit Cost This column is the cost of a single unit of the goods that have been
supplied.
Disc % - This column will enable you to enter any discounts that have been applied
to the stock items from the supplier.
Tax 1 This column is used to designate the tax type used on the stock items from
the supplier.
Total This column will display the total of the Quantity field multiplied by the Unit
Cost field. If the Unit Cost is rounded and the Total figure doesnt match the Invoice
Line total, you can enter the invoice line total in here, and the Unit Cost will be
adjusted accordingly.
Last Cost This checkbox can be selected to update the Last Cost of the stock
items being processed. Reasons for not selecting this checkbox might be that the last
figure is well below what you normally pay, and you dont wish to adjust your profit
figures due to a special discount from a supplier.

At the bottom-left side of this window the details of the Stock Item within your
database currently will be displayed. There are three checkboxes that will toggle the
corresponding column to be displayed or not.

Enquiry This button will open the Stock Item Enquiry screen that allows you to
view all the history associated with the selected Stock Item.
Prices This button will open a Price Change window that allows you to adjust the
Selling Price of the Stock Items. This can be used when a supplier has increased
their cost price and you want to increase yours to keep the same margins.

Totals Area
This area will display the invoice total as it is calculated from the items entered in the
Items Area. It also allows you to add additional service fees and tax rates.

Freight This field is defined by setting a Purchase Category and assigning it within
Global Options. It is used to enter and record any transport costs applied from the
supplier.
Admin Fee This field is defined by setting a Purchase Category and assigning it
within Global Options. It is used to enter and record any administration costs applied
from the supplier.
Tax This setting allows you to enter up to 6 different Tax Rates associated with the
invoice.

Auto-allocate These checkboxes are available to be applied to both the Freight

and Admin Fee fields. They will allocate the cost equally across all stock items
received on the invoice. This will ensure you have a correct cost attributed to the
item.
Invoice Total This figure should match exactly what is recorded on the Invoice
from the supplier.

Purchase Orders
This function allows for stock to be ordered from the supplier, and received into the
stock control database in part or full. Purchase orders complete a full circle of control
and reporting on what has been ordered, against what has been delivered.

The Purchase Order screen is broken into 3 different areas.

1 Information Area
reference numbers.

This area will show the Supplier and Order details and

2 Items Area
database.

This area is used for adding the Stock Items and prices to the

3 Totals Area
figures.

This area is used last to enter additional charges and total

Information Area
The Information Area is where details that are not related to the Stock Items
themselves are entered. Details can be added here which apply to the Invoice itself.

Purchase Type Select Purchase Order from the drop-down menu.

Supplier Enter the Supplier Code or search for the supplier in your database to be
added to the transaction.
Address & Contact Details These fields will only contain data if the data has
been entered against the supplier record. You cannot add or modify data within
these fields from this screen.
Order Date The date will automatically be filled in for todays date by default,
but this can be changed.
Stock Process Date Select a date that the stock will be processed into your Stock
database. By default it will change to the current Date/Time it is actually processed.
This can be changed by selecting the date you want the process to be recorded.
Purchase Order No The Purchase Order number will be allocated consecutively.
Invoice Number This field is mandatory if you want to process the stock.
Details This field can be used to add a note to the Purchase Order that you want
to retain.
Location Only one Location can and must be selected using the drop-down menu.
Tax Inclusive Checkbox to toggle the ordered amounts as Tax Inclusive or
Exclusive.
Options Changes the window display to allow you to enter more information to
the invoice.

Items Area
The Items Area allows you to enter in details of the Stock Items you want to
purchase from the supplier. By pressing the Enter button you will move through each
column from left-to-right.

Stock Code This column will detail the Code that you use in Idealpos for this item.
This code is unique and is unable to be used for other items.
Supplier Code This column will display the Code that the supplier uses to record
this item in their database. This code is usually unique to suppliers.
Description This column is the description of the Stock Item.
Quantity This column must contain the quantity of each stock item that you want
to purchase.
Stock On Hand This column will display the current quantity of each stock item
that is recorded in the database.
Unit Cost This column is the cost of a single unit of the goods that have been
supplied previously.
Disc % - This column will enable you to enter any discounts that have been applied
to the stock items from the supplier.
Tax 1 This column is used to designate the tax type used on the stock items from
the supplier.
Total This column will display the total of the Quantity field multiplied by the Unit
Cost field.
Last Cost This checkbox can be selected to update the Last Cost of the stock
items being processed. Reasons for not selecting this checkbox might be that the last
figure is well below what you normally pay, and you dont wish to adjust your profit
figures due to a special discount from a supplier.

At the bottom-left side of this window the details of the Stock Item within your
database currently will be displayed. There are three checkboxes that will toggle the
corresponding column to be displayed or not.
Enquiry This button will open the Stock Item Enquiry screen that allows you to
view all the history associated with the selected Stock Item.
Prices This button will open a Price Change window that allows you to adjust the
Selling Price of the Stock Items. This can be used when a supplier has increased
their cost price and you want to increase yours to keep the same margins.

Generate by Reorder Levels This button will automatically fill the Purchase
Order with Stock Items based on the recommended and reorder levels previously
set.

Generate by Supplier This button will sort the Purchase Order with Stock Items
linked to the selected Supplier.
Remove All Items with Zero Qty This button allows you to tidy the Purchase
Order by not including items that do not need to be ordered.

Totals Area
This area will display the invoice total as it is calculated from the items entered in the
Items Area. It also allows you to add additional service fees and tax rates.

Freight This field is defined by setting a Purchase Category and assigning it within
Global Options. It is used to enter and record any transport costs applied from the
supplier.
Admin Fee This field is defined by setting a Purchase Category and assigning it
within Global Options. It is used to enter and record any administration costs applied
from the supplier.
Tax This setting allows you to enter up to 6 different Tax Rates associated with the
invoice.

Auto-allocate These checkboxes are available to be applied to both the Freight

and Admin Fee fields. They will allocate the cost equally across all stock items
received on the invoice. This will ensure you have a correct cost attributed to the
item.
Invoice Total This figure should match exactly what is recorded on the Invoice
from the supplier when the stock is supplied.

Process Invoices
Once Invoices have been entered they can be saved and processed at any time.
Stock will NOT be added to the Idealpos database until it has been processed. This is
something to keep in mind if performing a Stocktake.

Highlight the Invoice in the Stock Purchases window and press Process.

Confirm you want to Process the Invoice.

You will be given the option of printing a copy of the Stock Purchase to attach to the
invoice.

Once the invoice has been processed it will be removed from the list.

Process Purchase Orders

Stock that has been ordered with a Purchase Order and received with an invoice can
be received in part or full, depending on the delivery and supplier.

Highlight the Purchase Order in the stock purchases window and press Process.

When Processing a Purchase Order, some additional options can be made.

Previously Received This column will show items that have previously been
received from the supplier relating to the Purchase Order.
Cancel Remaining This column will allow you to select a checkbox that will cancel
any remaining items that have not been received in the initial delivery from the
supplier.

Receive None This will reset all the quantities that have been order to 0.

If the items ordered have been supplied in full, you can simply press Process, and
the invoice will be finalized. An Invoice number will need to be added.

You will be given the option of printing a copy of the Stock Purchase to attach to the
invoice.

If the order was only partially received, the Stock Purchases list will display it as
Partial.

Once the Purchase Order has been fully received you can delete the Purchase Order.

If the order has not been deleted, it will display as being processed.

Stock Purchases Related Reports

Re-Order
Go to Reports > Stock Control > Re-Order.

This report will give you the following options:

Sort Order Code, Description
Group By Department, Supplier, Location
Options Use Supplier Stock Codes, ReOrder Forms, Show All Items
Selection Range Code, Description, Department, Supplier, Location

This report is used in conjunction with par levels to help maintain a set level of stock.

Stock Ordered
This report will give you the following options:
Date Range Order Date, Delivery Date
Sort Order Code, Description
Group By Delivery Date, Location, Supplier
Options Show Outstanding Items Only, Consolidate Items, Condensed Order
List, Consolidate Site Items (Only available with HO & SM modules), Show
Ordered, Show Quantity x4, Outstanding, Show Cost, Decimal Places on
Quantities
Selection Range Code, Description, Department, Supplier

This report will show details of the stock that has been ordered.

Stock Purchases
Go to Reports > Purchases > Stock Purchases.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By Department, Supplier, Location
Selection Range Code, Description, Department, Supplier, Location

This report will show an overview of stock purchases and returns by stock items.

Stock Transfers
Stock Transfers in Idealpos
Stock Transfers are used to maintain stock level accuracy for all items that are stock
controlled within multiple location installations. It will give the user the capability to
track the movements of stock items through all locations, but must be entered
manually.

There are 4 different types of stock transfers used in Idealpos. Each function will
perform seemingly the same, but they are very different in the way they are
processed.

It is important to note that you can only use the Stock Transfer function when you
have more than one location.

If you have only one POS Terminal and want to use multiple transactions, go to
Setup > POS Terminals > Add a second terminal with no settings > Delete it. The
Locations menu will now be visible.

Transfer as a Transaction
To Transfer an Item or Items as a Transaction go to Transactions > Stock Control >
Stock Transfers.

The Stock Transfers window will open where you add the details of the transfers to
take place.

Enter any appropriate reference numbers, date and details for the transaction. You
also need to check whether the transfer is to be recorded as taking place before or
after a stocktake has been started.

Click on the Add button to add the details of the transfer item/s.

Select the stock item by clicking on the > button. Choose the Location the stock item
is to be transferred from, and the quantity you want to transfer. The current
available stock level is shown.

Select the location the item is being transferred to and click on Save. The window
will stay open so you can enter multiple transfers. It is not a requirement to keep
transfers between the same locations separate from others, but will depend on the
reference numbers you use.

If required you are able to allow transfers between items. This is used when you are
no longer stocking a particular product, but still want to have control over it, you can
add it to another items stock count for correct verification. It can also be used in the
case of, for example, you normally buy 1125ml Btl of Vodka, but your supplier could
only give you 700ml Btl of Vodka. You can transfer the 700ml into the 1125ml so you
only need to count the one item.

The Transfers window will open once all transfers have been added, and you can
select any other them to modify or Delete.

Once you are satisfied the transfers have been entered correctly press the process
button and a confirmation window will appear. If the new location requires labels for
the items, you can also select to send the items details to Label Printing.

You will be given the option to print a copy of the Stock Transfer to keep with any
other paperwork you use. If you select to not print a report, you can still access the
details by going through the Report menu. More information on Reports can be found
in the Report help files.

Go to Setup > Yes/No Options > Stock Control > Inhibit Stock Transactions Before
Last Stocktake.

Any attempts to back-date a stock transfer before a stocktake will receive the
following message when you press the Process button.

Transfer Mode
This function allows staff to transfer goods through the POS screen to multiple
locations on the fly. Transfers used in this way are still recorded as normal Stock
Transfers.

More information on using Transfer Mode can be accessed in the Transfer Mode help
files.

Transfer Using a PDE

If you are using a PDE unit for all Stock Control functions, you can select to Transfer
Items using the Stock Transfer mode in the PDE program.

For more information on how to Transfer using a PDE, please refer to the PDE help
files.

Transfer Stock during Stocktake

This function is only used when performing a stocktake, and when items have been
transferred between locations incorrectly, or without the proper transfer procedures
taking place. This function is called Generate Stock Transfers.

More information on this type of transfer is located in the Stocktake help files.

Stock Transfers Related Reports

Stock Transfers
Go to Reports > Stock Control > Stock Transfers.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By Department, Location
Report Type Transactions
Options Show Cost, Hide Items (only when Transactions Report Type
selected)
Selection Range Code, Description, Department, Location

This report will detail the transfers between the locations.

Stocktake
Stocktake in Idealpos
Idealpos provides an easy to use step by step process for performing a stocktake.
The basic process is to start at the top of the list and work your way down until you
have either updated the stock levels or cleared the stocktake. You will find the list
under the Stocktake heading from the back office.

Important Details
The stocktake procedure is one that can cause major changes to your database and
reporting. It is important to ensure that all details are correct throughout the entire
process.
4. Do not sell any items of stock between starting the stocktake and when you
actually count the stock.
5. Once an item has been counted and recorded, that item is able to be sold
through the terminal.
6. Any stock purchases, returns, transfers or write-offs that are entered after
the stocktake has been started will affect the Stocktake; you will have the
choice to apply these changes to the current stock levels.

Stocktake Procedure
The basic stocktake procedure is as follows:
9. Choose the Location/s you wish to stocktake.

10. Click Start Stocktake.

11. Print out the Stocktake Forms for the selected locations.
12. Physically count each item in the selected locations and record the quantities
on the stocktake forms.
13. Enter the Stocktake into Idealpos.
14. View or print the Stocktake Variance Report.
15. View or print the Stocktake Valuation Report.
16. Update the stock levels for the locations selected.

Stocktake Settings
Go to Setup > Yes/No Options > Confirmation

Confirm Indirect Component Count

This option will allow you to automatically add Indirect Component Items to your
stocktake when adding a quantity through the drop down menu in Enter Stocktake
list.
If this option is not selected the indirect Item Count will be added to the Stocktake.
This can be edited.

Confirm you want to Clear Stocktake

This option will allow you to confirm before clearing a stocktake for all selected
locations.
If this option is not selected all counted values for selected Locations will
automatically be deleted. This cannot be undone.

Confirm you want to Set Uncounted Items to Zero

This option allows you to confirm that you are about to set all items that you havent
entered a value against to a count of zero.
If this option is not selected all uncounted items will be set to 0. This can be undone
individually.

Confirm you want to Update Stock Levels

This option allows you to confirm you want to update all Locations you have selected
with the entered count.
If this option is not selected there will be no conformation and the counts will be
applied to all selected Locations.

Start Stocktake
To begin a new stocktake go to Stocktake > Start Stocktake > Review the stocktake
procedure, and if required you can print it out > Choose the locations you want to
stocktake by clicking in the selection field.

Once you have made your selection/s, click on the Start Stocktake button. You will
be asked to confirm you wish to start the stocktake.

A second screen will display the Location/s that you have selected along with the
date the stocktake will be posted to.

Stocktake Forms
Stocktake Forms for the use of counting stock can be printed as an aid to your
stocktake. The forms can appear in Stock Code or Stock Item Description order, can
be grouped by Supplier or Department, and can include Indirect Items. If required
you can select to show the current stock levels.

To print the stocktake forms go to Stocktake > Stocktake Forms > Make your
selection of the view you want, along with any added details to help your stocktake.
You can also select a range of items to count, if you are not performing a full
stocktake, and depending on the items you need to count, you can include Indirect
Items.

The stocktake forms will print to your default A4 windows printer.

Enter Stocktake
Once you have physically counted all the items for the stocktake, you need to enter
this information into Idealpos using the Enter Stocktake screen. This screen
automatically saves all data as it is entered. When you close this screen, the data
previously entered will have been saved and be displayed for you.

To Enter Stocktake go to Stocktake > Enter Stocktake > A new window will open
which shows a grid of all the stock items for a particular location.

Location
If you want to enter the stocktake of multiple locations, you need to do this by
selecting the location from the drop down box. Location 1 is selected by default.
Sort Order
You can select how to sort this grid so that entering of the stock is a simple
procedure, using the Sort Order selection. Stock Code is selected by default.
Direct Stock Item Entry
Each time an item is scanned or entered into the Search Code field, then that item
can be automatically entered into the Stocktake, rather than using stocktake forms.
If you have a scanner items can be scanned and a quantity entered, or you can
select the check box to Automatically Add One to the Stocktake with each Scan.
Filter
You can filter the Enter Stocktake form by department for quick and easy entering of
items into the list. Enter a Department Code or press the > button to select from a
list.

Enter the quantity recorded for each item into the relevant field under the stocktake
heading.

If you are counting your items as indirect components, you can hit the drop down
box and enter the separated values here. Idealpos will calculate the totals of each to
display the correct quantity.

A confirmation screen can be displayed to add the total of the indirect items to the
stocktake.

Once you have entered all of the stock item quantities, you can select to Set All
Uncounted Items to Zero or Set Uncounted Items to Stock Levels. This function is
used when you are positive you have no items left and want the stock levels
adjusted accordingly. This option can apply only to the items displayed in the window
based on the selections in the filter.

When using this function you will be prompted with a warning screen.

Once you have entered all stock quantities and set any items, you can simply exit
the screen. Exiting the screen will automatically save any quantities already entered
against the items, and you can come back to this screen and add more at a later
stage.

After checking the variance report, you may need to recount any items with a large
variance and come back to this screen to change the previous entered quantity.
Once you have updated your stock levels, this option will no longer be available.

You cannot enter this screen if a Stocktake has not been started.

Stocktake Variance Report

Once you have entered all the quantity information into the Enter Stocktake screen,
a Stock Variation Report can be printed. This report shows the difference between
the quantities entered into the stocktake and the current stock level recorded in
Idealpos through sales, returns and write-offs.

To view or print the Variance Report go to Stocktake > Stocktake Variance Report >
A screen will display giving you various selections you can choose.

Sort Order
Select to sort either by Code or Description.
Group By
Group the report by Department, Location, Stock Item or Department & Location.
Options
Set a Variance Threshold as a %. Any variance less than this figure will not display
on the report.
Decimal Places on Quantities can be set from 0 through to 4. It will depend on the
accuracy of your counting and the values used for ordering and indirect items that
can affect this.
Cost/Selling Price for Valuation will show the value of the variances based on the
selected option.
Select to not show items that have a zero quantity, otherwise the report will be much
larger.

Once you have made your selections, you can choose to save the report as a default,
so your report is the same each time you view it.

Only stock items that have a recorded variance will display on this report. It could be
something as simple as a missing number in the enter stocktake screen to create a
variance.

Any variances can be corrected by finding the cause of the issue and changing the
value in the Enter Stocktake screen.

Stocktake Valuation Report

The valuation report is used to give you an up to date value of the stock items as
they stand at the end of the stocktake.

To view or print the valuation report go to Stocktake > Stocktake Valuation Report >
A new screen will open giving you the option to make a selection of the data you
wish to see.

Sort Order
Select to sort the report by either Code or Description.
Group By
Group the report by Department, Location or by Department & Location.
Options
Cost Price for Valuation can be based on Cost Prices or Selling Price.
Select to include items with zero quantity.

The report will give you the selected information which can then be printed on the
default A4 windows printer.

Generate Stock Transfer

This function is used to give you a quick and easy way to generate a Stock Transfer
to adjust stocktake variances across multiple locations. Variances in quantities across
multiple locations can occur easily if a transfer has missed being recorded, or staff
have simply moved things and forgotten to let management know.

To generate a stock transfer go to Stocktake > Generate Stock Transfer > A small
confirmation box will open.

Once you hit OK, Idealpos will quickly analyze the details and generate any transfers
that need to take place. Any items that do not match records and can be transferred
to correct the stock level count will be displayed. Confirm the transfer by pressing
Process.

If no items are found that need to be transferred a window will confirm that.

Update Stock Levels

Once you are satisfied that the stock levels you have entered for the stocktake are
correct, you need to update the stock levels to commit these values to the items. All
counted items will have their values updated, including any that you set to be zero.

To Update Stock Levels go to Stocktake > Update Stock Levels > A new screen will
open where you will need to select the locations you want to update. Only the
Locations that a Stocktake has been started on will be able to be selected.

At the bottom of the window you will be able to enter a reference for this stocktake
update. It may be the person performing the update or other information. The field
will only allow 25 characters. The reference will be displayed on the Archived
Stocktake Reports.

Once you have made your selection and press update, a confirmation screen will
open to confirm the update can take place.

After confirming you want to update the values a new screen will display when the
update has taken place.

Clear Stocktake
This function is primarily used when a Stocktake has been started but the items were
not counted before sales of the items resumed, or a Stocktake was started and no
longer needs to be completed. It will clear all the entered values and you will need to
restart the Stocktake with the correct count. If you have set up multiple locations in
Idealpos, the Clear Stocktake functions needs to be performed for each location.

To Clear a Stocktake go to Stocktake > Clear Stocktake > Make a selection of the
location you want to clear the stocktake for and press Clear.

A confirmation screen will open asking you to confirm the correct location is about to
be cleared of the stocktake.

Another screen will open to confirm that the stocktake has been cleared.

Archived Stocktake Variance

You can use this function to go back through any previous Stocktake and see where
issues have been in regards to consistent variances, or inconsistent counting.

To view Archived Stocktake Variances go to Stocktake > Archived Stocktake

Variance Report > A new screen will open showing you all the available reports. The
time, date and location are all visible to help with finding the correct file.

Select the file you wish to view or print and press the selected button > the
designated report will open.

Archived Stocktake Valuation

You can use this function to go back through any previous Stocktake and see where
issues have been in regards to consistent values, or inconsistent counting.

To view Archived Stocktake Valuations go to Stocktake > Archived Stocktake

Valuations Report > A new screen will open showing you all the available reports.
The time, date and location are all visible to help with finding the correct file.

Select the file you wish to view or print and press the selected button > the
designated report will open.

Suppliers
Suppliers in Idealpos
Suppliers need to be entered into the database if you want to use Idealpos for Stock
Control purposes. Even if you dont want to record each and every supplier, at least
one supplier must be entered into the database before any item can be Stock
Received.

Suppliers are able to be utilised for reporting on nearly all issues relating to Stock
Control. Suppliers are also used to link Supplier Stock Codes to Stock Items to
enable receiving stock more efficient.

Suppliers and Supplier Stock Codes can be accessed by going to File > Suppliers.

Add, Modify and Delete Suppliers

Suppliers can be added, modified and deleted by entering the supplier menu.
Suppliers are entered for any stock you receive that you want to have stock control
on.

Go to File > Suppliers > Suppliers.

Add Suppliers
When adding suppliers it is a good idea to have as much information about them as
possible. It is also a good idea to add your suppliers before the addition of any stock
items. Each supplier record must contain a company name and a supplier code. The

supplier code can only be 12 characters long, and can be alphanumeric. All other
fields are optional but recommended.

It is possible for Suppliers to be imported into the Idealpos database through a .csv
or .txt file. More information on using this function can be found by going to the
Import Data help guide.

To add suppliers go to File > Suppliers > Suppliers > Add.

Enter in the supplier code of your choice, or Idealpos will auto-fill with the next
available code. It is a good idea to fill in as much of the contact details as possible,
but is not required. The account section is where you enter their ABN, Account
Number and Credit Limit you have with them. Idealpos has a set format that you can
supply to your suppliers for help in speeding up your invoicing. You can also set the
Default Delivery Method, Default Tax Rate, and select if the supplier is linked to the
Accounting add-on module. Once you have entered all the details you wish to keep,
hit the Save button. The screen will reset to enable you to add more suppliers.

You can select which format the supplier sends out their electronic invoices (if
available). It is not always possible to import an invoice from a supplier, but the
following formats are available: ALM (.dat), HLW (.INV), HLW (.txt), ILG (.INV) and
Inkeeper (.DAT).

Modify Suppliers
You will only need to modify suppliers if they change any of the details that you
previously have stored for them, or you want to add more details that you currently
did not have.

To Modify a Supplier go to File > Suppliers > Suppliers > Highlight the supplier you
want to modify and press the Modify button > Change any details that you want
modified and click on Save.

Delete Suppliers
Unless you have absolutely no need for the suppliers data, there is no need to delete
them from your list. Deleting any supplier will result in data loss in many areas of
Idealpos that had ever been linked to this supplier in any way.

To Delete a Supplier go to File > Suppliers > Suppliers > highlight the supplier you
want to delete and press the Delete button >A warning box will display which you
will need to confirm before proceeding.

Supplier Enquiry
The Supplier Enquiry window allows you to view all relevant and important
information relating to your suppliers. To access the Supplier Enquiry go to Enquiry
> Suppliers > A new screen will open.

When this screen opens you will need to choose the supplier of your choice by either
entering the code, or hitting the > button. This will open your supplier list and you
can highlight or double click the supplier of your choice, and hit OK. The window will
now display any invoices, credits or payments that have been processed during the
selected date range.

At the bottom of the list is a button called View that will display the Supplier Invoice
Report, which can be saved as a .pdf or printed to an A4 printer.

Payments will not be able to be viewed from this screen. You cannot modify any
supplier settings from the enquiry window.

Supplier Stock Codes

Supplier Stock Codes are the codes the supplier has given to the stock item you
purchase from them. This is a way for you to reconcile the correct product details
when receiving stock. Indirect Items will not be able to be linked via Supplier Stock
Codes, as they will be linked via the Direct Item.

There are 3 different ways that you can Add, Modify and Delete supplier stock codes.
All ways achieve the same result, and it doesnt matter where you add them, the
data will be stored in the same place.

Add, Modify and Delete Option 1

To Add, Modify or Delete a Supplier Stock Code go to File > Suppliers > Supplier
Stock Codes.

You can choose which supplier you want to make changes to by clicking on the drop
down box at the top of the window. It will display a list of all the suppliers.

When you make your selection, any Supplier Stock Codes that are linked to this
supplier are shown in the list.
Here you can select to add a new item, Modify or Delete a current existing item.
When you press the Add button, you will need to enter all the information that is
required for this item.

When Modifying or Deleting a supplier stock code, highlight the item in the list and
select the appropriate button.
When you delete a supplier stock code, you will be asked to confirm the decision.

Add, Modify and Delete Option 2

To Add, Modify or Delete a Supplier Stock Code go to File > Stock Control > Stock
Items > Your Stock Item List will open. Highlight the Direct Item you wish to set,
and press the Supplier Codes button at the bottom of the Stock Item List screen.

Enter the details of the Supplier Stock Codes into the relevant fields and save.

It is possible to have multiple Supplier Stock Codes for more than one supplier, as
you may purchase your stock from a number of companies.

Add, Modify and Delete Option 3

It is possible to add a default Supplier Stock Code to a Stock Item directly. Go to File
> Stock Control > Stock Items > your Stock Item List will open > highlight the
Direct Item you wish to set and press Modify > Enter the Supplier > Enter the
Supplier Stock Code.

This will enable the stock item to be selected by this supplier as default, but can still
be shared across multiple suppliers in stock shortage cases.

Supplier Payments and Adjustments

Idealpos allows you to record your complete transactional history with any of your
suppliers. To use Supplier Payments and Adjustments, you will need to have certain
options selected.

To allow Supplier Payments and Adjustments go to Setup > Yes/No Options >
Miscellaneous.

Supplier Payments
You use supplier payments to record the payments you have made to your suppliers
as a record of your transactional history.

To make a payment to a supplier invoice, go to Transactions > Suppliers > Supplier

Payments.

A new window will open and you will need to select a supplier by pressing the >
button or directly entering the Supplier Code into the field.

Once you have selected your supplier, the window will now display contact
information and any outstanding payments needing to be made. It will also itemize
each individual invoice that has been received from the supplier.

Select the invoice/s you want to action and press a button to enforce that action.
Pay
Modify
invoice.

- will only pay the selected invoice.

- will allow you to enter a new payment amount on the selected

Pay All

- will pay all invoices allocated to that supplier.

Auto-Allocate
- will pay a set amount across however many invoices the
amount provides for.
Once all selections have been made, you will need to enter a reference number >
Press Process to allocate the action. In our example we have pressed to pay an
invoice, which has entered the total into the Payment Total field.

A confirmation window will open to finalize the transaction.

Supplier Adjustments
You use Supplier Adjustments to adjust any payments or credits you may have made
where there was an error after processing, or some other factor that hadnt been
taken into account.

Go to Transactions > Suppliers > Supplier Adjustments.

A new window will open and you will need to select a supplier by pressing the >
button or entering the Supplier Code directly into this field.

Once you have selected your supplier, the window will now display contact
information and a list of the credits you have committed for this supplier.

Select any of the functions that are displayed and choose one of the action buttons.
Adjust
Adjust All
Modify

- will adjust the single line you have selected.

- will adjust all lines you have selected.
- allows you to input a certain amount against a single credit.

Once all selections have been made, enter a reference number and press the Process
button.

A confirmation screen will open.

Surcharges
Surcharges in Idealpos
Idealpos supports four different types of Surcharges which can be applied to a sale.
The choices you can select are Item, Subtotal, Automatic Surcharge, and Tender
Surcharge. All types of surcharges can be applied as a Percent (%), only the
Automatic Surcharge can also be applied as a Dollar ($).

Surcharges are used to add a variable amount to a sale for many different reasons
depending on the business. Item and Subtotal Surcharges can be programmed only
to allow access to certain staff through the use of permissions, whereas Automatic
Surcharges and Tender Surcharges will apply regardless of the permissions, as it is
set per Terminal or Tender.

It is important to check your local laws regarding the use of, and implementation of
Surcharges. Idealpos provides this function on the assumption you are acting in
accordance with your local laws and guidelines, and does not assume responsibility
for any misuse as a result.

Surcharge Settings
POS Terminal Settings
Go to Setup > POS Terminals > Modify > POS Settings > Automatic Surcharge. This
will need to be set for each individual POS Terminal.

Amount

- Enter the amount as a percent (%) or dollar ($) figure.

Label
Surcharge.

- Enter the label that will be displayed on the receipt for the

Date

- Select the date range that the Surcharge is to be applied.

Day

- Select the Day/s the Surcharge is to be applied within the Date.

Yes/No Options Settings

Go to Setup > Yes/No Options.

POS Screen
Promotions/Discounts Calculated Live
Select this option to show the surcharge on all items as they are entered onto the
sale if the Surcharge is able to be calculated.

Tender Surcharges not apply to Tips

This option will prevent a surcharge from being added to a TIPS IN function.

Select this option to show Allocated Discounts/Promotions on the POS Screen when
the sale goes to Tender Screen.

Receipt/Kitchen
Select this option to show the Surcharge applied to each item.

Option not selected:

Option selected:

Clerk and User Settings

Clerks which are linked to a User will use the permissions set by the User profile.
Clerks linked to the Admin User profile must have their permissions set for each
Clerk individually.

Go to Setup > Users > Modify > Clerk Permissions > POS > Select to allow (%+
Item) and/or (%+ Sub Total).

For Admin Clerks go to Setup > Clerks > Select Admin Clerk > Modify > Permissions
> Select to allow (%+ Item) and/or (%+ Sub Total).

Functions
Go to Setup > Functions.

Modify %+ ITEM and %+ SUB TOTAL if you want to give them a different
description.

Modify the selected Tender > Enter a figure as a % or $ amount > Save.

POS Screen Buttons

Go to Setup > POS Screen > Select Layout > Buttons.
%+ ITEM Function
Automatic % - This value will automatically be applied to the Item.
Upper Limit %
- This value will not allow this buttons function to be applied
above this limit.

%+ SUB TOTAL Function

Automatic % - This value will automatically be applied to the Item.
Upper Limit %
- This value will not allow this buttons function to be applied
above this limit.

Item Surcharge
Item Surcharges can be applied to any item within the sale as a % amount, either
pre-selected or a custom amount. Item surcharges are applied to the item that is
selected in the POS Screen.

The item will only be selected to be surcharged, even if it is the same item.

Subtotal Surcharge
Item Surcharges can be applied to any item within the sale as a % amount, either
pre-selected or a custom amount.

Within the sale, the surcharge will apply across all items.

Automatic Surcharge
Automatic Surcharges are used per terminal to designate that terminal to apply the
surcharge during specific times. Each POS terminal will need to be set up the same
way if you want the charges to apply across the entire network. This type of
surcharge will be applied regardless of the surcharge permissions selected for the
user or clerk.

As with Subtotal Surcharges, this type will also apply to all items within the sale.

Tender Surcharge
Tender Surcharges are used to add a % or $ value to a sale when a selected tender
is used by the customer. This can be used to add a $2 charge to an EFTPOS
transaction, or a 2.6% charge to an AMEX transaction, for example. This type of
surcharge will be applied regardless of the surcharge permissions selected for the
user or clerk.

When used within a sale, Idealpos will throw a confirmation screen to inform you the
Surcharge has been applied.

The Surcharge will apply across all items within the sale.

Synchronize Database
Synchronize Database in Idealpos
The Synchronize Database function is used to connect to another terminal on the
network and synchronize all the Sales, Financial, Stock Movement and Stock
Transactions Reports Data. This function only will show Report Data.

You can access the Synchronize function by going to Utilities > Synchronize.

You can set the Synchronize function accessibility with User Permissions.

While using the Synchronize function, the remote terminals will not be inhibited from
use. They will be unaware that data gathering will be taking place and are able to
use the POS system as normal.

Using Synchronize
Select the terminals you want to retrieve data from. Select the data you wish to
retrieve and the Date Range you want to collect. Press OK to start the
synchronization.

A warning message will appear to confirm you know what you are doing.

The Synchronization Results window will log each step as it is processed.

Once all details have been synchronized a confirmation message will display it has
finished.

Thor Transactor Interface

Transactor Technologies
A powerful suite of tools that connects brands to their customers. From retail to
transit systems, Transactors powerful gift, loyalty and marketing platform provides a
toolset to identify, transact, communicate and reward your valuable customers.

More information is available on their website.

ThorLink is running on the PC when the icon is located in the Taskbar.

Configure ThorLink
Before you can utilise ThorLink it will need to be configured with some details
provided by Transactor Technologies.

Press the Admin button to configure the settings issued to you.

Go to C:\Program Data\ThorLink (Create Folder).

Configure Idealpos with ThorLink

Functions
Go to Setup > Functions.

Select a spare Tender > Modify > Description: Thor iCash > Thor Tender Link: 17.

Select a spare Tender > Modify > Description: Thor Points > Thor Tender Link: 9.

Global Options
Go to Setup > Global Options > Interfaces 2 > Customer Interface.

Interface Type Select Thor Transactor

Thor iCash Select the tender you used for iCash
Thor Points Select the tender you used for Points
Add Money Function Select a Received on Account Function

Yes/No Options
Go to Setup > Yes/No Options > Tenders > enable each new Tender.

POS Screen Button

Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Received on
Account (TIPS IN).

Before you can use ThorLink, ensure that it is running. Restart Idealpos after starting
ThorLink.

Use Idealpos with ThorLink

Add ThorLink Card to a Sale
Swipe or scan the Customer Card at any time during the sale. The customers
details, including the iCash Balance and Loyalty Balance will be displayed on-screen.

Add Value to ThorLink

Swipe or scan a ThorLink card to add to a sale.

Enter the value the customer would like to add.

Navigate to the Add Money Function you selected in Global Options.

The value will be added on screen linked to that function.

Press Enter to select the Tender the customer wishes to use. You cannot select Thor
iCash/Points.

The next time the customer swipes their card the value will have changed.

Use iCash to Pay

Swipe or scan a ThorLink card to add to a sale.

Add items to the sale.

Press Enter to go to the Tender screen > Select Thor iCash.

The value of the sale will be decucted from the customers iCash total, which will be
displayed the next time they swipe their card.

Use Thor Points to Pay

Swipe or scan a ThorLink card to add to a sale.

Add items to the sale.

Press Enter to go to the Tender screen > Select Thor Points.

The value of the sale will be deducted from the customers Thor Points total, which
will be displayed the next time they swipe their card.

Training Mode
Training Mode in Idealpos
Training Mode is designed to give you the ability to use your current, or a previously
created training database, as a training tool for you and your staff. The database
wont save any settings that you change while using it, but it will give you full access
to all the features and settings that you currently use in your Live database. A new
Training Mode database is created each time a housekeeping schedule is run.

It is important to remember that when in Training Mode, no changes that you make,
either by just doing sales or by changing settings, will be saved to the Live
database. It is a great tool to use when you want to check to see if the settings you
are trying to achieve can be produced to your liking.

The Cash Drawer will not open during Training Mode by default, so you can feel
secure letting a new staff member train as much as possible. However, if you would
like the Cash Drawer to open during Training Mode, you can.

Go to Setup > Yes/No Options > POS Screen > Training Mode allows Cash Drawer to
Open.

Dockets will still print to the kitchen and receipt printers, but TRAINING MODE will
display on all printers and kitchen monitors. You cannot log off as one user and log
back in as another so make sure you are logged in as the user you need for correct
access.

Functions unable to be used in Training Mode:

Backup Database
Overwrite Database
User Log On/Off

If you try to access these functions you will be presented with a window.

If you try to exit POS while Training Mode is being used, you will be presented with a
window.

Starting Training Mode

Training Mode is started by accessing the back office. You will need to make sure you
are logged in as a User who has access.

To access the Training Mode Menu go to Utilities > Training Mode.

A new window will open which you select if you want to Use previously created
database or Create new database. Make your selection and press Proceed. If you
have never created a Training database before, you will only be able to create a new
one.

The database will be created immediately by taking a copy of your current live
database. It is important to note that the size of your database will determine how
long it takes to create a Training Mode Database.

Once the database has been created, you will be given a confirmation screen.

Both the Back Office and the POS Screen will display that Training Mode has been
activated and is currently running.

When using Training Mode, it will be clearly printed on the receipt to ensure that the
items in the kitchen are not made, and the user cannot use them as real receipts.

While Training Mode is on, IPS Client will not communicate and will display an icon.

Exiting Training Mode

You will need to exit Training Mode before you can perform any live sales or change
any settings. Training Mode will not communicate from the terminal with any other
terminal on the network, therefore running independently. You can run Training
Mode on many terminals simultaneously, but they will each have a separate and
different Training Database.

To exit Training Mode you will need to perform similar steps as what you used to
access it. Exit the POS Screen so you are in the Back Office area, and go to Utilities
> Training Mode.

Once Training Mode has been unloaded and the Live database reinstated, you will
be given a confirmation message.

You will now be using the software Live and any changes you make will be saved and
sent to each terminal on the network. All Training Mode use will be recorded in the
Activity Log and Journal History.

Transfer Mode
Transfer Mode in Idealpos
If you are using more than 1 location, you have the ability to transfer stock from one
location to another using Transfer Mode direct through the POS Screen. You can only
access multiple locations when 2 or more POS Terminals are added to your database.

Go to Setup > POS Screen > Layout > Buttons > Select the Transfer Mode function.
Transfer Mode buttons can be configured as Transfer IN or Transfer OUT.

Transfer IN Allows you to record a transfer from another Location to the current
POS Terminal Location.
Transfer OUT Allows you to record a transfer from the current POS Terminal
Location to another Location.

Using Transfer Mode

You can access Transfer Mode by selecting the required Transfer Mode button from
the POS Screen.

Transfer Mode will display which transfer type is being used.

Once you have made your selection of items to transfer, hit the Enter key and a
location list will be displayed to choose where you want to transfer to, or where the
transfer originates from.

You will then get a confirmation screen.

A docket can print from the receipt printer giving the locations and quantity details of
the transfer.

Go to Setup > Yes/No Options > Receipt/Kitchen.

There is a section on the receipt that can be signed by the receiving location when
the correct amounts of items are received.

All transfers that take place through Transfer Mode are recorded in the database and
will be able to be reported on in the future.

Transfer Reports
Go to Reports > Stock Control > Stock Movement/Stock Transaction/Stock Transfers
Reports > Select the options to get the data you wish.

Stock Movement
This report is able to give the following options:
Range Selection Standard Date Range, Stocktake Period Range
Date Range
Sort Order Code, Description
Group By Department, Sales Categories, Location, Stock Item
Options Stock Value Summary by Location, Condensed Report, Include
Valuation at Current Average Cost, Include Stock Items Without Movement
Within Date Range, Word Wrap Descriptions, Decimal Places on Quantities
Selection Range Stock Item, Department, Location

This report will detail all the possible movements recorded for each stock item in the
selected date range.

Stock Transaction
This report will give you the following options:
Date Range
Group By Stock Item, Location
Type Option Sales, Layby
Selection Range Code, Description, Department, Location

This report provides a detailed list of stock transactions that have been performed.

Stock Transfers
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location
Report Type Transactions
Options Show Cost
Selection Range Code, Description, Department, Location

This report will detail the transfers between the locations.

Unlock Permissions
Unlock Permissions in Idealpos
When using this function, all permissions that cannot be used by certain clerks will
be unlocked, allowing them to perform any function in the presence of a supervisor.

There are two ways to use the Unlock Permissions function which are using an onscreen button or swiping an admin card.

Using a Button
Generally the button is programmed on the Admin page and is hidden from most
staff access. A password can be created on the button, and will only allow staff who
have permission to access and use the functionality.

Using an Admin Card

When using a card the details are programmed for each individual POS terminal. The
same card can be issued for multiple terminals, or each terminal can require a
specific card to allow the function. Using this functionality requires the use of a
Magstripe Reader and programmed cards.

If required you are able to set the function to be used for one transaction only.

Unlock Permission Settings

Yes/No Options
Go to Setup > Yes/No Options > POS Screen > Unlock Permissions for One
Transaction only.

When using this setting the Unlock Permissions function will last for one transaction
and then will be turned back on automatically. No confirmation screens are displayed
for this process.

Button
To program the button go to Setup > POS Screen > POS Screen Setup > select
Layout > Buttons.

Idealpos creates a button by default on the Admin Tab.

Password - You have the option of adding a password to this button, that must be
entered before any permissions will be unlocked.

If no password is entered when programming the button, the keyboard will still open
prompting an entry for a password. When there is no password any staff member
can access the button if they have access to the tab where it is located.

Using an Admin Card

A card can be used that is automatically linked to a manager which will allow them to
simply swipe the card, which enters the password and unlocks the permissions on
the terminal.

Go to Setup > POS Terminals > Modify selected Terminals > Clerk/Customer Reader
tab > Magstripe Reader > Unlock Permissions Code.

When this card is swiped at the terminal the permissions will toggle on/off.

Highlight the Unlock Permissions Code field and press Test > Swipe the Card that
will be used on the terminal > The Number will display in the Test Field and Unlock
Permissions Code field.

In our example we have programmed the card to use 90360027120697733^ to

unlock permissions. It is very important to ensure that the code that is entered in
this field is NOT used for Customer Accounts, Laybys, Bar Tabs etc.

Cards do not have the option of using a password for accessing the function, as the
card is considered the password and therefore, access to the card allows access to
the function.

Using Unlock Permissions

From the POS Screen select Unlock Permissions Button or swipe the Admin Card.
This can be used to allow access for staff to advanced admin functions like End of
Shift and Void Mode.

If using the button a confirmation screen will display to inform you they have been
unlocked.

The top right of the screen will show Unlocked to keep users informed that
permissions are unlocked.

The user now has access to screens and functions previously locked out for them.

To turn the permissions lock back on swipe the card again, or press the yellow
Unlocked at the top of the POS Screen. A confirmation screen will display if using
the button only. No confirmation screen will display if using the Yes/No Option.

Users
Users in Idealpos
The Users menu allows you to specify particular groups or individuals within Idealpos
to be allocated a set of permissions that will allow and inhibit access to various parts
of the program. Users can be linked to Clerks so that the clerk will attain the specific
Clerk Permissions set against the User for use within the POS Screen.

Users can be logged in and out and require a password to be entered. Regardless of
the User that is logged in, all POS Screen functions will work for each clerk and their
respective User links.

Users can be accessed by going to Setup > Users.

Change User Password

A function that is closely related to Users is the Change User Password menu. User
Passwords can also be changed within the Users menu.

This can be accessed by going to Setup > Change User Password.

This function will only allow the password to be changed on the User that is currently
logged in. Enter the password you want to use, and re-enter it to confirm.

Users Menu
Each user will be listed within this screen in alphabetical order. There can be as
many as 99 different Users. The easiest way to work out what permissions staff need
is to lock them out of everything, and then allow permissions as they need it. This
will ensure that you have verified they require it and they are supposed to have
access.

Access the Users menu by going to Setup > Users.

You can Add/Modify any User, but you can only Delete Users that have been created
by you. The Admin User has access to all functions in the database, but can be
customised on which fields they want to view in the Stock Items and Customer lists.

Select Permissions
Press the Add/Modify button to create a new or modify an existing User. All options
that are deemed necessary for new Users will be selected. Go through each option
using the boxes to expand the menus. Untick any option that you dont want the
User to have access to and enter a password if you want the User to have one. Some
menus can be expanded up to five times depending on the permissions required.

Pressing on the actual word will Select/Deselect all menus that are underneath the
selected menu.

Icons Used

This button allows for the menu to be expanded.

This button means the menu has been expanded and can be retracted.

This means that the menu cannot be expanded any further.

This indicates all menus within this thread are selected.

This indicates some menus within this thread are selected, but not all.

This indicates that all menus within this thread are not selected.

When a User is logged in that does not have permission to access some menus, the
menu will be greyed out and inaccessible.

Clerk Permissions POS

PAID OUT 1 > 4 Allows clerk to use of the Paid

out Function.
NO SALE 1 > 4 Allows clerk to use of the No
Sale Function.
VOID Allows Clerks to void items from the
current transaction.
REFUND Allows clerks to refund items.
%+ ITEM Allows the clerk to add a surcharge to
an item.
Item Discounts (1-4) Allows for each Item
Discount to be selected.
%+ ST Allows the clerk to add a surcharge to a
subtotal.
Subtotal Discounts (1-4) Allows for a discount
to be applied to a subtotal.
AMOUNT Allows prices for stock items to be
overridden.
Replay Transaction Allows clerk to use Replay
Transaction function.
Price Levels Allows the clerk to select a
different price level for a sale.
ACC/LB PAYMENT Allows the clerk to make
Payments.
ACC/LB CREDIT Allows the clerk to make
Credits.
ACC/LB ADJUST Allows the clerk to make
Adjustments.
LB Cancellation Allows the clerk to cancel a
Layby.
Tax Invoice Allows clerk to use the Tax Invoice function on the POS Screen
button. If unselected, the clerk can still use the Tax Invoice located within the
Journal Enquiry screen.
Pending Sale Allows the clerk to save Pending Sales.
Show Account Details Allows the CUST button to be displayed.
End of Shift Allows the clerk to use the End of Shift function.
Layers TAB 2 > 9 Allows the clerk to access the tab on the POS Screen.
Void Entire Sale Allows the clerk to use the Void Entire Sale function.
Void Mode Allows the clerk to use the Void Mode function.

Journal Enquiry Allows the clerk to access the Journal Enquiry. Additional choices
allow access to Total and Add Text.
Exceed Customer Credit Allows clerk to exceed the credit limit of the account.
Waste Mode Allows clerk to use the Waste Mode.
Edit Gift Voucher Allows clerk to edit the end date of a Gift Voucher.
Manual Entry of Items Allows clerk to manually enter the Stock Item Code for a
sale.
Add Customer Allows clerk to add Customers to the database. If using Fast
Customer Searching they will still be able to add Customers.
Banking Report Allows clerk to view/print report.
Bar Tab PreAuth Allows the clerk to perform a Bar Tab PreAuth transaction.
Bar Tab PreAuth Void Allows the clerk to void a Bar Tab PreAuth Transaction.
Bar Tab Report Allows clerk to view/print report.
Credit Notes Allows clerk to issue a Credit Note for returned goods.
Department Sales Report Allows clerk to view/print report.
Edit Blackboard Allows the User to edit items displayed on the Blackboard
button.
Edit Credit Notes Allows clerk to edit the end date of a Credit Note.
External Application Allows the clerk to access any pre-programmed external
application buttons.
Gift Vouchers Allows clerk to sell Gift Vouchers.
Jackpot Functions Allows clerk to access any Jackpot function.
Promotion Enquiry Allows clerk to use the Promotion Enquiry function through
the POS Screen.
Raffles Allows clerk to draw any outstanding Raffles.
Safe Drop Allows clerk to use the Safe Drop function.
Shortcuts Allows clerk to access any pre-programmed shortcut buttons.
Stock Item Edit Allows clerk to edit Stock Items from the POS Screen.
Stock Item Sales Report Allows clerk to view/print report.
Table Summary Report Allows clerk to view/print report.
Transfer Mode Allows clerk to use the Transfer Mode.
Unallocated Adjustments Allows clerk to process Unallocated Adjustments.

Clerk Permissions Table Map

PAY Allows clerk to pay items off the table.

TRANSFER Allows clerk to transfer items from one table to another.
BILL Allows clerk to print a bill for a table.
DELETE Allows clerk to delete items from the Table Details screen.
FINISH Allows clerk to finish a table on the Table Map.
Modify Table Map Allows clerk to modify the table map from the POS Screen.
Reprint Tables Allows clerk to re-print items to all kitchen printers from the Table
Map.
Can Override Locks Allows clerk to use tables if they have been locked to
particular clerk.

Clerk Permissions Customer Types

Customer Types Allows clerk to select customers from the types selected.

Back Office Menu Permissions

All permissions that can be selected/deselected (except Clerk Permissions)
correspond to the Back Office Menu Permissions that the clerk is able to access.
Some Users may require access to only a few functions whereas others may require
more. It is purely dependent on the permissions and security you want for your
system as to how these are set up.

File Permissions

Enquiry Permissions

Transactions Permissions

Accounting Permissions

Listings Permissions

Reports Permissions

Any report that can have permissions expanded will allow for 3 additional
permissions.

Stocktake Permissions

Reservations Permissions
If you dont allow all staff to have access to the Reservations area, you may find they
cannot place, seat or confirm reservations. Please test accordingly.

Labels Permissions

PDE Permissions

Utilities Permissions

Setup Permissions

POS Menu Permissions

Dashboard Permissions

File Fields Permissions

These permissions allow you to select fields are available for Stock Items and
Customers when viewing their respective lists. These are the only permissions that
are able to be changed when modifying the Admin User. All other

Shortcuts Permissions
The Functions and Favourite Reports will be expanded to show any custom changes
you have made to the Shortcut Menu items.

Log User On/Off

Log on
When you first start the Idealpos program, if the user has been set to log in
automatically and has no password (usually a limited staff User), this screen wont
display. If you require a log in for all Users, you will need to enter the User Name
and Password in the respective fields using the > key to bring up a keyboard, and
press Logon.

Log Off
If you want to login as a different user, navigate to the Back Office and go to File >
Log Off. This will log the current User out and display the Log In screen.

Void Mode
Void Mode in Idealpos
Void Mode is used to Void a transaction from the journal after it has been finalized.
This function affects the financial reporting by consolidating the totals to the correct
figures.

The Void Mode facility is accessed through the POS, and is usually performed just
before running an End of Shift function.

The Void Mode function is permission dependent and can be controlled by User
and/or Clerk permissions.

Void Mode Settings

POS Screen Setup
Idealpos creates a Void Mode button by default on the Admin Page. If the button is
not there, go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons.

Most common reasons for performing a Void Mode are:

A transaction has been entered and charged off to an incorrect tender.
A transaction has been entered with incorrect items.
A transaction has been entered with an incorrect total amount.

Void Mode allows the transactions to be reversed and re-entered correctly. Failure to
correct mistakes made by the User can result in variances of the End of Shift reports.
If using Idealpos in conjunction with an accounting package you are keeping strict
financial records, it is important to ensure the correct figures are totaled each shift.

Yes/No Options
Go to Setup > Yes/No Options > POS Screen tab.

Void Mode allows only One Transaction at a time

This can be used to ensure that no more than the specific sale is voided at any one
time.

Go to Setup > Yes/No Options > Receipt/Kitchen tab

Print Receipt for Void Mode Transactions

All Void Mode transactions can automatically print a receipt out with all the details.
Go to Setup > Yes/No Options > Receipt/Kitchen.

User and Clerk Permissions

To be allowed to use the Replay and Void Mode function, the option will have to be
permitted in the User Permissions.

Go to Setup > Users > Edit the selected User to use this function.

Admin clerks need to be permitted to use this function by going to Setup > Clerks >
Modify > Permissions > Tick the option.

The Replay button will then be visible in the Journal History Enquiry screen when
accessed through the POS Screen.

Using Void Mode

To enter Void Mode, select the Void Mode button from the POS Screen. Your screen
will get a red border and it will say Void Mode at the top of the screen to indicate
that you are using it.

You can either enter all items from a sale you want to void, or you can go to the
Journal Enquiry and Replay the transaction or multiple transactions.

All Void Mode transactions can automatically print a receipt out with all the details.

Void Mode totals will also be recorded on the Financial Report, Activity Log and
Journal.

Once you have finalized all the voids you need to perform you will need to exit Void
Mode. Idealpos does not exit void mode automatically. You exit void mode by hitting
the yellow Void Mode button located at the top of the screen.

Voids
Voids in Idealpos
A void is used when sales or items have been incorrectly entered into the system and
need to be corrected. There are several ways to void both items within a sale and
entire sales depending on the situation in which the void is required.

Items can be voided during a sale before it has been finalized, or they can be voided
after the sale has been finalized. Voiding is used to correct transactions so that the
correct tender types have been used which keeps financial reports up to date.

Any function used that is related to voiding an item from a current or previous sale
will result in it being recorded in the database as a void. It is possible to set
permissions for different Users and Clerks as to what voids they are permitted to
perform.

Void Settings
User Permissions
Voids can be controlled at both the User and Clerk level to ensure that not everyone
has access to the most advanced functions. Users can group Clerks together to
control them with the same permissions. Go to Setup > Users. Admin Users will by
default have access to all functions. Create a new User or Modify an existing. You
cannot modify the Admin permissions, as they have Master Access.

Select

or deselect the following options for voids:

VOID (VOID)
Void Entire Sale
Void Mode

Clerk Permissions
Voids can be controlled at both the User and Clerk level to ensure that not everyone
has access to the most advanced functions. Clerks can be controlled using the User
Link function, which will link them to the limited User/s you have created in the User
menu. Admin Clerks will need to be selected on the specific options that you want to
allow.

Go to Setup > Clerks > Modify > User Link or Permissions tab.

Void Buttons
For all button configurations go to Setup > POS Screen > POS Screen Setup >
Layouts > Buttons.

Void Item

Void Line

Void Entire Sale

Void Last Item

Yes/No Options
Go to Setup > Yes/No Options.

POS Screen
Show Voids on Customer Display
This option will display any voids that the clerk enters in RED on the Customer
Display.

Void Mode allows for One Transaction only

This option will allow the Void mode function to be used for only one transaction,
before returning to normal function. This will ensure that standard sales are not
accidently rung up as Void Mode sales.

Receipt/Kitchen
Force Receipt after a Void Entire Sale
This option will print a receipt when the operator has performed a Void Entire Sale
function.

Print Receipt for Void Mode Transactions

This option will force a receipt to print detailing the transactions that were voided.

Show Voided Items on Receipt

This option will show all the items that have been voided from the sale and not
charged, as VOIDed on the receipt so the customer knows they are being charged
the correct amount.

POS Screen
Inhibit Voids when Paying Tables
This option will not allow items to be voided from the Table when you have selected
to pay for them. This is security against Clerks who are unable to delete items from
Table Map.

Voiding Items within the Sale

While a sale is open it is possible to void an item from the sale before the transaction
has been finalized. This is primarily used when the User has incorrectly entered an
item that they dont wish to have in the finished sale.

There are four separate functions to clear items from the sale and each performs a
distinctly different task. A button for each type of void can be setup on the POS
screen for use during sales. The function types for the four in-sale void buttons are
Void, Void Entire Sale, Void Last Item and Void Line.

To clear items from the sale you choose any one of these functions and continue as
you need. All void functions used within a sale are recorded for reporting.

Void Item
To void a single item in a sale, highlight the item on the POS Screen sales window
and press Void. Another option is to press Void, and then highlight the item you want
to void out of the sale and press enter.

This Direct Item Void is used to remove 1 quantity from the selected transaction line.
Once the quantity of the item is reduced to 0 on the sale it is removed from the sale.

If you have added multiple items to your sale that have attached instructions, when
the main item is voided, all attached instruction items will also be voided
automatically.

When an instruction item is voided without voiding the main item, the cursor remains
beneath the item whose instruction you just voided. This allows you to enter another
instruction item to correct a mistake, or simply press enter to return to the bottom of
the sale to continue adding items.

Void Line
The Void Line function is used to remove the entire line from the transaction rather
than 1 item at a time.

This is used most effectively when a large quantity has been entered by mistake.
Instead of requiring the User to press Void for each item, you can clear an entire
product.

Void Entire Sale

Voiding an Entire Sale is used when the sale has a lot of items entered into it and it
is easier to start the sale again.

This will be recorded in the Journal History.

Void Last Item

This function will void only the last item entered into the POS Screen. Once it has
been used it will not work again until another item has been entered into the screen.
You cannot use this function if you have used the Void function beforehand, but
generally if you are using the Void Last Item function you wont have a Void button
on the screen.

Use of this function will allow staff to void only the item that was last entered as a
mistake, rather than allowing them the ability to void any item already entered
within the sale.

If you attempt to use the Void Last Item function and it is not permissible to do so,
an information screen will appear.

Voiding Items after the Sale is Complete

Voiding items after a sale has been completed is a much more advanced function
called Void Mode, and should be used only by administrators of the program.

Void Mode
Void Mode is used to Void a sale from the journal after it has been finalised. This
function affects the financial reporting by consolidating the totals to the correct
figures. The void mode facility is accessed through the POS, and is usually performed
just before running an End of Shift function.

A button with the function Type Void Mode can be setup on the POS screen. To enter
Void Mode, select the void mode button from the POS Screen. Your screen will get a
red border and it will say Void Mode at the top of the screen in yellow to indicate that
you are using it.

You can either enter all items from a sale you want to void, or you can go to the
Journal Enquiry and Replay the transaction or multiple transactions.

All Void Mode transactions will be recorded in the Financial Report, Journal History
and Activity Log.

Financial Report

Journal History

Activity Log

Once you have finalized all the voids you need to perform you will need to exit Void
Mode. Idealpos Does Not exit Void Mode automatically. You exit Void Mode by hitting
the yellow Void Mode button located at the top of the screen.

Void Related Reports

Clerk Financial
Go to Reports > Financial > Clerk Financial

This report will allow you to use the following options:

Date Range
Group By POS System, Location, Site (Only available with HO & SM
Modules)
Sort By Clerk Code, Clerk Name, Sales Amount, Transactions Qty, Items
Qty, No Sales Qty, Refunds Qty, Refunds Amount, Voids Qty, Voids Amount,
Void Entire Sales Qty, Void Entire Sales Amount, Cash Tenders, Non-Cash
Tenders
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Module)

This report will detail each clerk and the functions that have been used. It gives you
quick access to advanced function details like Voids and No Sales.

Financial Trend
Go to Reports > Financial > Financial Trend.

This report will allow you to use the following options:

Date Range
Group By POS System, Location, Graph
Options List, Comparison, Group (Hourly, Weekday, Daily, Weekly, Monthly,
Quarterly, Yearly), Filter
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)

This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.

Waste Mode
Waste Mode in Idealpos
Waste mode is used to write stock off on the fly without the need for exiting the POS
Screen. It also gives you the ability to ensure the write-off is made at the time the
issue arises to ensure it is recorded.

Idealpos creates this button by default on new databases on the Admin page.

All items that have been written off in this manner will be recorded.

Waste Mode Settings

Write-off Categories
To use Waste Mode you need to ensure that any Write-Off Categories you want to
use while using Waste Mode, have been programmed to do so.

Go to File > Stock Control > Write-off Categories.

Modify the Write-off Categories you want to enable to use Waste Mode from the POS
screen. Ensure the option Waste Mode Enabled is ticked, and select a colour to
differentiate it.

Button
If a button has not been created for your system you can create one.

Go to Setup > POS Screen > POS Screen Setup > Buttons > Waste Mode.

Yes/No Options
You can configure Idealpos to print a receipt each time a Waste Mode transaction
takes place.

Go to Setup > Yes/No Options > Receipt/Kitchen > Print Receipt for Waste Mode
Transactions.

Using Waste Mode

Press the Waste Mode button to start waste mode. Waste Mode will display at the
top of the screen in yellow.

Enter items into the sale window as you would for a normal sale. Any item that you
can access from the POS Screen can be entered. You can only use one write-off
category at a time during waste mode.

Press Enter to select a write-off category.

Once you select a category you will need to confirm.

To exit Waste Mode without writing anything off, simply click the yellow Waste
Mode button at the top of the sales screen.

When items have been added to a Waste Mode transaction, you cannot exit until you
have voided the items from the screen.

All waste mode functions are recorded against the corresponding Write-off Category
in the reports section.

Go to Reports > Stock Control > Stock Write-Offs/Write-Off Category.

Waste Mode Related Reports

Stock Write-Offs
Go to Reports > Stock Control > Stock Write-Offs.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By Department, Location, Sales Category
Selection Range Code, Description, Department, Location

This report will detail any stock write offs that have been performed.

Write-Off Category
Go to Reports > Stock Control > Write-Off Category.

This report will give you the following options:

Date Range
Sort Order Code, Description
Group By Location
Selection Range Code, Description, Location

This report will display the write off categories and the value written off for each.

Web Reporting Summa

Web Reporting Interface
Idealpos is compatible with the Summa BI Web Reporting platform for the Hospitality
and Retail industries. Summa requires the purchase of an additional license from
Idealpos Solutions for each individual Site you want to report on. It gives you the
flexibility of combining or keeping separate all Sites within your network.

To find out more about Summa visit their website

http://www.summabi.com/index.jsp

Settings
Licensing
Before you can use Summa with Idealpos, you will need to purchase an additional
license from Idealpos Solutions enabling the Web Reporting Interface. This will be
designated by a WR in the registration details.

Global Options
Before you can send any data to Summa, you will need to configure Global Options
with the details provided by Summa.

Go to Setup > Global Options > Other Options > Web Reporting.

Export Format
Use the drop-down menu to select Summa BI.

Store ID
Enter the Store ID that was provided to you from Summa.

Automatically Upload Transactional Data Every x Minutes

Where x = the frequency in minutes you want data uploaded to the web service.

Automatic Upload of File Data Time

Enter the time in 24 hour format. File Data includes any changes to Stock Items,
Prices and Departments etc.

Initial Use
Before any data will be sent to Summa, you need to perform an initial export of data
to the site so it knows what it is reporting on. The initial export is the File Data that
will be updated daily.

Go to Utilities > Export Data > Web Reporting.

A new window will open where you can select which data you want to export. Once
you have done the initial export, unless you have issues with your reports or data did
not export, there should be no need for you to perform this action again.

There are two sections of data that will be sent, one for File Data and the other for
Transactional Data.

File Data
Ensure that each tick box is selected so that all the correct fields will be exported
initially. If you dont select all, your reports may not match properly.

Transactional Data
Select the date range you want to export. You can select past dates to have data
already displaying in your reports. Select Sales Transactions and/or Employee Log.
When exporting historical data with larger databases, it is recommended that no
more than six months of data be exported at a time.

Once you have made your selection, press the Export button. Depending on the
amount of data that needs to be exported will determine how long this process
takes.

It can take up to 1hr for the data to be presented in Summa. Exit the Export Web
Reporting screen when you have exported all the data.

Accessing Summa Web Reports

Go to www.summabi.com and select Login.

Enter your login credentials supplied to you from Summa.

The Dashboard for your details will open. For more instructions on getting
information from Summa please contact your Summa representative.

Yes/No Options
Yes/No Options in Idealpos
Yes/No Options are part of the Setup Menu and are generally setup before the
system is initially used. You can change them by going to Setup > Yes/No Options.
The window will open to the available size of the monitor.

Yes/No Options are used to apply settings to POS Terminals individually, allowing the
terminal to operate as intended.

Yes/No Options have the ability to be searched for by keywords, which enables you
to quickly find the option that applies to the function you want to use. The keyword
will only search through the group that is selected.

There are 11 different grouping columns that are used, including an ALL column
which will display each option and used most effectively when searching. The groups
are All, Clerks, Confirmations, Customers, Home Screen, Miscellaneous, POS Screen,
Receipt/Kitchen, Restaurant, Stock Control and Tenders.

Yes/No Options are also controlled by Sites. If you have more than 1 Site you will
only be able to access the Yes/No Options through the Sites menu. Some Yes/No
Options are only available when using an add-on license module purchased from
Idealpos.

Go to Setup > Sites > Yes/No Options.

Clerks

Abbreviate Clerk Names

This Yes/No Option allows you to have a full clerk name in the database, but on
public facing documents and displays, it will be abbreviated to the first name only.
This will stop anyone who feels uncomfortable with their full name displayed in
situations that could allow for a customer to know their name for personal reasons.

Allow Cash Drawer to open on Float Entry

Most installations leave their cash drawers open and unlocked when not trading. If
the cash drawer is closed, this function will allow the drawer to be opened when the
clerk enters all denominations in the drawer. It is a good idea to leave your cash
drawers open and empty overnight, as this will stop any would-be thieves from
breaking the cash drawer only to find it empty anyway.

Allow Float Entry for Each Shift

If an End of Shift has been performed, a Float Entry will need to be performed on the
selected terminals before a sale is able to be performed. You can enter the quantity
of each denomination or just the total amount.

Press OK to save the float and Yes to confirm.

Check Clerks is Stock Item/Customer not Found

Databases can contain any number of identifying parameters, and Codes are one
such field. This option will enable all available codes to be checked before displaying
a message that the number inputted is not valid.

Compulsory Clerk
Selecting this option will require that each time a Clerk starts a new sale, they will
need to log on before they can select any items. This ensures that the clerks are
recorded against each sale and enable better recording.

Delay Cash Declaration Count

Select this option when staff counting the denominations in the drawer is not safe at
the terminal, and is done in the back room or office. The Cash Declaration will then
need to be entered into the POS the next time the clerk logs in, or they can edit the
Cash Declaration.

Do Cash Declarations for each Clerk

When performing an End of Shift function, the totals expected are for the sales that
have been processed using the selected Clerks log on. This does not accumulate
sales across multiple terminals.

Dynamically assign Employee Login Codes

When allocating a swipe card or RFID band to a float or drawer, it enables the staff
member to be linked to the specified drawer for that shift only. When an End of Shift
is performed by the clerk, they will be released from the card or band, and another
clerk can then be allocated to it immediately. This must be used in conjunction with
Employee Log.

Each sale applied to one Clerk only.

This option is ticked by default and is commonly used in businesses that provide
services from multiple clerks, hairdressers and waiters for example. Each clerk will
be entered on the journal against the items they entered if this option is not
selected.

Employee Log inhibits Clerk Log onto sale

If you require staff members to log on at the beginning of their shift, this will stop
staff members who are not supposed to make sales from automatically being logged
on the POS. The will prevent mistakes from being made by staff who are not
authorized to use the POS. Generally this is for back of house staff that will not have
any interaction with customers.

Employee to Choose Drawer when logging in

Idealpos supports the configuration of up to 2 Cash Drawers per POS Terminal. When
this option is selected they will have the choice of which drawer they are to use for
the remainder of their shift. This will ensure that the correct cash drawer opens after
each sale.

Employees use Hourly Rate instead of Commission

By default each employee is set to use commission as a % of their sales totals, if you
want to use this feature to calculate the figure. Go to Setup > Clerks > The
commission figure is set on the Contact Details tab, and the hourly rate is set on the
Employee Details tab, as they will most likely be using Employee Log in conjunction
with this feature. Only one hourly rate can be entered against each employee.

End of Shift docket Only Shows Counted Amounts

This function will ensure that the staff never knows if they have counted their drawer
above or below the required amount for sales totals. It will keep the staff honest as
they dont know what figure the drawer is supposed to add to, and will make them
take more ownership of the cash procedures. This option will also affect the Journal
Enquiry display.

The example on the left has this option selected, while the example on the right will
show all details.

End of Shift logs Clerk off sale

Once an End of Shift function has been performed, the POS will require a clerk to log
on before any sales can be processed. This can be used to ensure the employee logs
on, keeps security on the POS and prevents mistakes.

Inhibit Breaks for Employees

Select this function if you dont want to record any breaks the employees take during
a shift.

Inhibit Cash Declaration Screen on End of Shift

Select this function to stop the Clerk from entering any values into the Cash
Declaration screen. This can be used for the purposes of someone else counting the
drawer at a later time.

Mask Clerk
Selecting this function will hide the Clerk logon code as *s. It is important to
remember that if using Overlapping Clerks, this feature will not work as POS is not
aware of what number is a Clerk Code, and what a Quantity or Stock Item Code is
when the numbers are being entered.

Overlapping Clerks
This function is best used when using swipe cards or RFIDs, as they will work
quicker and no one will be able to see the Clerk Code being entered. This function
works by holding a sale from one clerk behind the sale of another clerk who logged
on before the original clerk finished theirs. Very useful in a bar environment or when
multiple clerks are using the one POS terminal. The original sale will be displayed
once the clerk for that sale logs back in.

Print Docket when Employee Logs Out

When this option is selected and you are using the Employee Log feature, it will print
out the details of the Clerks shift. It will include the date, start time, start break, end
break, end shift and total time.

Require Clerk Entry on Table Map

This option will force Clerks to log on each time they go to the Table Map screen.
This ensures the correct Clerk is logged on to the table they are about to service.

Select Dynamic Employees with Grid

This function can be used in conjunction with Dynamically assign Employee Login
Codes. Clerks that are also utilizing the Employee Log feature will be displayed in a
grid on the POS screen. This will enable them to quickly select themselves for
service. All Clerks that you want to enable for this facility must use only RFIDs and
be marked to use Employee Log. Select a Clerk name and then select to Logon.

Confirmation

Confirm all Selling Price Calculator Overwrite Prices

This option will allow you to confirm you are about to Overwrite all Selling Prices to
all other terminals and price levels that you have selected.
If this option is not selected all selling prices will be overwritten automatically based
on your selections. There is no Undo.

Confirm End of Shift

This option will allow you to confirm that all data has been entered correctly before
finalizing the Cash Declaration.
If this option is not selected the End of Shift Cash Declaration will finalize with the
entered details. If need be you can edit the Cash Declaration by going to Utilities >
Edit Cash Declaration.

Confirm Float Count Entry

This option will allow you to confirm that all amounts entered are correct before
finalizing the Float.
If this option is not selected the float will be calculated based on any or no entered
amounts. This cannot be edited.

Confirm Indirect Component Count

This option will allow you to automatically add Indirect Component Items to your
stocktake when adding a quantity through the drop down menu in Enter Stocktake
list.
If this option is not selected the indirect Item Count will be added to the Stocktake.
This can be edited.

Confirm that you have Successfully Posted Room Account

This option will allow you to confirm all details have been entered correctly on the
room charge before they are posted to the Room Account.
If this option is not selected the room charge will be posted to the room account
automatically. This can be undone in certain instances.

Confirm to Delete a Purchase Order

This option will allow you to confirm you have selected the correct Purchase Order
before deletion.
If this option is not selected the Purchase Order that is selected will be deleted
automatically. This cannot be undone.

Confirm to Finalize & Print Hold Print Order

This option will allow you to check that all items for this Order Number have been
entered and can be sent to the kitchen.
If this option is not selected the order will be finalized and sent to the kitchen as it
currently stands. This cannot be undone.

Confirm to Transfer Bar Tab to a Table

This option will allow you to confirm you wish to transfer a Bar Tab to a Table on the
Table Map.
If this option is not selected the bar tab will automatically transfer to a selected
table. This can be undone by transferring the Table to a Bar Tab.

Confirm to Transfer Cash Sale to a Table

This option will allow you to confirm you wish to transfer a Cash Sale to a Table on
the Table Map.
If this option is not selected a cash sale will automatically transfer to a selected
table. This cannot be undone.

Confirm to Transfer Table to a Bar Tab

This option will allow you to confirm you wish to transfer a Table being sent to a Bar
Tab.
If this option is not selected a table will automatically transfer to a bar tab. This can
be undone by transferring a Bar Tab to a Table.

Confirm when a Bar Tab is about to be Saved

This option will allow you to confirm you want to save the entered items to the
currently selected Bar Tab.
If this option is not selected the bar will be saved automatically. This can be undone.

Confirm when exiting POS Screen

This option will allow you to prevent exiting the POS Screen in the middle of a sale
without first confirming it.
If this option is not selected you will exit the POS screen regardless of if items have
been entered or not.

Confirm when you Copy Promotions

This option will allow you to confirm before you copy any selected promotion.
If this option is not selected the selected promotion will be copied automatically. This
can be undone.

Confirm when you Process a Purchase Order/Invoice

This option will allow you to confirm before you process the selected Purchase
Order/Invoice.
If this option is not selected the Purchase Order/Invoice will process when you press
the Process button. This can be undone.

Confirm when you Process Points Adjustment

This option will allow you to confirm the points adjustment before they are added to
the customer account.
If this option is not selected the Points will be adjusted automatically based on what
has been entered. This can be undone.

Confirm when you Re-Save a Bar Tab

This option will allow you to confirm you want to Re-Save a Bar Tab that you have
opened within a sale.

If this option is not selected the bar tab will be Re-Saved automatically. This can be
undone.

Confirm when you Reset Tender Limit

This option will allow you to confirm before you Reset Tender Limits.
If this option is not selected the Tender Limits will be reset automatically. This
cannot be undone.

Confirm you are about to Delete Shortcut on Dashboard

This option will allow you to confirm before you accidently delete a shortcut on the
dashboard.
If this option is not selected the shortcut will be deleted automatically. This can be
undone.

Confirm you want to Automatically Print Stock Transfer

This option will allow you to confirm that you want to print Stock Transfer details.
If this option is not selected the stock transfer will NOT print. The transfer can print
from a separate report if required.

Confirm you want to Build Reservation List from Table Map

This option allows you to confirm you want to build a new layout before deleting the
previous one.
If this option is not selected the Reservation Layout will be built automatically based
on the Table layout. This can be undone.

Confirm you want to Change Layout of Reservations

This option will allow you to confirm before you delete ALL reservations for the day
and change the layout.
If this option is not selected all reservations for the day WILL be deleted. This cannot
be undone.

Confirm you want to Clear Stocktake

This option will allow you to confirm before clearing a stocktake for all selected
locations.
If this option is not selected all counted values for selected Locations will
automatically be deleted. This cannot be undone.

Confirm you want to Compact Archive Database

This option will allow you to confirm before compacting the selected Archive
Database.
If this option is not selected the selected Archive Database will be compacted
automatically. This cannot be undone.

Confirm you want to Copy Stock Purchase Order

This option will allow you confirm before you copy a selected Stock Purchase Order.
If this option is not selected a new Purchase Order will be created automatically. This
can be undone.

Confirm you want to Delete Supplier Code

This option will allow you to confirm before you delete the Supplier Code by Item.
If this option is not selected the supplier code will be deleted automatically. This can
be undone

Confirm you want to Discontinue Stock Item

This option will allow you to confirm before items get discontinued from the Stock
Item List.
If this option is not selected the item will be discounted automatically and placed in
the Discontinued Items list. This can be undone.

Confirm you want to Draw a Raffle

This option will allow you to confirm you want to draw the selected raffle.
If this option is not selected the raffle will be drawn automatically. This cannot be
undone.

Confirm you want to post Supplier Payment/Adjustment

This option allows you to confirm you want to post a Payment/Adjustment to the
selected Supplier.
If this option is not selected the Payment/Adjustment will be posted automatically.
This can be undone.

Confirm you want to post to Waste Mode

This option allows you to confirm before posting selected products to the write-off
category selected when using Waste Mode.

If this option is not selected the entered items will automatically be written off. This
can be undone.

Confirm you want to Print a Copy of a Stock Purchase

This option will allow you to choose each time you process a Stock Purchase if you
want to print it or not.
If you dont select this option, the Stock Purchase WILL NOT print.

Confirm you want to Process Stock Transfer

This option will allow you to confirm all items have been entered and you are about
to process a Stock Transfer.
If this option is not selected the stock transfer will be processed automatically. This
can be undone.

Confirm you want to Reset a Raffle

This option will allow you to confirm before resetting the selected raffle.
If this option is not selected the raffle will be reset automatically. This cannot be
undone.

Confirm you want to Send Pictures/Display folder

This option allows you to confirm before sending the Pictures/Display folder to all
selected terminals.
If this option is not selected all folders will be sent to the selected terminals. This
cannot be undone.

Confirm you want to Set Uncounted Items to Zero

This option allows you to confirm that you are about to set all items that you havent
entered a value against to a count of zero.
If this option is not selected all uncounted items will be set to 0. This can be undone
individually.

Confirm you want to Synchronize Data

This option will allow you to confirm before all data is cleared on this terminal and
replaced with data from other terminals. This option can cause issues with your data
if you dont know what you are doing.
If this option is not selected all data will be cleared and replaced by data from other
terminals automatically. This cannot be undone.

Confirm you want to Update Stock Levels

This option allows you to confirm you want to update all Locations you have selected
with the entered count.
If this option is not selected there will be no conformation and the counts will be
applied to all selected Locations.

Confirm you want to Void Entire Sale

This option will allow you to confirm you want to void all the items in the current sale
and start again.
If this option is not selected the sale will be voided instantly and the POS screen
reset.

Confirm you want Transfer Mode Confirm Transfer

This option will allow you to confirm you want the items entered into Transfer Mode
to be transferred to the selected location.
If this option is not selected, the transfer will take place to selected location
automatically.

Customers

Allow Customer Entry only at Start of Sale

By default it is possible to add a Customer to any sale at any time. Select this option
to force the operator to enter the Customer to the sale before adding any items.
Attempts to add a Customer to a sale once items have been added will not be
allowed until a new sale has been started.

Automatically Clear Balanced Account Transactions

Selecting this option will cause any Invoices that have been balanced to not show on
the Customer Statements, which can be viewed by going to Reports > Customers >
Customer Statements.

Automatically Print A4 Invoice after each sale

Instead of using a small receipt printer, you can set the printer to automatically use
the A4 printer. This can be used for businesses that use their own paper for invoices.

Clear Customer when escape from Customer Search

This function can be used when you check a lot of Customer details to give them
details on their current account, either Points or Balance amounts.

Customer Comments displayed when customer entered into

Sale
This option allows you to automatically display any Customer Comments on the POS
Screen when the customer is added to the sale. Unlike a Customer Sales Prompt,
this window will need to be closed manually before being able to proceed. This will
ensure that the operator is aware of the message and cant miss it for any reason.

Customer Type Discount Only on Points Redemption

This function can only be used when using a Point Redemption and Loyalty program
through Idealpos, either Idealpos internal points or a third party software
membership. This will give the Customer a discount that is linked to their Customer
Type only when they are redeeming accumulated points.

Customers Default to Account

To be able to use the Account Tender the Customer must be ticked to use Accounts.
This option will default the Customer to use this Tender, which can speed up the sale
finalization process. This option does allow for the sale to be finalized on other
tenders.

Discontinue Bar Tabs when Paid

If more than one person is authorized to use a Bar Tab, enabling this option will
ensure that when a person closes the Bar Tab that no one else is able to continue
charging unauthorized sales to it. Bar Tabs that have been discontinued will display a
window asking if the customer would like to enable it for use.

Fast Customer Search includes Bar Tabs

This option will display all Bar Tabs as well as Customers.

Fast Customer Searching

Normally when searching for a Customer the full database of customers will be
displayed in a list. When this option is selected, you can select to search the
customer database by Name, Phone, Company and Code. As you start typing in the
field, any customer that matches will be displayed as a button, which you can use to
select the Customer directly. If the customer is not in your database select New
Customer. Once a customer has been selected they will be added to the sale.

Fast Customer Searching allow Modify

If this option is ticked when a customer is selected, a screen with the customer
details will be displayed before adding the customer to the sale. From here you can
edit the details of the customer to keep the database up to date.

Force Account Tender on Account Sales

Select this option to only allow for Customers to use the Account tender. They will
not be able to use multiple tenders if they are attached to a sale.

Force Customer Details to Show

This option will automatically display the Customer Details section in the bottom
right corner of the POS screen when a customer is added to the sale. You are able to
minimize this screen if required by pressing the CUST button at the top of the
screen, it is not forced permanently, only when the customer is first added to the
sale.

Go to Setup > Yes/No Options > Customers > Force Customer Details to Show.

Force Customer on Every Sale

This function will require that a customer is added to every transaction.

Force Password on Account Sales

The Password field in the Customer database is able to be used to authorize Account
transactions only. Any Customer that is selected to use Account can select a
password to ensure that no one else can enter sales onto the account.

Go to File > Customers > Add/Modify > General > Sales/Accounting > tick Customer
as Account.

Then go to Miscellaneous > Password.

When a sale is performed the Clerk will be prompted to ask the customer for the
Account Password.

Failure to enter the correct password will result in the sale unable to be paid to the
account.

Inhibit Bar Tabs from printing Promotional Tickets

Selecting this option will disable any promotional tickets that are programmed to
print. This will mean that any Bar Tab customers who buy these promotional items
will not be eligible to receive promotional tickets, regardless of if they buy the items
or not.

Inhibit Customer Details on new sales

When a Customer is selected for a transaction, there will be a CUST button at the
top-middle of the screen. Pressing this button will toggle the Customer details to
appear/disappear at the bottom-right corner of the screen, over the buttons. If you
are performing a sale for a customer and open the details to modify/view them,
when you finalize the sale, the details will display when a new customer on a new
sale is selected. Using this option will disable the details from being displayed
automatically.

Inhibit Go to Customer Search question

Occasionally a function within POS will require a Customer from the database to be
added to the transaction. In these instances, POS will ask if you want to Go to
Customer Search screen to find a Customer. This function will disable the question
and require you to manually go to the Customer Search screen.

Inhibit Points on Account Payments

If you are using loyalty points for your customers, it is a good idea to select this
option. If this option is not ticked, they will essentially earn points twice. Points will
be earned once when the original sale is placed on Account and second when they
pay the account off.

Inhibit Sale when Credit Exceeded

When setting up customers in the database that use Accounts and Bar Tabs you can
set a default Credit Limit, or define a specific amount for each individual. This allows
you to ensure that customers will not be able to account sales over the set amount.

Pending Sales Codes inherit Customer Phone Number

Pending Sales require a Code number before they can be saved. If a Customer has
been added to the sale, when the Pending Sale is saved, the Customers phone
number will be used as a Code, rather than the next sequential number.
If this option is selected, it will only function if the option Auto Generate Pending
Sale Codes is also selected in Global Options > Sales.

Points Redemption Discount can Split Tender

When this option is selected you will be able to pay part of a transaction amount as
point redemption and the remainder to another tender. If this option is not selected,
the entire transaction amount must be redeemed with points.

Prices Always Recalculate on Customer Entry

Regardless of when a Customer has been added to the sale, all prices (Discounts,
Price Levels & Promotions) will be recalculated on all items to display a more
accurate subtotal.

Print A4 Invoices only for Customer Sales

Selecting this option will print A4 invoices when a Customer has been added to the
sale. This will enable you to present an invoice to customers on pre-printed paper.

Print Accumulated Items Only on A4 invoices

Items that are printed on invoices will be accumulated on A4 invoices, but will be
non-accumulated on receipts.

Print Promotional Tickets for Bar Tabs when Saved

When allowing Bar Tabs to be eligible for Promotional Tickets, this will print a ticket
when the items are saved to the Bar Tab, as opposed to when the Bar Tab has been
paid. This ensures that any promotions that are timed to finish before any Bar Tabs
will be paid off will have the most number of customers entered.

Prompt for Reference on Account Sales

When a Customer has been added to the sale and is charging an item to Account,
this function will request a reference. It can be any alpha-numeric combination up to
30 characters. This can be used for business customers who are taking clients out to
lunch, and would like their invoices and statements to record each different guest
they dined with. Below is an example of a receipt and an invoice.

Rewards by Amount include 100% Discounted Items

When offering customers a promotions where they spend for example, $10 on
certain items, if the customer gets a discount on items included in the promotion,
should it be included in the contributing amount towards said promotion?

Show Company Name on POS Screen

Selecting this option will display the Company Name the Customer is linked to,
rather than the customers personal name.

Show Customer Points on POS Screen

When a Customer is added to the sale, the amount of redeemable points will be
displayed at the top and bottom of the sale window, along with the amount able to
be redeemed in dollars.

Show Customer Type at Top of Sale

This option will show the different Customer Types as each customer is added to the
sale. You might use this option to upsell the customer to a better service.

Show Rewards Progress on Receipt

This option will show the progress of all rewards on the customers receipt. The
information will not show when a reward is able to be redeemed, as this will be
displayed on screen automatically when the reward is available.

When a sale is performed and the receipt is printed, or a duplicate print straight
away, the rewards progress will be displayed. If you re-print the receipt through
Journal Enquiry, the rewards details will not be included. Any progress on rewards
will print on the bottom of the receipt.

Home Screen

Allow Home Screen

When this option is selected the Home Screen will be used as the main entry into the
POS Screen. Anyone wanting to access the Back Office section will be required to
have a Clerk Log.

You may need to create a Home Screen button to allow the home screen to be
displayed.

Go to Setup > POS Screen Setup > Buttons > Create New > Select Home Screen
from the Function List > Save.

Fast Clerk Button changes sent to other Terminals

When a Clerk has been added or removed from a Fast Clerk Button, this
option
will update all other terminals with the change. Sometimes this will not need to be
the case, as particular terminals will only want specific staff using the terminal.

Fast Clerk Buttons

Fast Clerk Buttons are a row of 10 buttons at the bottom of the Home Screen, where
an image or Clerk Name can be displayed, to allow for fast clerk entry on each sale.
If there is no image for a clerk saved only the name will be displayed. Clerk images
must be saved in the C:\Program Files\Idealpos Solutions\Idealpos
6.0\Pictures\Clerks folder. When creating a Clerk Image the File Name must be the
same as the Clerk Code (Image size is 61 x 61 Pixels)
Examples:

Clerk
Clerk
Clerk
Clerk

Code
Code
Code
Code

=
=
=
=

1
2
3
4

(Rebecca) Image must be called 1.jpg

(Mark) Image must be called 2.jpg
(Graham) Image must be called 3.jpg
(Dave) Image must be called 4.jpg

To add clerks to buttons enter the Clerk Login Code > press the Fast Clerk Button
you want to use.

To remove clerks from buttons press the CL button > Clear Clerk will display on the
keypad > press the Clerk button you wish to remove.

Fast Clerk Buttons cleared on End of Shift

There may be a large amount of clerks that use a terminal each shift. When an End
of Shift function is performed, all Fast Clerk Buttons are cleared and the next shift
can be assigned.

Show 2 rows of Fast Clerks

Select this option to display 2 rows of Fast Clerk Buttons for a total of 20 Clerks.

Show Blackboard
This option will display the Blackboard to the left of screen.

Show Employee Log on Home Screen

This option allows for staff to log in/out from the Home Screen without the need to
enter the POS Screen.

Show Exit button on Home Screen

This option allows the Clerk to exit the POS Screen by pressing the Exit button,
which will then go direct to the Back Office. The button is located at the top-right of
the screen.

Show Last Transaction

This option will display the last transaction performed for a pre-determined amount
of time. There is a receipt button displayed if the receipt is required to be printed.
The timeout setting is determined in Global Options.

Show Receipt Button on Home Screen

This option will print a receipt for the last transaction entered. The button is located
at the top-right of the screen.

Miscellaneous

Activity Log
This option toggles whether or not all details used within Idealpos is recorded. The
Activity Log is responsible for recording Admin functions, sales and User Access. This
option is turned on by default. Activity Log can be viewed on the Back Office screen,
or by going to Enquiry > Activity Log.

Allow Department Sales in Banking Report

This option will print each Departments totals for the duration of the banking report
when it is printed.

Allow Keyboard with Double-Click on text boxes

This option opens an on-screen keyboard to enable entering of alpha-numeric text on
the most commonly used fields within Idealpos.

Amounts are Whole Dollars

This option requires the user entering a decimal point when entering dollar values
into the POS Screen. $43.40 will be entered as 43.40.

When this option is not selected, amounts entered do not require a decimal point.
$44.60 will be entered as 4460.

This functionality is used throughout the program affecting CashOut, Float Entry and
Cash Declaration screens.
Screens that are affected will also display a 00 key for fast entry on the numerical
keypad.

Automatic Scan Codes

This option will automatically enter a scan code into any new records that have the
ability to be linked to scan codes. It will not enter codes into records that have
previously been fulfilled.

Automatic Suburbs/Postcodes
This option will add the State and Postcode when a Suburb is entered on Address
fields. This is only available for Australian customers.

Cash Declaration Count excludes Safe Drops

This option will only show the value of the monies counted from the drawer and not
what has been removed through safe drops.

Clipp option Allow Payments from POS Screen

This option will toggle the Pay Tab button on the Clipp Bar Tab Enquiry Screen.
Venues may require guests to pay for their tabs through their device. This option is
set to not be selected by default. If this option is selected to be on, a Pay Tab
button will be displayed at the bottom-right corner of the screen.

Description 2 is populated when adding new stock items

Description 2 field will be filled in automatically using Description 1 when a new stock
item is added. Description 2 field is located on the Advanced tab of Stock Items.

Dry Cleaning Features

This option will print Receipt Tabs specified for items of clothing when entered for dry
cleaning. The Receipt Tabs must be entered for each item individually through File >
Stock Control > Stock Items > Modify > Advanced > Miscellaneous > Receipt Tabs.
Special paper and printer ribbon is required for the printer for use with the dry
cleaning chemicals.

Enable Supplier Payments/Adjustments

This option allows you to enter Payments and Adjustments against the invoices that
the supplier has sent to you for the purchase of stock.

Go to Transactions > Suppliers > Supplier Payments or Supplier Adjustments.

Gilbarco Interface uses Stock Items

Gilbarco interface is used for fuel sales. Most fuel sales are set as Department Sales,
but this option allows it to be used with Stock Items.

Inhibit Changing of File Field Widths

This option will not allow users to change the width of the fields for Stock Items and
Customers.

Inhibit Cost Prices on Stock Enquiry

This option will hide the Cost Prices when any stock items are viewed as an enquiry,
regardless of the Location being selected.

Inhibit Department Sales on Kitchen Printers

Direct Department Sales automatically print to any connected Kitchen Printer. This
option will disable the automatic print. If kitchen printers are not used when using
Direct Department Sales they will also not print.

Inhibit Dynamic Searching

This option when not selected will display all the stock items in the stock item list. If
you have a lot of items, you can select this option and items that include the search
settings will only display after you select to Search. This can be useful if you have a
large number of items in your database and Idealpos takes a long time to retrieve
search parameters.

Inhibit End of Shift when Tables/Bar Tabs still open

This option will ensure that each Bar Tab and Table has been finalized and paid for
before an End of Shift function can be used. This will help to have all payments
outstanding accounted for when performing cash up procedures.

Inhibit Tax Rounding on Individual Items

This function will inhibit Tax from rounding on Individual Items within a sale when
using the Canada/USA regional setting. Although the option is visible to all regions, it
will not work.

Login Default Users Automatically

This option can automatically be set to allow for a limited User profile to be opened
by default. This can minimize the access that unauthorized staff has to Idealpos. The
default User that you want to open for each terminal can be set by going to Setup >
POS Terminals > Modify > Miscellaneous > General > Default User.

Print Hash Red

This option will only have an effect on dot matrix printers that have a red and black
ribbon installed. It will signify any Text entered that links items printing to the
kitchen will print in a RED colour on the kitchen receipt. This is generally used to
gain the kitchen staffs attention to an item that needs special requests.

Prompt for Backup on Exit

It is important to back-up the database of Idealpos as often as possible. Idealpos can
prompt to do this every time the software is exited. A backup will take a different
amount of time for each installation and is dependent on many factors, including the
size of the database and the terminals hardware.

Record Table/Bar Tab Sales

This option can be set to enable searching through the Journal Enquiry for when
orders were sent or saved to a Table or Bar Tab. It can be used as confirmation to
help with customer disputes over order times. The Table/Bar Tab is not processed as
a sale.

Round 10c down

This option will round all sales down to the nearest $0.10c after any discounts and
promotions have been calculated.

Round to nearest 10c

This option will round all sales to the nearest $0.10c after any discounts and
promotions have been calculated.

Rounding
This option will round all sales to the nearest $0.05c after any discounts and
promotions have been calculated.

Send Message function can Send to all Sites

This option will only be applicable if POS Terminals are linked to Sites. If Sites are
not being utilized messages can be sent to all POS Terminals.

Show Activity Log on Main Screen

This option toggles the display of the Activity Log on the bottom left of the Back
Office screen.

Show Adult ID Date

This option will display the date that someone must have been born before or on to
be classified as legal drinking age. The Adult ID Date will display at the bottom of the
POS Screen for use in a sale. This setting is hardwired at 18 years.

Show Dashboard
The Dashboard is the Pie and Bar graphs that display on the right-hand side of the
Back Office. This option will toggle the display for the selected terminals.

Show Float Amount on X-Report

This option will allow you print the float amount that was entered at the beginning of
the shift. This will only display when using XREPORT Automatic Text on a Banking
Report.

Stock Grid Department Search by Department Code

By default the Stock Item Grid will display Departments as the Department
Description. This option will toggle the display between the Department Code or
Description.

Use Large Size Menus

This option displays the menus of the Back Office screen in a larger clearer window.
It does not enlarge the font of the menus.

WildCard Description searching by default

This option is used to find items in the Stock Item List faster by showing all items
that contain the combination of alpha-numeric selections you enter. By default, if
you want to use WildCard searching, you can place a * before any text. This option
will negate the need to enter a *.

Without the option selected: Only 6 items are found.

With the option selected: 29 items are found.

POS Screen

Allow Discontinued Items to be Sold

This option allows for Discontinued Items to be sold easily. If this option is not
selected, the message will display.

Allow Item Entry after Subtotal Discounts

This option allows you to only use the subtotal discount on items already entered,
and then enter other items at full price. It can be used more easily than changing
price levels and configuring complicated promotions to achieve the same result.

Allow Live Button Programming

This option will allow Admin users the ability to change a button on the fly. It is best
used for when setting up a new database or installing a system, or on a busy night
during the shift.

The option is disabled by default on existing databases.

Press and hold a button on the POS Screen for longer than 500ms (1/2 second). A
window will popup, allowing you to edit the button.

Allow One Subtotal Discount per Sale

This option will allow only one Subtotal Discount per Sale. A message will display if
more than one discount are attempted.

Allow Voids with Flick Gesture

If you select to allow this option to be used the operator can swipe the line from leftto-right and the line will be voided. The line will blink red as the item is removed.

Auto Reset POS Screen after each sale

This option will reset the POS screen after tendering ready to accept a new
transaction. If this option is not selected, the tender options and last payment type
will be displayed on screen. When this option is selected any change amounts will be
displayed very briefly.

Calculate Tax Amounts

This option will calculate the tax settings associated with the items and be recorded
against them for the receipt.

Enter Button can Finalize sale

This option will allow the Enter button if programmed to be able to finalize sales on
the POS Screen. Any attached keyboards will also inherit this ability.

Force Order Entry

This option will require that an order number is entered before the sale can be
finalized. This option will not work until you have set the Show Order Number range
in Setup > POS Terminals > Modify > Miscellaneous > General > Show Order
Number. If an order number has not been entered, Idealpos will allocate the next
consecutive order number within the range.

Force Sale Type

This option will require the clerk to select a sale type before the sale can be finalized.
The sale types are set in Setup > Global Options > Sales > Sale Type Status. There
are only 4 options available to be entered. A button will need to be created for the
use of each Sale Type required.

When this option is selected you will need to enter a sale type. If a sale type is not
selected a window will inform you of the missing details.

The sale type will be displayed at the top of the POS Screen in yellow.

Force Sale Type on Specific Departments

This function allows you to force a Sale Type on specific departments only within a
sale. To enable this function, you first need to select which Departments you want.

Go to File > Sales > Departments > Modify > select the Sales Prompt / Inhibit PrePaid Sales > Save.

Force Stock Item Search if item not found

This option will open the Stock Item Search screen if an item was entered and not
found in the database. This option is used predominately with systems that use
scanning.

Grid/Menu Price Level Overrides

When this option is selected, if a price level other than default (Dont Change) is
selected, the price level will override any price levels already being used within the
transaction. This can include Customers and Special Price Schedules.

Inhibit ability to End Shift on Different POS

It is possible to force the End of Shift function on a remote terminal. This can be
used when performing sales through the Handheld using Handheld Sales, or just to
simply perform the function on a remote terminal. Selecting this option will inhibit
the function from being able to be performed.

Inhibit Cashout Question

This option is used when Tenders have been selected as EFTPOS and will not allow
Cashout. You do not need integrated EFTPOS to be able to use the Cashout facility. If
this option is not selected, you will be able to offer your customer a Cashout amount.

Inhibit Code Column on POS Screen

This option will hide the column that displays the Stock Item Code. If this option is
selected, the grid within the sale window will disappear and the Code will not display,
the font will also be enlarged and easier to read.

Inhibit Customer Override during sale

This option will not allow you to change customers linked to the sale once a customer
has already been added. You will need to perform a Void Entire Sale before trying to
add another customer.

Inhibit Discounts does not affect Promotions

This option will still allow the discount types that are associated with the promotions
that can apply during a sale. Any items that are not within a promotion and are
inhibited from being discounted will be blocked.

Inhibit Enter (& Scanning) in Menus/Grids

This option will not allow for items to be scanned and the Enter key will be disabled
so that mistaken entries do not occur.

Inhibit Finalize Sale

This option will not allow the terminal to finalize a sale. The sale will be allowed to be
entered, but not finalized as a transaction. This option is usually selected on office
terminals that dont perform an end of shift function.

Inhibit Over-Tendering on Non-Cash Tenders

This option will not allow you to enter a figure that is not equal to or less than the
total of the sale.

Inhibit Subtotal on POS Screen

This option will inhibit the Subtotal from being displayed on the POS Screen. It will
also inhibit any Discount/Promotion calculations, and stop the subtotal being
displayed when finalized. The sales screen will still display all options, but the black
band underneath it will remain blank.

Inhibit Web Orders Button

Each terminal connected on the network will be able to see the Web Orders via a
small blue button at the top of the POS Screen which will display the total number of
orders in the system.

The numerical value will flash when there are orders to be finalized, or if there are no
orders, there will be no button at all.

Keep Grid price level active after exiting

This option will keep the grid price level for all additional items entered after the grid
has been exited. The items entered do not have to be within a grid. This option will
only work when the Price Level Change Duration is set to Continuous or Until End of
Sale.

Go to Setup > Global Options > Sales.

POS Screen Opens on Startup

This option will activate when Idealpos first opens up. If this option is not selected
Idealpos will open to the Back Office section of the software.

Promotions calculated before Automatic Discounts

If promotions are calculated after automatic discounts have been calculated, the
total amount of the discount would be larger. If you would like this option to work,
you also will need to un-tick Promotions/Discounts Calculated Live. Otherwise when
you save it, the option will be re-ticked.

Notice the total amount of the 2 examples is different by $0.40c.

Promotions/Discounts Calculated Live

This option will remove the Discounts (+/-) 0.00 that resides just above the
subtotal in the sales window.

Prompt for Reference on every Transaction

This function will request a reference for every sale regardless of the Tender. It can
be any alpha-numeric combination up to 30 characters. The reference will be
displayed on the receipt and the Journal. An on-screen keyboard will be displayed
automatically to force a reference before the sale can proceed.

Prompt for Reference on Specific Departments

This function allows you to force a Reference on specific departments only within a
sale. To enable this function, you first need to select which Departments you want.

Go to File > Sales > Departments > Modify > select the Sales Prompt / Inhibit PrePaid Sales > Save.

Quantities must be entered with Multiply Function

This option will require clerks to press the multiply button on the POS screen if
wanting to add more than 1 of the same item. By default Idealpos programs the
button near the numerical pad.

Reset Centralized Order Number at End of Shift

This option can only be used if you are centralizing your numbers through the use of
the POS Server. You must have the POS Server correctly configured for this option to
work. Generally you would only have this option turned on, on the terminal that is
always last to perform an End of Shift. Order Numbers are centralized through the
POSServer settings in Global Options > Miscellaneous > POSServer.

Show Alert Levels on Touchscreen Buttons

This option is used when using the function Stock Item Alert Levels. It is used to
signify that stock on hand is running low, or that the amount of a particular item
based on service stock is available. The countdown will display on the button itself in
the bottom right-hand corner.

Show Allocated Discounts/Promotions

This option will display any discounts and promotions that are calculated throughout
the transaction. It will expand the display and show the amount that was attributed
to each individual item.

Without the option selected:

With the option selected:

Show Held Orders on Top of POS Screen

This function allows you to turn off the notification at the top of the POS Screen.

Show Message boxes in Centre of Screen

This function will display any messages that are required to help the clerk through
the course of a transaction, in the middle of the set screen area of Idealpos.

Show Preset Tenders

This option will display the notes available for denominations $5, $10, $20, $50 and
$100. The images Idealpos supplies for this setting are available only for Australia,
New Zealand and Canada. If you wish to use this function and are from a different
locale, you will need to provide your own images, and save them in the Pictures
folder, located within the Idealpos 6.0 folder.

The images are programmed by going to Setup > Global Options > General > Fast
Cash Buttons.

Show Subtotal on Touchscreen Grids

This option will display the sub total of the current transaction at the bottom of the
grid. This will only apply for grids that are set to Floating Grid with Programmable
Size.

Show Subtotal when Finalized

This option will display the subtotal of the sale within the sales window, after the sale
has been finalized, but is dependent on the reset sale time being set in Global
Options.

Show Total Amount Rounded

This option will display the subtotal at the bottom of the sales window rounded. If
the option is not set it will display the accurate figure calculated.

Show Voids on Customer Display

This option will display any voids that the clerk enters in RED on the Customer
Display.

Stock Item Notes displayed when Item is entered

This option will force any Stock Item with notes to automatically display on the POS
Screen. Unlike a Sales Prompt, the operator will be required to close the window
before they can continue.

Tax Shift one item only

This option will only shift the tax requirements when used for a single item each time
the Tax Shift button is selected.

Tax Shift Function does not change Price

When this option is selected, if a Tax Shift is performed on a stock item, the selling
price remains the same. The only change is made to the taxable percentage of that
selling price.

Tender Surcharges Not Apply to Tips

This option will prevent a surcharge from being added to a TIPS IN function.

Training Mode allows Cash Drawer to Open

This option allows the Cash Drawer to open when Training Mode has been activated.
Generally when Training Mode is activated, you dont want the staff member to have
access to the cash, as they are not performing live sales.

Unlock Permissions for One Transaction only

This option will allow permissions to be unlocked, and once the transaction has been
finalized the sale window will return to normal. This will inhibit mistakes when a staff
member has forgotten to turn the permissions off.

Void Mode allows for One Transaction only

This option will allow the Void mode function to be used for only one transaction,
before returning to normal function. This will ensure that standard sales are not
accidently rung up as Void Mode sales.

Warn if Stock Item has Zero Price

This option will display a window ensuring the clerk is aware the item is being sold
for a zero price. It will confirm that the clerk has scanned the item but it could be
programmed incorrectly.

Warn if Stock Item Not Found

This option will display a message if an item has been scanned and not found in the
database. It allows the clerk to try and find the item.

Warn if Stock Level is negative

This option will display a warning message to the clerk informing them the stock
level is negative. This can be a flag for the clerk to inform the manager that the item
is not entered correctly, or might be incorrectly labeled.

Warn when discounting below Cost

This option will allow the clerk to decide if the discount on the item should still apply,
as the item will be losing profit if the sale continues.

Zero Priced Items Sell at Price Level 1

This option will default to Price Level 1 if the stock item is scanned on a different
price level, and the price level is programmed at $0.00. This will ensure that if an
item has been added to a price level by mistake, it will charge the correct amount.

Receipt/Kitchen

Accumulate Items on Receipt

This option will accumulate the items on the customers receipt, regardless of any
other accumulation settings.

Allow Flash Reports

This option will allow certain reports to be displayed on the POS Screen, instead of
printing to the receipt printer by default. Any flash report has the option of printing
to a receipt if required. The reports that are available to be displayed onscreen are
Banking Report, Department Sales Report, Stock Item Sales Report, Bar Tab Report
and Table Summary.

Blank Line after each Stock Item on Kitchen Prints

This option will insert a blank line between Stock Items (excluding Instructions) on
the kitchen print to make it easier to differentiate the items.

Standard Print

Blank Line inserted

Dry Cleaning Tabs print on Second Receipt Printer

This option will set the printer to be used to print out the small Dry Cleaning Tabs
required for each item of clothing. The second receipt printer settings are located by
going to Setup > POS Terminals > Modify > Receipt.

Force EFTPOS Receipts to cut

This option will ensure that once the EFTPOS transaction receipt prints that it will be
cut. Sometimes when using the one receipt printer for multiple jobs like kitchen
printing, the EFTPOS receipt will not cut.

Force Receipt after a Void Entire Sale

This option will print a receipt when the operator has performed a Void Entire Sale
function.

Inhibit Amounts on Kitchen Printers

Inhibit Quantities on Receipt

This option will remove the multiplication with single price amounts, and just display
the description of the item.

Inhibit Tax Amounts on Receipt/Bills

This option will toggle the display of the taxable amounts calculated on the current
sale.

Inhibit Unit Price on Bills/Receipt

This option will toggle the display of items unit prices above the item description on
the receipt.

Inhibit Zero Priced items on Receipt

This option will toggle to display items that had been entered onto the sale, but have
no value. This also applies to instruction items. You need to have the option Print
Text on Bills/Receipts selected also.

Print 2nd Description Large

This option will print the 2nd description at a larger size than the 1st description. This
option will only be applicable when used with the option Print Description 1 & 2 on
Receipts/Kitchen Printers. It will not apply if the kitchen print docket format is
already a large size. The text for both descriptions must also be different for it to
print.

Print Account Payments/Credits/Adjustments to Receipt

This option will force any Account Payments/Credits/Adjustments to the default
receipt printer. This is generally to ensure the Customer receives a receipt as proof
of the transaction.

Print Bar Codes on Receipts

You have the ability to print a barcode at the bottom of each receipt that Idealpos
prints. This can be used to easily track the sale for refunds, Layby, credits and
history if you require.

Print Customer ABN on Receipt

This option will display the customers ABN number on the receipt. An ABN number is
an acronym for Australian Business Number.

Print Customer Account Balance on Receipt

This option will display the amount that is being charged to the Account tender, and
the new Account Balance at the bottom of the receipt.

Print Customer Address on Receipt

This option will display the Customers Address at the top of the receipt.

Print Customer Company on Receipt

This option will include the customers Company Name at the top of the receipt.

Print Customer Name on Receipt

This option will include the Customer Name at the top of the receipt.

Print Customer on Kitchen Printers

This option will print the Customer Name on the kitchen docket.

Print Customer Points on Receipt

This option will display any points that are earned, and the accumulated points total
at the bottom of the receipt.

Print Customer Points Redemption Value on Receipt

This option will include the value of the points that are accumulated for the
customer.

Print Description 1 & 2 on Receipts/Kitchen Printers

Print Graphic Logo at Top of Receipt

This option will print the specific graphic logo that has been saved to the printer.

Print Items only once on Kitchen Printers

This option is usually ticked by default. If it is not selected, each time an item is
saved to the table or bar tab, all items previously saved will be reprinted to another
docket.

Print No Sales
This option will print a small docket to the receipt printer, allowing the clerk to sign
or initial it to authorize the No Sale.

Print PAID Status on Kitchen Printers

This option will print that the item has been PAID on the kitchen receipt. This may be
used to signify that an item is ok to be made.

Print Pickup Date on Pending Sale Printers

You can select if you want to have the Pickup Date printed to the Kitchen Printers
when the pending sale is saved.

Print POS Description on Kitchen Print

This option will print the name of the POS Terminal as recorded in the database on
the kitchen docket, in this case Main Bar POS.

Print Price1 of Overridden Prices on Receipt

This option will print both the Price1 and the overridden amount on the receipt.

Print Quantities of 1 on Kitchen Printers

This option will add the quantity multiplier for items that have only 1 of. If this option
is not selected the item description will just print.

Print Receipt for Transfer Mode Transactions

This option will print a receipt for use when transferring items between multiple
locations.

Print Receipt for Void Mode Transactions

This option will force a receipt to print detailing the transactions that were voided.

Print Receipt for Waste Mode Transactions

This option will force a receipt detailing the items that were written off and the writeoff category that they were detailed to.

Print Rounding on Receipt

This option will display rounding that is required on the receipt, in either positive or
negative figures.

Print Seat Numbers on right-hand side of kitchen docket

This setting will print any seat numbers when used, to the right-hand side of the
kitchen receipt. It will only work when the kitchen docket format is set to Group
Instructions by Seat in Global Options.

Print Stock Item and Department Codes on Receipt

This option will display the Stock Item Code or the Department Code (if a direct
department sale) under the description of the item on the receipt.

Print Stock Notes on Receipt

This option will print any notes that have been added to the stock item on the
receipt. This can be used for instruction, wine notes or cocktail recipes. To enable
this function to work, you must also have ticked Print Text on Bills/Receipts.

Print Stock Notes on Kitchen Printer

This option will print any notes that have been added to the stock item to the kitchen
printer. This can be used to send a recipe to the kitchen or the bar. This function is
also used for sending degustation items to the kitchen printers and is used
commonly with Seat functionality.

Print Subtotal Discount applied to each item

This option will detail each stock item with the discount applied to it.

Print Table Number on bottom of Kitchen Dockets

This option will print the table number at the bottom of the kitchen docket so that
when the docket is placed in the holder, the table number is still visible.

Print Text on Bills/Receipts

This function will print out any instruction, stock notes or text that has been added
during the sale to the receipt.

Print Total Quantity of items sold on Receipt

This option will give a total for the number of items that were sold.

Print Two Receipts

This function will print 2 exact copies of the receipt to the default receipt printer.

Show Coupon Codes on Receipt

This option will show the coupon/s that have been redeemed within the sale.

Show Food/Drinks/Covers Total on Receipt

This option will show the first 2 Sales Categories separately, and then group all
others and also the total amount of Covers on a restaurant table at the bottom of the
receipt.

Show Sale Type on Receipt

This option will show the selected Sale Type when a Sale Type is allocated to a
transaction. The receipt must be forced for this option to work, as a reprint will not
show the type.

Show Voided Items on Receipt

This option will show all the items that have been voided from the sale and not
charged, as VOID on the receipt so the customer knows they are being charged the
correct amount.

Restaurant

Allow Selection on Text/Zero items on Table Details

This option will allow you to select items that have a zero price, or are entered as
text which will be instructions or additions with the keyboard, when viewing the
Table Details screen. If you select and modify the attached item to these
instructions, they will remain unchanged.

Always Recall items to POS Screen

This option will pull any items that are saved on the table back to the POS Screen.
Additional items can be added and saved to the table. Only new items will print to
the kitchen, unless you are holding print options. This option will be automatically
selected if using the Fast Service Table Map option. Items that have been recalled
are unable to be voided or modified in any way, and will display at the top of the
screen greyed out.

Attach Order Numbers to matching Hold Print Orders

This option allows you to bypass the Hold Print screen for multiple orders using the
same number for previous orders.

Start an order and press the Hold Print button. Using the same order number as
used before, enter the sale but simple enter the order number and press the Order
Number button. You will only need to use the Hold Print button to send all orders to
the kitchen once the last order has been entered.

Auto Finish Table after Finalization

This option will Finish the table once payment has been verified. This will then
change the table status back to Ready. This option will be automatically selected if
using the Fast Service Table Map option.

Auto Finish Table after Printing

This option will Finish the table once it has been printed to the kitchen. This will
then change the table status back to Ready. This is commonly used in bistro
environments when using a hold print function.

Automatically Print to Kitchen

This option will make items that are designated to print to the kitchen, do so
automatically once they have been saved to a Table or Bar Tab, or a sale has been
finalized.

Clear Table when Pre-Paid

This option will Finish the table once it has been paid off. The basic way to perform
this type of sale is > Select Table > Add Items to Sale > Pay for them like a normal
sale > Table resets.

Each Table locked to Single Clerk

This option will set that once a clerk has opened a Table, no other Clerks can access
this table. This option can be overridden using User Permissions that the Clerks are
linked to.

Fast Service Table Map

This option will auto-occupy tables with the default amount of covers. Selecting this
option will automatically select the options Always Recall items to POS screen and
Auto Finish Table after Finalization. You will also not have access to any UserDefined Table Status Buttons, Details, Served, Bill Print, Finished, and Transfer,
Summary or Modify Map buttons.

Force Seat number at Start of Sale

This option will require the clerk to enter a Seat Number before being able to add
any items to the sale. You can also create a button called No Seat which will turn
this option off for the current sale.

Go Straight to Table Map on Startup

This option will open the Table Map screen as soon as Idealpos starts up. You will
need to restart Idealpos on all terminals that can be affected by this option.

Hold Clerk open from POS

This option will allow a clerk who has logged on through the POS Screen to remain
logged in when they enter the Table Map.

Inhibit Cash Sale Transfers to Tables

This option will not allow tables to be opened if they were started as a cash sale
beforehand. This will require all tables to be opened from the Table Map before
saving any items.

Inhibit Clerk Entry on Table Map

This option will allow clerks to select a table for service. If Compulsory Clerk has
been selected, they will be required to enter their clerk number when the sales
window opens. If Compulsory Clerk is not selected, the last clerk that was logged
in will be used automatically.

Inhibit Customer Add to Table when paying items

This option is used when you are splitting a table between multiple customers. If
each customer wants to pay for their own items onto their own separate accounts,
this function will allow them to do so, without the actual table having a customer
added.

Inhibit Delete Items Button

This option will make the Delete button on the Table Details screen to be disabled.
The button will still be visible but unable to be used and greyed out. You will need to
restart Idealpos on all terminals that can be affected by this option.

Inhibit Exit from Enter Clerk Screen

This option will only be effective if a clerk is required to be entered before using the
Table Map, using the option Require Clerk Entry on Table Map. This option does not
apply when using the Large Clerk Entry screen option, as it uses the Home Screen
settings.

Inhibit Multiple Table Maps

This option will not allow clerks to access multiple Table Maps. When pressing the
>>> button they will only be able to modify the map. Any other Table Maps will not
be visible. You will need to restart Idealpos on all terminals that can be affected by
this option.

Inhibit Occupy Table Function

This option will remove the Occupy button and replace it with a POS button.

Inhibit text on Table Details Screen

This option will disable any text that has been added the table. Text can be entered
using the Type Text function.

Inhibit Voids when Paying Tables

This option will not allow items to be voided from the Table when you have selected
to Pay for them. This is security against Clerks who are unable to Delete items from
Table Map.

Large Clerk Entry Screen

This option will turn the Home Screen on before allowing access to the Table Map.
More information can be found in the Yes/No Options - Home Screen help files.

Prompt for Covers

This option will prompt a numerical keypad to open when a table is occupied. The
default number of covers for the table will be automatically entered, but you can
change it as you need.

Prompt for Name

This option will open a keyboard onscreen that can be used to enter the customer
name.

Seat Buttons dont make new items

This option will work in combination with the option to Show Seat Buttons. When
this option is used, pressing a different seat button will not automatically add the
same items for a different seat number. You will need to restart Idealpos on all
terminals that can be affected by this option.

Send Deleted Items to Kitchen

This option will send a docket to the kitchen printer responsible for the item that has
been deleted from the Table Map.

Send Sales to Kitchen Printers

This option will send all non-table sales to the respective kitchen printers.

Show Customer Names on Tables

This option will display the Customer Surname on the Table Map button. The
customer can be added to the sale at any time. You will need to restart Idealpos on
all terminals that can be affected by this option.

Show Decimal Quantities on Receipt

This option will display the quantities of items that have been part paid off using the
Split Table function.

Show Restaurant Reports

This option will display information from the restaurant at the bottom of the financial
report. This section will automatically display if the RST module is in the registration.

Show Seat Buttons

This option will show the Seat Buttons on the middle-right section of the screen. It
will take control over any POS Screen buttons that had been set up. You will need to
restart Idealpos on all terminals that can be affected by this option.

Show Seat Numbers on POS Screen

This option will display the Seat Number that has been allocated for each item in
brackets. If this option is not selected, Idealpos will still show the Seat Numbers
when using the Seat Buttons.

Show Tips Sections on Bills

This option will print an area on the bottom of a Bill Print that the customer can use
to enter a Tip Amount.

Transfers to Table Map return to POS

This option will set Idealpos to return to the POS Screen after starting a cash sale
that is saved to a Table. If this option is not selected, Idealpos will remain on the
Table Map.

Use Hold Print Function

This option will not automatically print the items that have been added to the Table,
unless you have the option Automatically Print to Kitchen selected. Items will be
held on the table, until the clerk selects to press the Hold Print button. This function
is generally used in a bistro environment where many customers are giving an order,
paying for it, and the kitchen docket is printed once all orders have been received.
You will need to restart Idealpos on all terminals that can be affected by this option.

Warn when Saving Tables

This option will prompt the clerk to confirm the saving of all items to the Table
selected.

When adding Reservation, search Customers by Code

This option will change the default field that is selected when adding a new
Reservation. This function will only apply when you have the Reservations Module
installed. The default field that that is used for Reservations is Name.

Stock Control

Allow Item Descriptions to be modified in Purchases

This option will allow descriptions to be modified in Purchases. This function will
generally be used if an order for a special item is requested by a customer that has
not yet been allocated a code in the database. You can change the description to be
sent to the supplier for purchase of this particular item. The description can be
modified to 30 characters, as standard for description of stock items in Idealpos.

Allow Stock Transfers between different Sites

This option will allow stock to be transferred between different Sites when using the
Head Office/Site Management modules.

Allow Stock Transfers between Items

This option will turn on/off the ability to select Allow Stock Transfers between items
within the Stock Transfer Destination field.

Allow Stocktakes to be back-dated to Start of Day

This option allows you to start your Stocktake at the beginning of the day. This can
be useful if you have not started a stocktake, but the staff has already started selling
items. This will start the stocktake back before any sales have taken place.

Automatically allocate Admin Fee on Stock Purchases

This option is used when receiving stock. If an Admin fee is charged by your supplier
on their invoice, this will auto-allocate it across all items that have been received,
ensuring that the true cost price is calculated. Selecting this option will disable the
choice given if not selected.

Automatically allocate Freight on Stock Purchases

This option will disable the need to select the checkbox on every stock purchase.

When you are entering a Stock Purchase, this check box will be greyed out.

Force Invoice Number entry for Stock Purchases

This option will require that for all stock received into the system, an invoice number
will need to be recorded and entered. You cannot save any stock received without
entering an invoice number.

Future-Dated Purchases processed on Current Date

This option will force you to process invoices on the current date, rather than being
able to add a date for the future.

Inhibit Deleting on Purchases

This option will not allow the terminals selected to Delete Purchases from the Stock
Purchases List. The Stock Purchase List is located by going to Transactions > Stock
Control > Stock Purchases.

Inhibit Manual Stock Level Adjustments

Stock Item levels can be manually edited by going to File > Stock Control > Modify >
Advanced > Stock Level > >>> > Change stock level manually. This option will
disable access to this area by locking the Stock Level field.

Inhibit Stock Level in Stocktake

This option will not show the Stock Levels in the Stocktake Forms or Enter Stocktake.

Inhibit Stock Transactions Before Last Stocktake

This option will not allow you to process invoices before the last stocktake had been
updated.

Prompt when Cost Price increases when receiving stock.

This option will display a message when the Cost Price of an item has increased to
also check your Selling Price.

Go to Transactions > Stock Control > Stock Purchases.

The warning will display after you have entered the new Cost Price. It will simply
inform you to check the prices, it will not prompt again.

Quantity Field 1-4 Can Modify/Is Visible (Quantity)

This option is used with the Head Office module and Inter-Store Ordering. More
information on using these options can be found in the Inter-Store Ordering guide.

Show Only Purchases of this Location

This option will only show the location that this POS Terminal is linked to when
viewing any Purchase Orders or Stock Received.

Tenders

Finalize Warning All Tenders

All tenders with this option selected will warn the operator the sale is about to be
finalized for the amount shown to the Tender selected. The sale will not be processed
until the operator selects Yes.

Inhibit TENDER 2 18
All Tenders can be set up by going to Setup > Functions > Tenders. If you do not
want the Tender to be used ensure that it is ticked. Cash Tender is default and is
unable to be inhibited.

Enable Cash Out TENDER 2 18

Each Tender is able to be toggled to enable Cash Out or not. Tick to enable, un-tick
to disable.