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Point of Sales Manager
The Point of Sales Manager system has all the features of PoS Lite to manage orders and payments for hospitality outlets. It also includes the fully integrated Back Office module, Inventory Control and Finance modules. The Point of Sales Manager Reporting module now functions on all the additional features available in the Point of Sales Manager module.
Solutions
Point of Sales
Back Office
Finance (General Ledger • Accounts Payable and Receivable)
Inventory Control (Stock • Purchasing)
Reporting
The Point of Sales Manager modular system is the ideal and powerful solution for restaurants, cafés, shops, and small to medium hotels.
Security is a high priority and there are three account types available within Point of Sales Manager controlling differing levels of system access – all requiring individual user names and passwords. In cocnclusion, this means that only permitted staff can have access to the appropriate PoS modules, ensuring accurate records of all shift balances, sales and customers.
Process orders and sales faster
Reduces the margin for human error as the one-touch screen simplifies ordering and sales for staff. No matter how busy the outlet becomes. In other words, customer satisfaction levels increase with the efficiency of your service.
Keep an accurate record of all invoices
All invoices are automatically entered into the PoS system. Also, refunds are handled by the system and reasons clearly recorded. Track sales and customer spend, should you wish to recognise and reward your best and most loyal customers.
Manage prices and discounts
Product costs are pre-set and can be changed whenever required, no worries about busy staff forgetting discounts or increases. Additionally, we can also handle volume discounts, e.g. buy two get one free at Happy Hour, with multiple prices set up for each item.
Control a variety of payment methods and reduce paperwork
PoS identifies each payment method and prompts the appropriate protocol required. Change is automatically calculated so vastly reducing errors, misunderstandings and complaints.
Identify bestselling items
Promote your product items based on accurate displays of best sellers. Adapt your menus to your customers’ demands. Also, maintain a sales history to help adjust your buying decisions for seasonal purchasing trends.
Communicate and Control
Send clear messages to the kitchen regarding customer preferences and needs. View pop-out table layouts of each outlet to identify customers requiring special attention. Lastly, specify bills that require guest names.
Balance the cash register
Banish the headache of balancing the cash register. The Resort Manager ‘End of Day’ Wizard shortens the working day and guides the operator through the process ensuring all invoices have been closed.
Manage inventory
Once a sale is entered, the PoS system automatically updates inventory and accounts receivable records.
Point of Sales (PoS)
The PoS module is the back bone of all the Resort Manager packages. It is designed for use in restaurants, bars, night clubs and shops – anywhere cash, credit or account sales are made. The menu bar for the PoS Client can be seen above. When set up most of the repetitive day-to-day business processes can be automatically performed by the Point of Sales Manager system.
Furthermore, this is highly versatile module substantially reduces any margin for human error. It also covers multiple service outlets. It is easy to operate and functions in whatever language or currency is required. These are only the few of the many benefits of having hotel POS System.
A business often has multiple stations and outlets e.g., bars, restaurants, spas etc. and needs to define what products each of the stations can sell. A group menu is set up for each station ensuring the correct products are available for the station.
Categories can be added, deleted or de-activated. Also, the list can be ordered for convenience.
Additionally, outlets can be added as required.
Product List Maintenance contains a list of all products in the Point of Sales system, detailing: product group, production description, cost and discounts, tax and much more.
Add a new product and enter all applicable details to manage the appearance, position, cost and discount controls of a new product. These settings determine how the Cashier will view and use the product on the Point of Sales (PoS) Cashier Registry screen.
An image of the product can be inserted to show up on the PoS terminal screen.
The Inventory tab can link to stock control, original unit price, mark-up percentage etc.
Use Product List Maintenance to define a product, and to manage and control all its details.
PoS Terminals can be easily added or deleted and each are allocated an individual name and assigned to an outlet.
User Interface and administrative setting for each terminal are applied here.
Fast Cash amounts and Pay In/Out Account Codes are also set.
Easily set up the commonly available item modifiers for a customer order.
Particularly useful when menu choices offer the customer multiple options to customise their order (build your own sandwich, pizza etc.)
Ensure that the correct additional cost is included, as well as service and tax if applicable.
There are many other useful tools and features built into the PoS system.
Kitchen messages allows the wait staff to add further explanatory text to the order. This would normally be done with hand written notes which may easily be misunderstood. A clear order from the customer to the kitchen prevents time consuming mistakes and ensures customer satisfaction. Additional kitchen messages can be added to the system whenever required.
Set the Times tool for ‘Happy Hours’, ‘Early Bird’ dining discounts etc.
Close up the outlet end-of-day business with minimal fuss and paperwork with the End of Day Wizard.
The End of Day Wizard will guide the operator through the process ensuring that all invoices for the day have been closed and that all Terminals have been correctly logged out.
Back Office
The Back Office Settings option in Point of Sales Manager of the Finance module is where the business financial settings are created, viewed and edited throughout the Resort Manager system.
An account is a unique record of each type of asset, liability, equity, revenue and expense. Chart of Accounts is the base of any accounting system and represents a complete listing of every account in the system. Particularly, Chart of Accounts must be created before any transactions can be processed.
New accounts can be added as required.
Lastly, accounts can be edited, deleted or de-activated.
Journal Definitions are a template of a predetermined set of accounts for use when entering transactions. A series of templates are created to enable regular transactions to be processed with minimal data entry errors.
Many transactions entered manually into the system are identical with only the date and amounts changing. These Journal Definitions will predefine the account codes, line prompts, debit / credits etc. to avoid having to select these every time a particular transaction type is entered.
This area is used to define ‘control accounts’. There are certain account codes drawn from the Chart of Accounts that have special meanings and are used for specific tasks.
Service charge percentage can be set and Account Codes set for: Accruals • Receivable and Payable Control • Service Charge • Guest Folio Accruals • Customer Discount • Vendor Discount • Hotel Room Charge • Hotel Desposit • Telephone Calls • Spa Tips Account
There is an additional feature to add one or more of the Resort Bank Account details.
Budgets can be applied against any account but are most commonly applied against Income, Cost of Sales and Expense accounts to monitor progress against expectations.
Select any account from the Chart of Accounts and open a Budgets dialog box for that account. Enter the budgets required for the time frame. Use the Copy Budgets arrow to quick complete the form and adjust as required at any time.
Finance: General Ledger
The Finance or General Ledger section of the Point of Sales Manager is based on double-entry bookkeeping. When set up the Finance system automatically defines and manages all business transactions. The system simplifies the correct input of transactions and vastly reduces any margin for human error.
All financial transactions for the business will appear in the General Ledger for the Finance department to check and control. In conclusion, the system automatically generates a number of Management Reports for the Finance department to use for detailed analysis and planning.
Transaction Entry is the basis of all financial records entered into the Resort Manager system and contains the details of all financial movements between accounts.
When recording an accounting transaction, one account is debited and another account is credited. In some cases, two accounts or more may receive the debit or credit. However, the total amount of the debit must equal the total amount of the credit so that the balance is 0.
Resort Manager system allows multiple templates to be created to ease the daily transaction entry tasks of the end user and vastly reduce the possibility of human error.
Many of the financial transactions entered can be automatically Posted by the system (if all the required information is correct, preset and unblocked). If a transaction is not approved the system displays a message citing the reason for non-approval.
Select any transaction entry in the Approve Transaction box to open the original transaction form to view or edit.
Multiple transactions can be approved simultaneously. Once a Transaction is approved it is Posted, and is added to the permanent ledger and cannot be deleted.
Use Currency Rates to set short term Currency Rates that override the default rates set in the Currency Codes. The rates are easily updated on a regular basis to reflect changes in the exchange rates.
A one-tap button allows the user to quickly add a new currency rate, applying a new rate and stipulating the effective date range for this rat
All financial transactions are posted within a Financial Period. Financial Periods are based on months and years starting from the system start date (defined during initial installation).
The Close Financial Period Wizard guides the user through the process ensuring that all transactions for the period to be closed have been Posted and Approved.
The Wizard prompts the user to print General Ledger financial reports: Trial Balance Summary • Trial Balance Full • Budget Variance • Cash Accounts Register • Journal Summary
Once the necessary reports have been printed the period is locked to prevent further transactions, and if this is the final period of the year closing balances are transferred to the opening balances of the next year.
Finance: Accounts Payable and Receivable
Accounts are the monies paid out by a business: Accounts Payable (A/P), and the monies paid into a business: Accounts Receivable (A/R).
Customers and Vendors are entered into the system through a simple form. All contact details are recorded and are easily retrievable.
Also, details can be edited, deleted, or (if already used as part of a financial transaction) de-activated.
Applicable Terms and Conditions applicable are entered and automatically applied to all transactions.
Also, the last invoice and payment is displayed on screen, and the entire transaction history is available through Vendor History wherein original invoices and payments can be accessed.
Create, save, cancel and post Accounts Payable Invoices for a vendor or service supplier and for Accounts Receivable Invoices for a customer.
A simple form which auto calculates unit price.
Different currencies can be applied and converted using Period or Fixed Rate settings.
A/P and A/R Invoice Selector searches for and retrieves invoices based on a variety of filter options.
An A/P Credit Note is typically used when a product is returned for a refund, when an invoice amount has been overstated, or in other circumstances where the vendor must return money to the business or the business must return money to the customer (A/R Credit Note).
The RM system offsets the amount against outstanding invoices due to be paid to the vendor or by the customer.
The applicable Revenue Accounts are then credited or debited to the total amount of the Credit Note.
This tool allows the business to create and record quotations for potential customers. Quotations for vendors are made through the Purchasing module.
Customer details and quotation validity dates are recorded.
Itemise and breakdown the costs of the products and/or services
Payment methods and currency options can be selected.
Once the customer has agreed to the quotation an invoice can be automatically created from the quotation screen.
Inventory Control: Stock
In Point of Sales Manager, stock Items contains all materials and products (perishable and non-perishable) purchased by a business and taken into store to be held until required.
There is a financial implication to the control and management of all stock items as costs and assets. In order for a business to run efficiently stock control must be carefully managed and monitored. Moreover, the Resort Manager Stock module automates much of the stock control work to maintain accurate stock control.
Before any purchase is made, a stock record card for the item must be created. In conclusion, this is for tracking purposes and can also used in Point of Sales Recipes to calculate the cost of products sold.
* There is an addition feature available for when a ‘Direct Purchase’ is made, e.g. someone goes directly to a store to buy something for immediate use
The Standard Recipes tool is used to create ‘bulk’ recipes for soups, sauces, etc. which are then be sold as they are, or used in other recipes. Firstly, these recipes are made up in bulk and then stored in portions so that they are quickly available for use in other recipes.
Secondly, a stock code must first be created for a standard recipe to record the quantity and cost of the finished product.
As ordered deliveries of ingredients are received and recorded, the system automatically updates the prices for all recipes and entries that contain the received items. Lastly, the cost price for any recipe can be viewed and used in the Recipe reports.
Once a order for stock items has been delivered or collected, details are recorded and the stock levels adjusted.
Additionally, if a service has been requested, Order Receiving is also where a record of this completed service will be entered e.g. air-conditioner servicing.
The Issue tool is used to manually issue stock. This is used for any stock item that is not going through the Point of Sales system but is nevertheless being used, e.g. items used in a buffet breakfast, housekeeping when stocking trolleys with mini shampoo to replenish guest bathrooms etc.
All stock items must have both a unit of purchase and units of issue. The options that can be selected on the Stock record form are defined here.
Within the Stock module there are a number of standard lists that values can be chosen from. In stock inventory for example, there may be two: Market List and Stock Category.
All stock items are usually audited on a regular basis. The RM system provides a customisable audit tool to expedite the process and guarantee all required stock items are included.
The Auditor Selector allows individual stock items and product categories to be filtered and selected for audit and prints ‘blind’ audit forms, i.e. the person performing the audit knows what items to count, but does not know how many items the system expects to be in stock.
Completed audit results are fed back into the system and any discrepancies can then be handled by categorising into appropriate causes, e.g. spoilage etc.
Inventory Control: Purchasing
Purchasing refers to the business process of acquiring goods or services to accomplish the goals of the business.
In Point of Sales Manager, the normal business model for purchasing goods and services is initiated by creating a Purchase Request. Once the Purchase Request is approved a Purchase Order can be created which will then undergo a further approval process. Moreover, this whole process is managed through the Resort Manager system.
Also, an additional streamline process is available for the purchasing of perishable and fast-moving goods in daily use by the F&B Departments, through the Market List process.
Also, for instances when a member of staff needs to go directly to a store to buy some item, the Direct Purchase process can be used.
Purchase Requests are an internal process whereby a relevant staff member submits a Purchase Request to buy goods or services to senior management or the Purchasing Department for approval. This is the start of the purchasing process.
Furthermore, the approval purchase process can be easily monitored with traffic light approval buttons.
As with many RM forms there is a useful comment area for any relevant notes on the required purchase to be made.
Purchase Orders are easy to complete with six Status levels: Awaiting Approval, Rejected, Approved, Cancelled, Issued and Closed.
Approval stages are authorised by inputting PIN numbers for security measures.
Many form fields are auto-filled by the system.
Purchase Orders adhere to all pre-set Purchasing Rules and Levels.
Currency and Exchange Rate options are available. Applicable tax is added, last recorded item price is shown and all order balance calculations are system generated to ensure accuracy.
All new user accounts for the system are allocated a security level which sets the level at which they are authorised to approve a purchase, if job appropriate. Which Levels are required to authorise POs of varying values are defined in Purchasing Levels.
Purchasing Rules is where the purchasing process rules are set. There is no limit to the number of rules that can be set.
A maximum purchase value is set so that less costly purchases can be authorised by department managers to meet regular departmental needs. As the purchase value of goods and services increase more senior authorisation is required.
The number of quotes for a costly purchase request can be set. The purchase request can also be selected to include clearance from Cost Control to ensure the purchase is necessary and is not already in stock somewhere, and that there are available funds for the purchase.
Once the Purchasing Rules are set the system will prompt for the assigned approvals and quotes on all POs.
A faster and more simplified process than normal is required for the F&B Departments to order and receive perishable and fast-moving goods on a daily basis or however often required. A Market List completed daily is used for this specific purpose.
Perishable and fast-moving items that are eligible to be used in a Market List are set up in the Stock module of the Resort Manager.
The Print Market List creates a printable hard copy shopping list based on the market categories.
There are often occasions when immediate and direct purchase of a business item is required. Someone goes straight to a store to buy a stock item for immediate use; it is not practical or timely to go through the usual purchasing process.
A record of the purchase is made in the system through Purchasing: Direct Purchase and the expense of using the product is put directly against the department concerned. The items bought are not tracked through the Stock module.
Reporting
Detailed and accurate daily and retrospective reports are essential for the financial management and advancement of any business. Also, Point of Sales Manager manages and distributes reports as often as required. Reports can be filtered for specific examination of details. Altogether, all reports are printable or distributed appropriately through authorised emails.
The standard reports available for the PoS module are:
Sales Summary • Open Invoices • All Produced Invoices • Invoice Detail • Product Sales Report • Profitability • Shift Cash Analysis Report • Product Analysis Report • Docket Check by Folio • Docket Check Report • Sales by Classification • Sales Transaction by Account • Sales Transactions by Terminal / User • Shift Payment Summary • Product List Report • Voucher Status • Voids List • Entertainment / Office Summary • Invoice Discounts • Outlet Session Summary • PoS Recipe Card • PoS Sales with Modifiers • Sales Summary by PoS Times
The standard reports available for the General Ledger section of the Finance module are:
Trial Balance Summary • Trial Balance Full • Budget Variance • Budget List • General Ledger Extract • Cash Account Register • Journal Summary • Journal Detail Report • Currency Rates (History) • Currency Rates (Current) • Chart of Accounts • Journal Definitions • Balance Sheet • Profit & Loss • Profit & Loss by Department • Purchasing Tax Summary • Front Office Tax Summary • PoS Tax Summary
The standard reports available for the Accounts Payable section of the Finance module are:
Payments • Payment Schedule • Vendor List • Aged Payables by Vendor • Aged Payables by Due
The standard reports available for the Accounts Receivable section of the Finance module are:
Statement • Payments • Customer List • Aged Receivables by Customer • Aged Receivable by Due
The standard reports available for the Stock section of the Inventory Control module are:
Stock Valuation Report (LIFO) • Stock Valuation Report (FIFO) • Stock Valuation Report (Average) • Stock Summary • Day Book Report • Stock Movements • Suggested Order Report • Slow Moving Items Report • Items on Order Report • Standard Recipe Card • Stock Suppliers • Vendor List • Stock Code List • Stock Periodic Report
The standard reports available for the Purchasing section of the Inventory Control module are:
Purchase Requisition/Order Summary • Purchase Order Summary • Outstanding Orders Report