Up-x300

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POS TERMINAL MODEL UP-X300 BACK OFFICE INSTRUCTION MANUAL INTRODUCTION Thank you very much for your purchase of the SHARP POS Terminal Model UP-X300. This UP-X300 Back Office Instruction manual explains how to use the Back Office; programming procedures for UP-X300. Please read this manual carefully before operating the Back Office in order to gain full understanding. Please keep this manual for future reference. It will help you if you encounter any operational problems. For handling the hardware, please read the SHARP POS Terminal Model UP-X300 HARDWARE manual. Handling precautions, parts names and functions are included in the hardware manual. ■ Notation POS system: Indicates a communication network system configured with POS server and POS terminals. POS server: Indicates a POS terminal which is used as a master where the Back Office is installed. POS terminal:Indicates a POS terminal which is used as a satellite. ■ How to read this manual After basic explanation such as main menu and basic operation method (chapter 1 and chapter 2), this manual advances in the order of menu items, starting the top of menus. The lowest hierarchy menus are entitled. Please find a menu item you want in the Contents to find the page number. 1 CONTENTS INTRODUCTION ································································································································ 1 Notation ························································································································· 1 How to read this manual ······························································································· 1 CONTENTS ······································································································································· 2 2 1 Before Operating the POS Server ························································································· 8 Connecting peripherals ··········································································································· 8 Operational restrictions on the Back Office ············································································ 9 How to operate the POS Server ··························································································· 10 Menu bar ····················································································································· 11 Module list window ······································································································ 12 Module icon window ···································································································· 12 2 Starting the UP-X300 Back Office ························································································ 13 Log-in/Log-out operation ······································································································· 13 Log-in ··························································································································· 13 Log-out ························································································································ 13 Operation at the main screen ······························································································· 14 Menu bar list ················································································································ 14 Module list ··················································································································· 14 Reading messages ····································································································· 16 Sending messages to clerks ······················································································· 17 Changing your password ···························································································· 18 Viewing/editing list of operators ·················································································· 19 Printing/Displaying a POS server log report or a operator list report ························· 20 Editing date and time ·································································································· 21 3 Store Management ················································································································ 22 Module list ··················································································································· 22 Open Store ··························································································································· 22 Close Store ··························································································································· 22 End of Day ···························································································································· 23 4 Data Control ·························································································································· 24 Module list ··················································································································· 24 Backup (ALL) ························································································································ 24 Restore (ALL) ······················································································································· 24 Program Backup ··················································································································· 25 Program Restore ·················································································································· 25 Upload Data from Terminal ··································································································· 26 Regenerate Terminal DB ······································································································ 27 5 POS Programming ················································································································ 28 Before starting POS Programming ······················································································· 28 POS Programming module list ···················································································· 28 Parameter setting method - Grid type editor and Card type editor ···························· 31 Priority of programming setting ··················································································· 37 Viewing/Printing programming settings ················································································ 38 Opening the POS Programming module ·············································································· 39 System Setting ······················································································································ 40 Module list ··················································································································· 40 System ························································································································· 41 Terminal (Administrator module) ················································································· 42 Edit Mode ···················································································································· 45 Programming Restrictions ··························································································· 46 Euro Status ·················································································································· 47 Non Accessed Customer Delete ················································································· 48 Non Accessed PLU Delete ·························································································· 48 Closed Transaction Delete ·························································································· 48 T-Log Data Delete ······································································································· 49 Operation/EJ Delete ···································································································· 49 Clear Table Status ······································································································· 49 Clear Sign On Status ·································································································· 49 Z Counter ···················································································································· 50 Ground Totals ·············································································································· 51 Terminal (Supervisor module) ····················································································· 52 Maintenance Data List ································································································ 53 Dynamic PLU Load ····································································································· 54 Revenue center ··········································································································· 55 Revenue Table Areas ·································································································· 57 Time Zone ··················································································································· 59 Groups ·································································································································· 60 Module list ··················································································································· 60 Group ··························································································································· 60 PLU Group ·················································································································· 63 PLU Hourly Group ······································································································· 64 Sort Group ··················································································································· 65 Departments ························································································································· 66 Module list ··················································································································· 66 Department ·················································································································· 66 Department Shift ········································································································· 69 Products ································································································································ 70 Module list ··················································································································· 70 PLU ······························································································································ 70 Selective PLU ·············································································································· 76 Menu Setting at PLU Programming ············································································ 77 PLU Happy Hour ········································································································· 78 PLU to Revenue Center ······························································································ 79 PLU Modifier ················································································································ 80 PLU Modifier Text ········································································································ 81 PLU Stock ··················································································································· 82 PLU Stock Add ············································································································ 83 PLU Stock Sub ············································································································ 84 Promotion ···················································································································· 85 Link PLU ······················································································································ 89 Combo ························································································································· 90 Set PLU ······················································································································· 93 PLU Menu ···················································································································· 94 Condiment List ············································································································ 98 Unformatted Barcode PLU Link ·················································································· 99 Learning ····················································································································· 100 Dynamic PLU ············································································································ 101 EAN Non PLU ··········································································································· 102 Tare Table ·················································································································· 103 3 Recipe ································································································································· 104 Module list ················································································································· 104 Recipe ······················································································································· 104 Sales Item projection PLU ························································································ 105 Function ······························································································································ 106 Module List ················································································································ 106 (-) ······························································································································· 107 (-) Relationship ·········································································································· 108 % ································································································································ 109 % Relationship ·········································································································· 110 Group Discounts ········································································································ 111 Group Discount Subtotal Text ··················································································· 112 Free Text ···················································································································· 113 VIP ····························································································································· 114 Waste ························································································································· 115 No sale ······················································································································ 116 Deposit (+) ················································································································· 117 Deposit (-) (Deposit refund) ······················································································ 118 Received on Account (RA) ························································································ 119 Paid Out (PO) ············································································································ 120 Function Text ············································································································· 121 Payment ······························································································································ 124 Module list ················································································································· 124 Cash ·························································································································· 125 Check ························································································································ 127 Charge/Credit ············································································································ 129 Employee Charge ······································································································ 131 Customer Charge ······································································································ 133 Cashing a Check ······································································································· 135 Service ······················································································································· 137 Final ··························································································································· 139 Hotel Transfer ············································································································ 141 Check Change ··········································································································· 142 Cash Transfer ············································································································ 143 Negative # ················································································································· 144 Positive # ··················································································································· 145 Service Charge ·········································································································· 146 Gratuity ······················································································································ 147 Cash Tip ···················································································································· 148 Charge Tip ················································································································· 149 Tip Paid ····················································································································· 150 Tip Transfer ··············································································································· 151 System (in Tax) ·········································································································· 152 Tax ····························································································································· 153 Manual Tax ················································································································ 154 Subtotal VAT ·············································································································· 155 Tax Shift ····················································································································· 156 Conversion ················································································································ 157 Euro ··························································································································· 158 4 Employee ···························································································································· 159 Module list ················································································································· 159 Employee ··················································································································· 160 Employee Function ··································································································· 163 Contactless Clerk Key ······························································································· 166 Time Edit ··················································································································· 167 Terminal Selection ····································································································· 168 Authority ···················································································································· 169 Authority Text ············································································································· 172 Commission ··············································································································· 173 Team Commission ····································································································· 174 Event Commission ···································································································· 175 Others ································································································································· 176 Module list ················································································································· 176 Drawer Alarm ············································································································· 176 Training Text ·············································································································· 177 Reason Codes ··········································································································· 178 Customer ···························································································································· 179 Module list ················································································································· 179 Customer ··················································································································· 179 Customer Function ···································································································· 180 Report Formats ··················································································································· 181 Module list ················································································································· 181 End of Day ················································································································· 181 End of Day Period 1 ·································································································· 182 End of Day Period 2 ·································································································· 183 End of Day Daily Reports ·························································································· 184 End of Day Reports Period 1 ···················································································· 185 End of Day Reports Period 2 ···················································································· 185 Starting Cash Memory ······························································································ 186 Compulsory Cash Declaration ·················································································· 187 POS Program Reports ········································································································ 188 Module list ················································································································· 188 6 Key Programming ··············································································································· 189 Before starting key programming ························································································ 189 Command list ············································································································ 189 Outline for creating keys on screens ········································································ 190 Free key list ··············································································································· 191 Free key layout ··················································································································· 195 Screen selection mode ······························································································ 196 Key area editing mode ······························································································ 199 Key editing mode ······································································································ 203 Area Layout ························································································································ 207 Opening/Selecting/Editing area layout screen ························································· 208 Editing objects (tables) at a table layout screen ······················································· 210 Arranging/editing tables on the table layout window ················································ 212 Floor setting ··············································································································· 214 Screen Relationship ·································································································· 216 Macro key ··························································································································· 218 Programming a macro key ························································································ 219 5 PLU Menu Key ···················································································································· 221 Before programming PLU Menu keys ······································································· 221 Programming keys linked to Menu keys ··································································· 222 Screen selection mode ······························································································ 223 PLU Menu selection mode ························································································ 224 Key editing mode ······································································································ 226 Condiment Key ··················································································································· 228 Before programming condiment keys ······································································· 228 Screen selection mode ······························································································ 229 Condiment selection mode ······················································································· 230 Key editing mode ······································································································ 231 Appearance Table ··············································································································· 233 Pop Up Window ·················································································································· 234 Compulsory Cash Keypad ·································································································· 235 Key Program Reports ········································································································· 236 Module List ················································································································ 236 6 7 Floor Management ·············································································································· 237 Module list ················································································································· 237 Floor Plan ··························································································································· 238 Change Section Plan ·········································································································· 240 Change Table Attribute ······································································································· 242 Table Reservation ··············································································································· 244 Table Verification ················································································································· 246 Floor Management Reports ································································································ 247 8 POS Device Programming ································································································· 248 Module list ················································································································· 248 Device Programming ·········································································································· 249 Selecting logical device ····························································································· 249 Programming for devices ·························································································· 252 Printer Definition ················································································································· 256 Scale ··································································································································· 259 Check Print Format ············································································································· 260 Logo Text ···························································································································· 261 POS Device Reports ··········································································································· 262 Module list ················································································································· 262 9 Sales Reports ······················································································································ 263 Module list ················································································································· 263 Before viewing/printing sales reports ·················································································· 265 Viewing/Printing a target report ·························································································· 266 Report List ·························································································································· 268 Sales ·························································································································· 268 Customer ··················································································································· 272 Historical Report ········································································································ 273 Electronic Journal Report ·························································································· 275 Media ························································································································· 276 Employee ··················································································································· 277 Filter tab ···················································································································· 278 10 EURO Migration Function ·································································································· 280 Setting the date and time when the automatic EURO modification operation should be executed ··································································································· 280 11 Barcode reading ·················································································································· 281 Item codes ················································································································· 281 Customer code ·········································································································· 281 Bill code ····················································································································· 281 Key code ···················································································································· 282 12 Magnetic card reading ········································································································ 283 Card Format ························································································································ 283 EFT card ···················································································································· 283 Customer card ··········································································································· 285 Employee Card ·········································································································· 285 Auto key Card ············································································································ 286 Macro key Card ········································································································· 286 Character Code ········································································································· 287 13 Network ································································································································ 289 System Configuration ········································································································· 289 Network function ················································································································· 290 DataServer ················································································································ 290 Network information management ············································································ 290 Terminal software version up ···················································································· 290 Date and Time setting ······························································································· 290 14 Backup System ··················································································································· 291 Outline ································································································································ 291 Normal operation ······································································································· 291 Operation if the POS server is down ········································································ 291 Backup POS server ··································································································· 292 Operation when the POS server outage is recovered ·············································· 293 Backup server operation ··························································································· 293 7 1 Before Operating the POS Server Connecting peripherals NOTE For details of system configuration for a POS system, please refer to “Network” section. In order to operate UP-X300 Back Office, you must connect a keyboard and a mouse applicable to the UP-X300. For details of the applicable peripherals and the connection, please refer to UP-X300 HARDWARE manual. Also to print programming reports and other setting data, an applicable printer must be connected to your POS server. 8 Operational restrictions on the Back Office Your POS server categorizes the personnel who operate the Back Office as authority level shown below, and an authority level is given to all of the functions that the Back Office provides. Personnel can execute functions having the same or lower authority level. For example, when you are assigned to an operator, you can execute functions having the authority level; operator. The appearance of screens may vary depending on the authority level since the functions you can execute are only provided. From the highest level, Administrator Manager Submanager Supervisor Operator Also please note that the programming items displayed may vary depending on customers, since the only items you are required to program may be displayed for easy viewing and setting. Error Warning • Memory full warning When the memory capacity comes near full, the warning message “Insufficient Memory Please call your supplier” will appear. Click [OK] to close the window. Then please call your supplier. You can continue operation even after the warning message is displayed until the following memory full error is displayed. • Memory full error When the memory capacity comes full, the error message “Error Memory Maximum Size Reached Please call your supplier” will appear. Click [OK] to close the window. Then please call your supplier immediately. The Back Office operation is prohibited after the error message is displayed. • Emergency lock clear You may clear a locked status manually, such as closed transaction memory full status, T-Log memory full status and EJ memory full status, by executing a Data Delete operation. Please refer to Data Delete section for details. 9 How to operate the POS Server UP-X300 Back Office runs on the Windows CE operating system. Therefore the operating method is basically the same as other Windows interfaces. Basically the Back Office screen has two types of screens, screens for selecting a module, and screens for setting parameters or executing a function. Commonly a menu bar is provided at the top of a screen. In this section, how to operate functions at screens for selecting module is explained. Operation at the screens for setting parameters or executing functions is explained at each section. When you have any error message, left-click a button appeared, also to close a pop-up window, leftclick the close box ([X]) that appears at the upper right corner of the window. Please note that to “select ......” or “click ..........” means to “move the arrow to a target module, button or column, etc. and left-click a mouse” in this manual. After you make a log-in operation, the main screen will first appear. Menu bar 10 Module list window Module icon window ■ Menu bar Menu Close box This bar executes several commands appeared below each menu. By moving the arrow using a mouse to a menu and left-clicking the menu, the command list will appear below the menu. To execute a command, move the arrow to the command and left-click the command. Command For the menus having an underlined letter within parentheses, you can also execute the menu by pressing the Alt key and the underlined letter. For the commands having an underlined letter within parentheses, you can also execute the command by pressing the underlined letter. The close box can close a selected module or the Back Office. 11 ■ Module list window Module names are listed in the window. The modules having a square plus icon ([+]) mean that the module has subsequent modules. When you left-click the icon, the subsequent modules appear and the icon changes to a square minus icon ([-]). By left-clicking the minus icon, the subsequent modules are closed. To execute a module, keep selecting a subsequent module. The details of module list will be explained later in this section. If all of the modules you opened cannot be displayed in the window, and/or a full of module name cannot be displayed, a bar will appear at the button and/or the right side. Click an arrow or drag a bar appeared to scroll the window. ■ Module icon window A module icon window consists of icons. The subsequent module icons of the module selected in the module list window appear in the window. You can select a module from this window. When the selected module has subsequent modules, those module icons appear, or when not, the module window appear on the screen. 12 2 Starting the UP-X300 Back Office Log-in/Log-out operation When you start an operation of UP-X300 Back Office, firstly you must make your log-in operation. ■ Log-in When the Back Office program is started, the login window will open. Enter your ID number and password (displayed with asterisks), then click [OK]. The main screen will open. Login window NOTE When you click [EXIT], the Back Office program will be terminated. ■ Log-out Select Logout from File menu, the main window and all module windows are closed. Then the login window will open. 13 Operation at the main screen NOTE Depending on your authority level, the menus and modules displayed varies. Therefore, not all menus and modules may be displayed on the screen. ■ Menu bar list File Tools Time Setting Logout Exit Read Message Send Message Change Password List of Operator Operator’s Authority Level POS Server Log Report Operator List Report Help Help About Allows you to setup the date and time of the POS server. Allows you to log-out. Allows you to exit the POS server. Allows you to read message for yourself. Allows you to send messages to clerks operating POS servers and operators of the POS server. Allows you to change your password. Allows you to view or edit operators data including authority level. For administrators and managers only. This command is for your dealer only. Allows you to view or print a POS server log report. Allows you to view or print an operator list report. For administrators and managers only. Opens the help window. Opens the “About” window where copyright of the UP-X300 and program version for each module are indicated. ■ Module list Modules which equals your authority level are displayed in the module list window. Therefore, not all of the modules shown in this manual are displayed. When you first open the main screen after an log-in operation, the main modules only are displayed. Please overview the list below to find what you can do with the Back Office. Main modules Store Management Data Control 14 Modules Open Store Close Store End of Day Backup (ALL) Restore (ALL) Program Backup Program Restore Upload Data from Terminal Regenerate Terminal DB Main modules POS Programming* Key Programming Floor Management POS Device Programming Sales Reports* Modules System Setting Groups Departments Products Recipe Function Payment Employee Others Customer Report Formats POS Program Reports Free Key Layout Area Layout Screen Relationship Macro Key PLU Menu Key Condiment Key Appearance Table Pop Up Window Compulsory Cash Keypad Key Program Reports Floor Plan Change Section Plan Change Table Attribute Table Reservation Table Verification Floor Management Reports Device Programming Printer Definition Printer Layout Scale Check Print Format Logo text POS Device Reports Sales Customer Historical Report Electronic Journal Report Media Employee * POS Programming and Sales Reports have other two subsequent modules. The details of the modules are described in each chapter. 15 ■ Reading messages In case there is a message for you, the following window may automatically open. To read the message, click [Open]. The message window will open. To close the window, click [Cancel]. To print the message, click [Print]. To delete the message, click [Delete]. NOTE When you select Read Message from Tool menu, you can open the message window. 16 ■ Sending messages to clerks You can send messages to clerks who operate POS servers and operators of the POS server. Select Send Message form Tool menu, the following window will open. Click the target clerks and/or operators, and enter message for them. Click [OK] to send the messages. NOTE When a message buffer for a clerk/operator is full, buffer full error will occur. 17 ■ Changing your password It is recommended to change your password regularly. To change your password, select Change Password from Tool menu. The following window will open. Enter your old and new passwords, and new password again to confirm your new password, then click [OK]. Please note all characters you enter may be displayed using asterisks to prevent them from being read by others. NOTE The password is fixed to the entry of 8 digits. 18 ■ Viewing/editing list of operators Selecting List of Operator from Tool menu allows you to view and edit the list of operators of the Back Office. You can view or edit the operator ID, Operator’s authority level and password of the selected operator. For editing them, you should have a higher level of authority. To edit, select a target operator, and click [EDIT]. To add new operator, click [NEW]. The following window will open. Edit necessary parameters. To delete an operator, select a target operator, and click [DELETE]. The confirmation window will open. Select [YES] to delete. To cancel, select [NO]. To view or print the list, select [View] or [Print]. To close the window, select [OK]. In case you made any change, the confirmation window will open. To save the change, select [YES]. 19 ■ Printing/Displaying a POS server log report or a operator list report Selecting POS Server Log Report or Operator List Report from Tool menu allows you to view or print each report. To view a report, select [View], and to print, select [Print]. For more information about viewing/printing, please refer to “Viewing/Printing programming settings” section. 20 ■ Editing date and time Selecting Time Setting from File menu allows you to edit date and time. When you select the command, the following window will open. Click the target date, or edit the time. Then click [OK]. To cancel, click [CANCEL]. 21 3 Store Management ■ Module list Store Management Open Store Close Store End of Day Open Store When the open store operation is performed at the POS server, the POS system is opened and the registration function becomes available at all the POS terminals in the POS system. To execute an open store operation, select Open Store from Store Management. The following window will open. To execute, select [YES]. To cancel, select [NO]. Close Store When the close store operation is performed at the POS server, the POS system is closed and the registration function becomes unavailable at all the POS terminals in the POS system. It should be noted that for the close store operation, all the POS terminals must be in their SIGN-OFF state. After this operation, the communications between the POS server and POS terminals which have been enabled with the open store operation are disabled. The POS server, however, can download preset data and reset the sales data at POS terminals. In the close store state, operation at POS terminals are invalid. To execute an close store operation, select Close Store from Store Management. The following window will open. To execute, select [YES]. To cancel, select [NO]. 22 End of Day The end of day function allows you to compile information from the day and direct the information to the various report files, such as daily, weekly and monthly reports. There are three types of end of day function: • Daily end of day • Periodic 1 end of day • Periodic 2 end of day Those operation can be executed automatically by programming. To execute manually, select End of Day from Store Management. The following window will open. Check the target functions, and click [OK]. To cancel, click [CANCEL]. NOTE If any open tables(checks) exist on a terminal, the following window will appear. To cancel the execution, select Abort End of Day. To wait the execution until the open tables are closed, select Waiting to execute End of Day. Your machine goes into the waiting mode. To continue to execute End of Day, select Force to execute End of Day. 23 4 Data Control ■ Module list Data Control Backup (ALL) Restore (ALL) Program Backup Program Restore Upload Data from Terminal Regenerate Terminal DB Backup (ALL) The Backup (ALL) operation saves all of the Back Office database and terminal database on the Back Office in CSV files. Select Backup from Data Control, the backup window will open. Enter a desired backup filename. (Default file name: yyyymmdd_hhmm