Back of House

Adding Users

Follow these steps to add back of house users:

1. Click Add

   You can also click Add New User from the front page Quick Links

2. Enter the following user details, First Name | Middle Initial (optional) | Last Name | Description (optional)

3. Select the User Position

4. Select the Role Type

   • Front of House - will continue the setup for just front of house (point of sale terminal users only)

   • Back of House - will continue the setup for just back of house

   • Both - will continue the setup for both role types

   

   In this example, Both is selected. As you continue through the step by step wizard, you will be prompted to enter information for both role types. If only one role type is selected, the wizard will display only the steps relevant to that role

5. Click Next

6. Select the required Back of House Roles

   

   Depending on how roles are configured in your setup, a user can be assigned one or more roles

7. Click Next

8. Enter the back of house login details

   • Username (update as required) - taken from the first name entered 

   • New Password

   • Repeat Password

   Passwords must following configured password policy, more information can be found by clicking 'Show password policy rules'

   Zonal recommends always setting an initial password and then requiring the user to change / set their own password on login keeping the change password setting enabled

   

9. Click Next

10. Select the required Front of House Roles

    

11. Click Next

12. Enter the front of house login details

    • Username (update as required) - taken from the first name entered and is displayed on the point of sale and printed materials

    • ESL - Identification of a Dallas Key or Card Swipe

      • Attach a Dallas Key to the reader | click Read

    • New PIN

      4 digit PIN numbers are used to login to point of sale terminals, iServe, selected PIN Pads

    • Repeat New PIN

      Either a ESL or PIN number is required before being able to finish the setup

13. Click Finish

14. From the User Details screen the following updates can be made

    • Change the Pay Scheme for assigned Back of House Roles

    • Change the Pay Rate if roles are configured for site overrides | click Pay Rates and set as required

      

    • Change the Default Terminal Role (if more than one back of house role was assigned)

    • Change other settings across User Details (or other tabs included within the setup)

     

15. Click Save

Editing Users

Follow these steps to edit users:

1. From the User List make a selection

   • Select an existing user

   • Enter a search filter

   • Click Edit Filter | make a selection | click Save

     • User Position

     • Role Assigned

     • User Type

     • Status

       

2. Update any User Details or other settings as required

3. Click Save

Terminating Users

Back of House Users

Follow these steps to terminate a back of house user:

1. From the User List make a selection

   For help in making a selection review the Editing Users section above

2. Click Terminate

3. Select Yes to confirm the termination

4. Select the required termination information

   • Type

   • Date

   • Code

   • Notes

     

5. Click Save

Front of House Users

Follow these steps to terminate a front of house user:

1. From the User List make a selection

   For help in making a selection review the Editing Users section above

2. Click Terminate

3. Confirm the Terminate User option by selecting Yes

   If the employee is still clocked in you will be prevented from terminating the employee and any activate accounts must be closed or transferred and a clock out completed

   

4. Select the required termination information

   • Type

   • Date

   • Code

   • Notes

5. Click Save

Reinstating Users

When a user has been terminated it is possible to reinstate them either to correct a mistake or where someone has returned to the business.

Follow these steps to reinstate a user:

1. Click Edit Filter

2. Select Employment Status Terminated | make a other selections as required | click Save

3. Click Reinstate User

4. Select the required reinstate information

   • Reinstatement Date

   • Reinstatement Code

   • Notes

   

5. Click Next

6. Reconfirm User Details

7. Reconfirm Roles for both Back / Front of House (as they were previously set)

8. Enter any Login Details

9. Click Finish

Bookings Reports

The following reports are available for bookings:

• Bookings Due

• Bookings Audit

• Bookings Redeemed without Equivalent Sales Value

• Booking Site Summary

• Bookings Transaction

• Completed Bookings

• Forfeit Bookings

• Outstanding Bookings

• Overdue Bookings

Bookings Due

Summary of bookings due by date range.

Bookings Audit

Summary of all bookings actions by date range.

Bookings Redeemed without Equivalent Sales Value

List of redeemed bookings where no sales exist, with option to drill through to audit transaction report and view receipt.

Booking Site Summary

Summary of status by date range, value and quantity.

Bookings Transaction

Transaction views of bookings received, redeemed and forfeited by date range.

Completed Bookings

List of completed bookings over by date range.

Forfeit Bookings

Summary list of all bookings forfeited by date range.

Outstanding Bookings

Summary list of all outstanding bookings by date range.

Overdue Bookings

Summary list of all overdue bookings by due date.

Adding Accounts

Follow these steps to add accounts:

1. Click Add

2. Enter the Account Name and Description (optional)

3. Select the Account Class

4. Set the required Credit Limit

   The credit limit is automatically populated based on the account class setting. It can be reduced if required, but it cannot be increased beyond the class limit

5. Set the following other options

   • Account Reference (only displayed if enabled for the site)

   • Allow Marketing Information (not require / redundant setting)

   • External Reference

   

6. Click Next

7. Enter any required Billing Details (Address Line 1 and Postcode are mandatory fields)

   Billing details will be displayed on invoices and statements

   

8. Either click Finish to complete the setup or to add Contacts click Next

   

9. Click Add | enter the required Contact Details | click OK

   

10. Click Finish

Adding Accounts with Start / End Dates

If an account class is configured with start and end dates, additional options are displayed when creating an account. These date and time bound accounts are particularly useful for one off events or functions, as they are manually closed once payment has been taken and are no longer required. The end date and time also prevent any further charges being added beyond the specified period.

Follow these steps to add accounts with start / end dates:

1. Click Add

2. Enter the Account Name and Description (optional)

3. Select the Account Class

4. Set the required Credit Limit

   If selecting a class that is configured with start and end dates this will be automatically populated on to the account details setup

5. Set the following other options

   • Account Reference (only displayed if enabled for the site)

   • Allow Marketing Information (not require / redundant setting)

   • External Reference

   • Start Date - set the start date of the account

   • End Date - set the end date of the account

   • End Time - set the end time of the account

     Once the end date and time has been reach it will not be possible for point of sale operators to charge any further amounts to the account, if this is required the time or date should be extended

     

6. Click Next | continue the setup of the account

Other Account Options

Swipe Cards

If enabled, swipe cards can be linked to an account, allowing the card to be used at the point of sale terminal to quickly locate and charge the correct account.

Follow these steps to assign swipe cards to accounts:

1. Select the Account

2. Click Swipe Cards | click Add

   

3. Click Add

4. Enter the Card Holder Name and Card Number

   If the card number runs on track 2 enable this setting and add the card number to the track 2 card number

   

5. Click OK | and click Close on the Card List

Accounts on Hold

Accounts may automatically be put on hold if their balance is not paid within the expected time period, this prevents additional charges being made to the account when outstanding balances are due.

• An account will be put on hold automatically if there is an over due balance

• An account can be unheld for additional charges to be made to the account, this will remain only unheld (by deselecting the check box) until the configured system business date change, if this was set to 03:00 then after that time the account will be return back to being on hold

• An account can be put on to hold manually be selecting

  • Selecting On Hold

  • Clicking Save

Account Details - Status

When there is account activity this is displayed within the 'Account Status' section.

• Next Statement Due Date - based on the rules configured on the Account Class will determine when statements are due

• Current Balance - the balance of the account

• Status Chart of values

  • Red - Overdue

  • Orange - Settlements Due to Today

  • Green - Settlements Not Yet Due

  • Blue - Still to be Invoiced

    When an invoice has been issued this will move to green, 'settlements not yet due'

    

Closing Accounts

Accounts that have account classes that enable start / end dates can be closed to remove them from the open accounts list.

Follow these steps to close accounts:

1. Select an Account

2. Click Close

3. Click Yes to confirm the account closure

Matching Settlements

When a settlement has been on the point of sale to an account that requires matching will be automatically displayed in the match settlements screen with the views selected of Unmatched and Partially Matched.

1. Settlements List by Account

2. Filters

3. Unmatched Charges for a Selected Account

4. Matched Charge for Selected Account

   • When an unmatched charge is selected and matched it will move into this section

5. Written Off Charges

   • When an unmatched charge is selected and written off it will move into this section

Follow these steps to match a settlement:

1. Select the Unmatched Settlement from the Match Settlements list

   There could be multiple settlement values showing per account

2. Select the required Unmatched Charges for the account

   • Clicking a row

   • Shift+Click to select multiple rows

     A settlement can be matched to multiple charges either in bulk or individually

3. Click Match or Drag & Drop the charges into the Matched Section

   The selected charges will move into the matched section, if a mistake has been made using the Umatch option will move the charge back to the unmatched section

   

4. Click Save

Additional Information

Settlement values might not always match those of the charges for an account, in this case partial matching can occur where a charge is either fully matched leaving an outstanding settlement value or the opposite where the settlement was not enough to cover the full charge amount.

Write Off Charges

During matching charges can be written off either because:

• The outstanding balance will not be paid

• The settled amount is not enough to cover the remaining amount due

Follow these steps to write off charges:

1. Select the Unmatched Settlement from the Match Settlements list or select the filter Fully Matched

2. Select an Unmatched Charge

3. Select the required Write Off option

   • Write Off Whole Charge - the full charge will move to the write off section

   • Write Off Part Charge - enter the amount to be written Off

4. Click Save

Issuing Invoices

When a charge has been made from the point of sale to the account it will automatically show on the 'Things to Do List' with accounts that have uninvoiced charges

There are several options to issuing invoices:

Option 1

1. Click the Information Message within the Things to Do List

2. Select the Account with values in the 'To be Invoiced' column

   

3. Click Next

4. Select the required Postings to be printed on the invoice

   Multiple postings can be included on an invoice or alternatively separate invoices can be issued per posting

   

5. Click Next

6. Confirm to proceed by clicking Finish

7. Print or Export the Statement generated from Reports as required

   

   If there is a reference entered as part of the charging process on the point of sale this will be displayed under the invoice 'Details'

Option 2

• Select 'Issue Account Invoices' from the Quick Links on the Front Page

• Follow the same process to issue as option 1

Option 3

• Select an Account

• Click Issue Invoice

• Follow the same process as option 1, from step 4

Reprinting Invoices

Once an invoice has been issued it can be reprinted if needed.

Follow these steps to reprint an invoice:

1. Select an Account

2. Click Issue Invoice

3. Click Reprint Already Issued Invoices

4. Select the required invoices to be printed | click Next | click Finish

Issuing Statements

When a statement is due it will automatically show on 'Things to Do List' either for the current day or if statements are overdue to be issued.

There are several options to issuing statements:

Option 1

1. Click the Information Message within the Things to Do List

2. The accounts requiring statements will be preselected | click Next

3. Confirm the selected statement Start and End Dates | click Next

4. Click Finish

Option 2

• Select 'Issue Account Statements' from the Quick Links on the Front Page

• Follow the same process to issue as option 1

Option 3

• Select an Account

• Click Issue Statement

• Follow the same process as option 1 from step 3

Performing Line Checks

Follow these steps to perform a line check:

1. Click Do a Line Check

2. Select the required Product Division | click Next

3. Apply filters or search for the required products

   

   Select the required products by setting the Selected check box

   Any products displayed in red are those that are defined as the required mandatory line check products, additional items can be added as required

4. Click Next | if required click Yes to print the Count Sheet

5. Enter the counted values for the selected items in the Line Check Audit

   

6. Click Continue

7. Review the Loss / Gain Report to verify the results for the line check

   

   This report will give an overview of any losses or gains on the this line check allowing further monitoring or additional extra checks to made as required

8. Click Close | click Yes to save the line check and exit

9. Enter any relevant Notes if required | click Done

Viewing Line Check Reports

Follow these steps to view past line check reports:

1. Click View Line Check Reports

2. Select a check from the list | click View Report

   The Loss / Gain Report will be displayed

Line Check Templates

When performing Line Checks, templates can be created and saved for future use, making it quicker and easier to select the required items by simply choosing a saved template.

Follow these steps to create a template:

1. Click Do a Line Check

2. Select the required Product Division | click Next

3. Apply filters or search for the required products

   Select the required products by setting the Selected check box

4. Click Save Selection as New Template

5. Enter a Template Name and Comment (optional)

6. Click Save Template

Using Template in a Line Check

When performing a line check follow these steps to use the template:

1. Click Copy from Template

2. Select the required Template

   

3. Click Copy Selection

   All products from the template will be selected in the product selection screen, additional products can be added or those already selected from the template can be deselected as needed

   Proceed with the line check

Managing Templates

Follow these steps to manage templates:

1. Click Manage LC Templates

2. Select an existing Template

3. Update the Name or Comment as required

   or

   Click Delete | confirm Yes to delete the template

Confirming Times

For each employee clocked in and out an entry will be populated into the verify clock times screen, each entry is required to be confirmed so that at the end of the week the payroll can be signed off ready for processing.

Follow these steps to confirm times:

1. Select the required Week to complete the clock times | click OK

2. Select the required Day tab to confirm

   All clocked times for the selected day will be displayed with the follow information

   • First  and Last Name

   • Scheduled Job - if there was a scheduled entry the job will be displayed

   • Worked Job - will display the job the employee clocked in as

   • Scheduled In / Out - the time set when creating the schedule

   • Clock In / Out - the times recorded from the employee clocking in and out of the point of sale terminal

   • Actual In / Out - times are populated from clocked times and can be either

     • Left as per the clock times

     • Updated to times that the employee will be paid, for example in some organisation these are rounded up or down to the nearest 15 minutes

   • Breaks - any breaks taken through employee break function on the point of sale will be displayed

     

3. Set the required Actual In / Out Times as required

4. Confirm the required Break Times, if this requires adjustment 'double click' the break time and Insert or Delete break times as required

5. Click Confirm check box, complete for all entries

6. Click Close

   All entries for each day must be confirmed before the payroll can be signed off

Managing Breaks

When verifying times if breaks are also recorded these will be automatically populated into the breaks section,

Other Options

Additional options can also be completed within the verify section.

• Insert - enables extra missing shifts to be added

  • Click Insert | select the Employee | select the Worked Job | enter Start and End Times | click OK

• Add Extra Payment - for an existing entry extra payments can be added

  • Select an Employee row | click Add Extra Payment | click Add | select the required options | click OK

• Delete - any employees that did not work their schedule can be removed

  • Select an Employee row | click Delete | click OK to confirm deletion