asi point of sale 6.0 startup guide anand systems inc. · 2020-03-30 · asi point of sale 6.0...

ASI Point Of Sale 6.0 Startup Guide.

ASI Point Of Sale 6.0 | © Anand Systems Inc 2008-2010

ASI POINT OF SALE 6.0

STARTUP GUIDE

Anand Systems Inc.

35 East 10th Street, Suite F, Tracy, CA, 95376, USA

Phone: 1-800-431-4786 Sales Extension 1, Support Extension 2

Fax: 1-800-431-4919

Email: [email protected], [email protected]

Web: http://www.AnandSystems.com

mailto:[email protected]

mailto:[email protected]

http://www.anandsystems.com/



TABLE OF CONTENTS

Sr. No. Description Page No. 1. Installation Wizard 4 2. Configuration Wizard. 13

3.

Property Menu. 1) Property Information 2) Backup Database 3) Restore Database 4) Change User 5) Change Password 6) Settings 7) Set Printer 8) PMS Settings

26 27 28 29 30 31 32 33

4.

Master Menu. 1) Department 2) Point Of Sale 3) Server 4) Unit 5) Item Modifier 6) Customer Master 7) Payment Type 8) Currency Exchange Rate 9) Desk User Category 10) Desk User Category Privilege 11) Desk User 12) Creditor 13) Supplier 14) Currency Denomination

34 35 36 37 38 39 40 41 42 43 44 45 46 47

5.

Item Master Menu. 1) Item Group 2) Item Assignment 3) Item Master 4) Item Rate And Tax

48 49 52 53

6.

Table/Room Menu. 1) Table 2) Table Amenities 3) Table Assignment 4) Room 5) Room Assignment 6) Network Lock

55 56 57 59 60 61

7.

Transaction Menu. 1) Kitchen Order Ticket (KOT) 2) Sales 3) Purchase 4) Voucher 5) Adjustment 6) Manage Transactions

62 63 64 65 66



i) Undo Transactions ii) Redo Transactions

67 68

8.

Expense Management Menu. 1) Account Receivable Categories 2) Account Payable Categories 3) Account Receivable 4) Account Payable 5) Commission Rule

69 70 71 72 73



ASI Point Of Sale INSTALLATION WIZARD

Execute the setup from CD or download. Upon starting the setup, you will see the fol-

lowing security warning. Publisher will be displayed as Anand Systems Inc. Please Click

on Run button to initiate the setup process.



The Setup wizard will start executing. The following welcome screen will appear.

Click on Next button.



The license agreement will be displayed in this wizard page. Please read the full text of

license agreement by scrolling down in the text area. Once you have read through the

license, please click on the ‘I accept the agreement.’ Finally click on Next button.



The software can be installed on one computer or several computers in a local area

network. Select the setup type on this screen depending upon your requirement.

Select setup type Standalone Installation and click on Next button. If you wish to install

in a network environment, select appropriate role of the computer, i.e., Sever Installa-

tion or Client Installation and click on Next button. You may call ASI Technical Support

for further guidance on network installation.

After selecting the installation type, you will see the below given message confirming

you with the last time for the installation type you selected. To continue with the setup

further, click on ‘Yes.’



On this form, select where you wish to install software.

It is recommended that you keep the default setting and click on Next button.



To place program shortcuts, keep the default settings on this screen.

Click Next to continue.



On this screen, the setup program will scan your computer and determine which addi-

tional components will be required to be installed prior to installing ASI Point of Sale.

Some of the components required to run the software correctly will be downloaded and

installed once you click on the Install button. After you click on Install button, the setup

will download and install other components such as MS SQL Express and Crystal Re-

ports run time modules. This process will take several minutes depending upon your

Internet speed. The progress will be shown on the screen.

Note: If you do not have internet connection or your internet connection is not good,

please click on Cancel to cancel this installation and run full setup from the CD provided

by ASI.



After successful installation you will see the following screen. Click on Finish to com-

plete the installation. Next step would be to configure your property so that you can

create and configure your departments, centres, taxes and so on.



ASI Point Of Sale – CONFIGURATION WIZARD

After the successful installation of the ASI Point of Sale, you can find this shortcut for the same placed on the desktop.

Double clicking on it will redirect you to the Configuration wizard if open-ing for the first time..

The following welcome screen will appear when you open the ASI POS for the first time

.

Please read the above text and click on the Next button to continue.



The fields on this form are for how you would like the fields to be displayed. For exam-

ple, in the USA each state is called “State” while in Canada they are called “Province”. So

for Canada, you would want to replace default value of State to Province. Please click on

NEXT button once you are done with making all changes.

Note:

1) The Country selected here, once configured, cannot be changed at a later stage. And

the base currency for the Multi-Currency feature depends upon this setting. The curren-

cy as displayed above becomes the base currency which depends upon the Country se-

lection.

2) You will enter several values within the steps of this Wizard. If you are not sure about

certain values, don’t worry. You will be able to change these values any time after com-

pletion of this Wizard. All configuration settings can be changed as many times and any

time.



On this form, please add all property related information requested. Please note that all

information entered here will be displayed on reports and notifications to your guests

and vendors.

You can also add a logo for your property. This logo will be printed on folios and re-

ports.

Please click on NEXT button once you are done making changes to this form.



Here you need to create the departments prevailing at your POS station.

Click on the Next >> button to continue.



In this form, you will specify all the departments present at your place such as the Res-

taurant, Bar, Gift Shop etc..

Please click on NEXT button once you are done adding up the departments.



Here you need to assign the centre’s to the respective departments.

Please click on NEXT button once you are done assigning the centre’s to their depart-

ments..



Here, you will select a date from which you want to start the POS activities at your place.

Please click on NEXT button once you are done making changes to this form.



By default we give you the standard Units in the list here. But incase you need to add

your own Units, you can as shown above.

Please click on NEXT once you are done adding up the Units.



You will create all the Item groups here.

Please click on NEXT button once you are done adding up all the item groups.



Incase of a Restaurant operation, you will create the tables here in the above form.

Please click on NEXT button once you are done adding them.



Now here you will assign the created tables to the respective POS centers.




Here you will enter the names of the Waiter/Waitress.




Click on the FINISH button to end up with the Configuration part.



PROPERTY INFORMATION

This form, wherein you can fill out your property/hotel/motel/restaurant information

opens up when you click on the Property Information in the Property Menu.

The information filled up here gets displayed on the Reports and also on the Receipts

printed.

You can add up your property logo as well which gets displayed over all the reports.

POS%20Documentation/PI.jpg



BACKUP DATABASE

Clicking on the ‘Backup’ button will start the backup process and will make a backup file on the specified location.

NOTE:

Please check the following conditions for the database backup to complete itself suc-cessfully:

1) The path specified should be a location which exists. If using a removable media for the backup purposes please make sure that the media is not removed and if removed please be sure to change the backup path accordingly.

2) Please make sure that the backup disk or the Windows user has the permission to access the specified location.



RESTORE DATABASE

Clicking on the ‘Restore’ button will start the Backup Restoration process and will make the software go back to the state it was on the specified date when the backup was made.

NOTE:

Please check the following conditions for the restoration backup to complete itself suc-cessfully:

1) The path specified should be a location which exists. If used a removable media for the backup purposes please make sure that the media is plugged in.

2) Please make sure that the backup disk or the Windows user has the permission to

access the specified location.



CHANGE USER

One of the important features of the software is to let change the desk clerk at any time

while the application is running, instead of closing the application and logging in once

again. Normally this is done during change in shift.

Once the desk clerk is changed all the transaction carried out are stored under his name.

As the desk clerk is changed, the change is reflected in the ASI Point Of Sales main

screen itself where Desk Clerk name changes.



CHANGE PASSWORD

This lets the currently logged in user to change the password himself without taking the

help from the Admin user.

Once you click on ‘OK’ you get to see the below displayed message intimating you for the

successful password change.



SETTINGS

It offers you one stop settings to be made regarding the display, vouchers, stock restric-

tions, day-end report printing, credit card swipe-display & user settings.



SET PRINTER

The KOT printer is to be set from displayed list of installed printer on the machine to

have a printout as and when the KOT is to be printed. Only one printer can be selected

as the KOT printer. And the number of copies to be printed can be set with it. The prin-

ter can be set Item Group wise.

Likewise, the Receipt printer also can be set from the list of installed & available prin-

ters. But this cannot be set Item Group wise.

Secondly, if no printer is desired to be set, the checkmark can be removed.



PMS SETTING

The POS bills can be directly

ed to the guest folio if the guest is

an In-House guest. To be able to

use this feature, it has to be linked

to the ASI FrontDesk 6.0. This

provides a backward compatibili-

ty with the ASI FrontDesk 5.3 as

well, but the feature is Under-

construction at the moment.

Connection requires the Admin

permission and the Server set-

tings. can

appear only if the Database Serv-

er for both the ASI FrontDesk &

ASI Point Of Sale are the same (i.e.

on the same machine).

Each POS Centre is to be linked

with one Other Charge of the ASI

FrontDesk such that while the bill

is posted, it can be easily identi-

fied from which POS Centre it has

been posted.

Unless and until you link all the

POS Centers with one of the Other

Charges, you cannot exit this

form.

This requires Admin level privi-

leges as well as while making the

connection, Admin has to confirm

the step by entering in his pass-

word.



DEPARTMENT

You need to define the Departments so that you can classify the POS Centers under

these departments which will make your task easy while making sales and adjustments

of items. You have to classify the POS Centers under the respective Department they fall

under.

By default, only the Admin or the user with admin privileges can perform this operation.

Note:

i) The Departments once used (i.e. after assigning a POS Center under any Department,

if any transaction is made under that POS Centre) cannot be deleted.

ii) It is not mandatory to add all the Departments at once. They can be added as and

when required.



POINT OF SALE

After defining the Departments, the POS Centers are to be defined. POS Centers are basi-

cally the outlets at which the sales are made.

Likewise the Departments, the same rules apply to the POS Centers as well.

i) The POS Centers once used (i.e. after creating a POS Center, if any transaction is

made under that POS Centre) cannot be deleted.

ii) It is not mandatory to add all the POS Centers at once. They can be added as and

when required.




SERVER / WAITER

Herein, you can list out all the waiters/servers serving for the organization. The servers

added can be restricted to the usage of only to the intended POS Center.

The Server details can be added while making a Sales bill, which is not compulsory but if

added, a report could be obtained describing the number of orders accomplished.



UNIT

Herein, you can list out all the possible combinations of the weighing units a single item

(s) can be entailed with. This is the master entry for all the units to be done in common

for all the items of all the POS Centers.



ITEM MODIFIER



CUSTOMER MASTER



PAYMENT TYPE

This is the master Entry for entering in all the possible types of payments (i.e. modes of

payment) accepted by the organization.

The payment types entered here are displayed wherever the payment is to be added.

A report on the basis of the collection made by the above payment type can be referred.



CURRENCY EXCHANGE RATE

This feature enables you to accept the payment from the guests in more than one cur-

rency. The base currency is decided upon the Country selection during the configuration

and appears in red color as shown above. Once set, it cannot be changed at a later stage.



DESK USER CATEGORY

The intended users can be classified under different categories. Hence they are to be de-

fined here. The privileges to be assigned to these categories can be done right here by

clicking on the button.


Also neither any of the users can the users marked as Admin users.

You can have access to this module only if you’re privileged to.



DESK USER CATEGORY PRIVILEGE

The intended users can be classified under different categories. And these categories

then can be assigned a specific set of roles. Further while creating the Desk Users, they

can be assigned with a predefined category as created and listed above, which will grant

them with the privileges underlying in the category selected.

This will leave you rest assured by marking the Desk User with just the category to

which he belongs to, rather than selecting each role individually each time while creat-

ing a new Desk User.




DESK USER

This lets you create the operator(s) who are to run the software. The Users which no

longer exist can be deleted or changes if any are to be made to their names, passwords,

POS Centers accessibility, roles and report privileges can be done from here. Remember

that only the Admin can create new desk clerk and neither of the desk clerk can create

new one irrespective of the user type.




CREDITOR

One of the important features of the software is to allow a Creditor. Herein, the guest need not pay the amount instantly; instead the corporation he belongs to pays on his behalf at one time. Normally, the Creditors are created for the corporations.

The corporation is offered a specific credit limit and seen that the credit limit doesn’t exceed the limit specified. It provides financial convenience to the corporations and they can pay the due amount at a time through credit cards or cheques.

You have to create an account here and store the credit limit before applying it to the guest. The dues are added to the account as and when a guest belonging to the corpora-tion is billed so that they can conveniently pay the amount due at one time. The corpora-tion can clear the dues at specific intervals; say for example on monthly basis.

Note: This feature can be used only if the PMS settings do not exist. If the PMS setting exists this feature is grayed out and the POS list outs all the Creditors that are created in the ASI FrontDesk.




SUPPLIER

Inorder to maintain the supplier database, you can add up the details of the supplier(s)

from whom the purchase(s) are made. Once added, purchase records can be added and

maintained in a proper manner.

Depending upon these details and the purchase orders records, similar reports can be

obtained.



CURRENCY DENOMINATION



ITEM GROUP

The items created may

& can fall under vari-

ous different catego-

ries, for which it is best

to categorize them un-

der the group they fall

in to. The item groups

under which the items

can possibly be

grouped are to be

created.

This can be done whilst the Configuration Wizard runs for the first time or later depend-

ing upon the need. Item Groups can be given special effects as denoting them with dif-

ferent colors and images too can be put up. This helps in easily identifying the Item

Groups and to use them conveniently in the Touch Screen module as displayed below.

Note: The Item Groups created, if once used, (if any sales transaction(s) are made on the

items classified under the item groups), cannot be deleted.



ITEM MASTER

The total salable items which may exist or any item which might be used as an ingre-

dient in the recipe or any item for which a purchase record needs to be maintained for

any POS Center are to be added up in here. Click on Add to enter in a new item and the

form as given below is dis-



played.

Item type here refers to select Purchase (if purchase records are to be maintained for),

Sales (if the item is salable) and Ingredient (if the item is to be used as an ingredient in a

Recipe).

Click on the empty box to add an image for the item to be created.

Decide upon the item availability at the POS Centers. If the item is sold at more than one

POS Center, take a note of the Department name of the POS Center and then, select the

applicable departments. And hence, the item will be available in all the linked POS Cen-

ters to the Department(s) selected above.

Be careful while the Base Unit for the Item is to be added, as the Base Unit once set can-

not be changed at a later stage. If any conversion ratio on the unit is to be made, the

primary measurement unit will always remain the one specified at the time of item cre-

ation. The conversion units can be defined by clicking on the More link.



As and when the item is sold, the stock of the item is deducted automatically by the

quantity of the item sold, if the ‘Maintain Stock’ feature is checked.

Settings relating to block/unblock the sales at no stock availability can be set according-

ly.



ITEM ASSIGNMENT

After having created the Items and their respective Item Groups, the next step is to as-sign them under the category they fall in to.

Select the POS Center to work in, which will inturn list out all the un-assigned items for that particular POS Center. Select the items to be assigned to the selected Item Group on the right as shown in the image given below:

The Item Group, if not yet created, can be done right away while assigning the items by clicking on the ‘Add’ button as highlighted below. So, if you missed out any Item Group

to be created, it’s just a click

away whilst

you as-sign the

items. Items

can be as-

signed indivi-dually

or in bulk.



ITEM RATE & TAX

Each item created in the POS can be assigned five different rates and one of them can be set as the default rate to be applicable for the item when to be sold. The rates can be set for each single unit.

Here, as shown, the pricing definition depends upon the selection of the POS Center and the Item Group in that POS Center. The Item can be set with a default selling unit, if there exists multiple units for one single item. The Rates can also be named as shown in the image above, ‘Regular’, ‘Disc.’, ‘Compli.’, etc. instead of ‘Rate1’, ‘Rate2’, ‘Rate3’.

Also, the rates can be put in with Inclusive Tax, and the tax rates can be defined from the ‘Tax’ tab as the second column as shown in the following image:




Here, as shown below, the tax definition depends upon the selection of the POS Center and the Item Group in that POS Center. By doing so, it lists out all the items under the POS Center & Item Group selected. The items can be selected in Bulk if the same taxes apply to all or can be set individually if not.

Unlike the pricing structure, the taxes can be set to a specific percentage value or they can be set to a flat amount from the list box. Here too, you can set up to 5 different taxes which can apply to the Item.

Likewise the rates, taxes too can be named

The ‘Setting’ tab lets you set the default Rate for each/all items for the selected POS Cen-ter. The Rate marked as default is/are shown in blue color.




TABLE

This is an important feature of the software which lets you manage your table opera-tions virtually. All the real time operations can be made on the tables in here. Making KOT(s), Sales Bills, Block/Unblock tables etc.. The tables can also be set with the status like ‘Vacant’, ‘Occupied’, ‘Dirty’ or ‘Block’ whichever as and when applicable. These sta-tus are marked with different colors which makes it easy for the operator to identity the table status for each.

The tables are to be created in the similar way to that of the Item Master. This is the master entry for the tables of all the POS Centers. The above image shows how to add up a table. Similarly, tables can be edited too. To delete tables, make sure that no transac-tions are made on it. If made, the table however cannot be deleted. If you still wish to delete it, you need to delete all the transactions made on the table.

After creation, the tables are then to be assigned to POS Centers they belong to.

The image displays a table ‘R3’ in an ‘Occupied’ state with the time since its occupied and the balance due for it.

Clicking on an ‘Occupied’ table pops up a selection for you to choose

from the two as shown. Is selected ‘New KOT’, opens up a new KOT form for that table. While for if selected the ‘Sale’, opens up a ‘Sales’ bill form, wherein you can combine all open KOT(s) for the table in to one Sales bill or can create individual bills for each KOT.



TABLE AMENITIES

You can create all the table amenities which you provide on the tables, say for example –

A Flower vas, can be added up here.

After creating all of the amenities, they can be assigned to the table as illustrated below:



TABLE ASSIGNMENT

After having created the Tables, the next step is to assign them under the POS Centers they belong to.

Whilst assigning the tables to their respective POS Centers, they can be given a specific shape, define the seating capacity of the table and assign a waiter/server along with it.



Switch the view to ‘Table View’ to visualize the tables created. Select the ‘Design Mode’ to change the shape, position and customize the display settings of the table.

Select the POS Center to work in, select the ‘Table View’ as the working mode, which will inturn list out all the assigned tables for the POS Center. Click on any table to start off making a KOT for it.



ROOM

This is an important feature of the software which lets you manage your room opera-tions virtually. If in case you ain’t using any PMS software to post the guest bills to their folios, you can create virtual rooms to manage these real time room operations. Making KOT(s), Sales Bills etc. are the operations that can be made on the Rooms.

The Room management is quite similar to that of the Table Management. This is the master entry for all the Rooms which are to be used in all the POS Centers. The above image shows how to add up a Room. Similarly, Rooms can be edited too.

To delete Rooms, make sure that no transactions are made on it. If made, the Room however cannot be deleted. If you still wish to delete it, you need to delete all the trans-actions made on the Room.

After creation, the Rooms are then to be assigned to the POS Centers they belong to.




ROOM ASSIGNMENT

After having created the Items and their respective Item Groups, the next step is to as-sign them under the category they fall in to.

Select the POS Center to work in, which will inturn list out all the un-assigned items for that particular POS Center. Select the items to be assigned to the selected Item Group on the right as shown in the image given below:



NETWORK LOCK



KITCHEN ORDER TICKET (KOT)

When the guest places an order, the waiter notes down the order and forwards it to the captain. The captain prepares what is known as Kitchen Order Tickets (KOT) using the order, which is forwarded to the Kitchen, Billing division and retains one copy with him for future references.

KOT can be made either on table, for a Creditor or for a Room. By default it takes it to be on a table. As you select the Room or the Creditor, you get to see the list of all the virtual rooms and the creditors in the list. Based upon the present working POS Centre, you can select the Items from the available Item Groups and can make a KOT.

Once after a KOT is made, any addition or deletion can be done. Multiple KOT(s) can be made on a single table or for the Creditor. And they collectively can be billed as on single Sales Bill.



SALES

KOT(s) made on several different tables can be combined in to one single Sales Bill by

selecting the ‘Multiple Table’ which opens up the displayed form to select the tables for which there remains open KOT(s).

The table list displayed besides has open KOT(s) on them.

These all either can be either combined in to one single Sales Bill or individual Sales bill for each can be made.

To enter in the payment details for the Sales bill, click on ‘Amt. Paid’ and log in the payment details. The payment can be en-tered as anyone of the payment types avail-able or it can be posted to the guest folio in the ASI FrontDesk or can be credited to any of the available Creditors.

Once after a Sales Bill is made, any addition or deletion can be done only if you’re privi-leged to.



PURCHASE

All the purchase records if wished or intended to maintain in the software, can be done from here. The supplier details come from the Supplier database. They can be entered in right away from here if you missed out entering them before.



VOUCHER

This is used to enter in any inter-departmental transfers which take place or to issue any Voucher.



ADJUSTMENT

You can deliberately make adjustments to the item stock if required. Normally this is used to edit the stock levels of the purchasable items unlike salable items as their stock level is not updated implicitly as soon as it is sold.



MANAGE TRANSACTION

1. UNDO TRANSACTION

You can delete any transaction on a permanent basis from Undo transaction.

Undo transaction works only for the Sales bills. The KOT(s) cannot be Undone.

1. The guest should not belong to any Creditors, if the PMS Settings are not set.

2. The guest bills shouldn’t be posted to the guest folio in the ASI FrontDesk, if the PMS Settings are set.

If the above given conditions are satisfied, only then you can Undo a transaction.

It opens up a listing for the transactions who meet the above conditions as shown be-low:

The Undo Transaction is solely based on the transaction date. The above list displayed for the guests is also based upon the check-in date of the guest. If you need to Undo a transaction, you need to either search it by its transaction date or by the combination of the Month & Year, as displayed above. The list displays the search results for the trans-actions made on the 1st of April.

You need to select the transaction and hit the Undo button, which will Undo the infor-mation. You can have access to this module only if you’re privileged to.



1. REDO TRANSACTION

Once a transaction is Undone, it can be recalled again in the software from the Redo Transaction.

This is how we can get transaction back in system by REDO transaction.




ACCOUNT RECEIVABLE CATEGORIES

he software lets you to keep track of all the payments that you have received. You have to define the categories under which you can log in like received payments. The catego-ries definition enables you to easily manage the accounts receivable.



ACCOUNT PAYABLE CATEGORIES

You cannot simply store the expenses incurred. You have to distinguish the category in which the expense incurred so that you can easily interpret the expenses incurred in the future. Therefore you have to create the category to store the expenses incurred under that category.



ACCOUNT RECEIVABLE

The software lets you to keep track of all the payments that you have received. You can log in the received payments category wise. If you do not find the category under which you desire to store, please define the category from the ‘Accounts Receivable Catego-ries’. The categories definition enables you to easily manage the accounts receivable.

The above image illustrates on adding up the extra incomes, editing & deleting them if required.




ACCOUNT PAYABLE

The software apart from maintaining the sales transactions enables you to keep track of

the expenses incurred in the hotel. You can categorize the expense incurred and store

its details. Therefore the management of expenses becomes simple and easy.

The above image illustrates on adding up the extra expenses, editing & deleting them if

required.




COMMISSION RULE

asi point of sale 6.0 startup guide anand systems inc. · 2020-03-30 · asi point of sale 6.0...

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