Session 2 Beginner Overview This is the Micros Simphony start up screen. You can see several things here. Probably the first thing you have noticed is the large concept logo. Then we have the large Sign in and Clock in keys near the left side on the bottom. Over to the right we have a keypad and near the top we have some information about the POS and the yellow status bar. This yellow bar is affectionately called BOB by the Micros initiated. BOB will always tell you what is going on. If you are stuck on a screen and can’t figure out the next step, BOB usually tells you what the system is requesting for you to do. For now, it says, Sign in, Enter ID Number.
REMEMBER! This is your gateway to Micros. From this screen, everything else happens. Session 3 Date and Time The date and time can be accessed from the start up screen. To show the current date and time on the POS, press on the date and time button near the bottom right under the keypad. The date and time is displayed in the center of the screen. Unfortunately this cannot be resized. EMEMBER! If you ever notice that this time or date is off by more than a few minutes, please contact your manager and let them know as soon as you can. We always want to keep the time synchronized across all of the POS systems. Session 4 Clocking In Clocking in begins your shift. You must clock in before you can sign in. Press on the Clock In and Out button at the bottom of the screen. Swipe your card through the magnetic or MAG reader on the right side of the POS screen. The POS may prompt you for the job you are performing today. Whether you are working as a server or cashier or maintenance staff, push the number indicated for your role that day and press the ENTER/YES button. REMEMBER! A time slip will print on the receipt printer with your clock in time.
You are now clocked in. Session 5 Clocking Out Clocking out either ends your shift, or begins your lunch break, depending on the selections you choose. Press on the Clock in or out button at the bottom of the screen. Swipe your card through the magnetic reader on the right side of the POS screen. The POS will prompt you, “Confirm Clock Out?” If you are sure you want to clock out. Hit the enter or yes key. The POS then will prompt you if you are taking a break. If you are taking an unpaid break, press the enter or yes key and take your break. Please keep in mind that as of May 21, 2013, the system will give you between 30 and 35 minutes to return from your lunch break. If you attempt to return early or late, the POS will prompt for a manager authorization upon clocking back in. If you are not going on break, but instead clocking out for the day, press CLEAR/NO when the POS prompts “Are you clocking out for break?” REMEMBER! A time slip will print on the receipt printer and you are now clocked out. Session 6 Updating the workstation The concept logo serves as an update function for the POS system.
It typically updates in near real time on its own,but sometimes it may be necessary to refresh the system with an update. Just push on the logo to process the update. REMEMBER! Typically updating is done first thing in the morning or under the instruction of IT. Session 7 Signing in and Signing out Signing into the POS system grants you access to all of the system functions. You must be clocked in before the POS system will allow you to sign in. Press the Sign In button and swipe your Micros card through the MAG reader. If you are allowed to work in that center, the POS will sign you in. To get back to the Sign In screen, press TRANS CANCEL from any screen. REMEMBER! Signing out is important to ensure that another one of your coworkers doesn’t accidentally begin a check under your profile. Session 8 New Check by Table Starting a new check by table is the default way to begin new checks in a table service restaurant.
Sign into the POS. If on the Functions screen, press begin check to go to the begin check screen. Press begin table to be prompted for the table number. Enter the table number and hit enter/yes to confirm. REMEMBER! More than one check can be entered per table. If we open a second check at the same table, it gets a slash with a number at the end of the table number. For example. If we are using table number 2, the first check is marked with table number 2/1. A second check begun at this table will have a table number of 2/2. Session 9 New Check by Number Starting a new check by number is the default way to begin checks in a quick service restaurant, retail shop or grab and go station. Sign into the POS. If on the Functions screen, press begin check to go to the begin check screen. Press begin check by number. The number will automatically populate and the new check will be created. You can also go directly to the food or main screen and enter a select a menu item.
This will create a new check with a new check number. REMEMBER! Creating a new check by number does not associate it with a table number. Session 10 Guest Check ID The guest check ID is an identifier added to the check information to make the check easier to find or to make giving a guest their order quicker. On the functions screen, press the button add name to check or guest check ID button. Enter the guest’s name and hit enter/yes. REMEMBER! The guest name will now show up on the guest check, the open check SLU, check detail, kitchen printers and kitchen displays. Session 11 Send/Print Checks Sending and printing checks is how table service restaurants are able to keep several different checks open at one time. Sending or printing a check is called service totaling the check. Pressing the send key will send the order to the kitchen and/or bar, but will not print a copy of the guest check at your local receipt printer. Alternatively, pressing the print button, will also send the order to the kitchen or bar, but it will also print a copy of the guest check.
REMEMBER! Both keys effectively “park” or “service total” the check so it is available on the Pickup Check or Open Check SLU. Session 12 Pickup Check SLU The Pickup Check SLU or Open Check SLU is where all parked or service totaled checks can be found. From the functions or begin check screen, press the View Open Checks button. From here I can select any of my available open checks to continue working on that check. REMEMBER! All open checks are found on this screen. Session 13 Assigning Seat Numbers Assigning a seat number to each menu item entered on the check is an effective way of managing table service. After starting a new check or picking up an existing check, pressing Seat # will initiate entries assigned to seat 1. Any items entered while seat 1 is selected will be assigned to seat 1. This information shows up in the check detail and in the kitchen output, but not on the guest checks. Pushing seat # again will increment the seat numbers by one each time it is pressed.
Alternatively I can use the numbers on the left side here to select a seat number and then push the seat number button. REMEMBER! Input every item with a seat number to make it easier for yourselves and your kitchen to sort out a table’s order. Session 14 Editing seat number assignments Using the touch edit screen for seat numbers is the easiest way to make corrections or add additional seats. After starting a new check or picking up an existing check, push Edit Seat to assign any or all menu items on the check to a seat number. Pressing new brings up additional seat numbers which can also be edited. Highlight any menu item or number of menu items will allow them to be moved to any seat. Press done when you want to save your changes. REMEMBER! Any number of items or changes to your guest’s seating arrangement can be modified through the touch edit. Session 15 Repeat Round The repeat round key can be used after a check has been service totaled at least one time.
Any available beverages that are eligible to be repeated will have a < less than symbol next to it in the check detail. Items with an asterisk or star will not be included. After picking up a service totaled check, hitting the repeat round key repeats all of the repeatable items. REMEMBER! Error corrects can be performed to eliminate one or more menu items not to be included in the repeated round. Session 16 Order Types There are several different order types we use. Dine In and To Go are the two main order types used. From the Functions or Food Prep screen, press on Dine In or Togo to change the Order Type. REMEMBER! Other order types may include Bar or Grab and Go. Session 17 Transaction Cancel The Transaction Cancel or Trans Cancel key is on nearly every touchscreen.
It can be used to cancel a function you started, to sign out of the POS and it does a couple functions with checks. All transaction cancels are logged by the system. Pressing TRANS CANCEL with a check open will cancel the current round of the check. If this is a new check, the check will be totally removed. Pressing trans cancel on any other screen will either close the current screen that is open, or sign you out of the POS. REMEMBER! Trans cancel does not void checks! Session 18 Error Corrects Error corrects are voids that are performed in the current service round. Push the VOID key twice to remove the last entered item from the check. Alternatively, highlight an item in the check detail and press VOID. REMEMBER! Error correction abilities are not available at all locations. Session 19 Previous Round Voids All checks that have been service totaled or subtotaled need a manager to authorize removing any items from the check.
This is called a previous round void or direct void. Highlight the menu item in the check detail and press VOID. Confirm the void, enter a reason code and swipe a manager card if prompted. REMEMBER! The reason code allows the tracking of different kinds of voids and should match the incident report filed for the void. Please use it appropriately. Session 24 Reprint a Guest Check Reprinting a guest check will allow you a quick way to provide a guest with an extra copy of their check. Go to the Functions Screen, select Reprint Closed Check, enter the Check number and press Enter/Yes. The closed check will print a new copy. REMEMBER! You must have the check number available before you can reprint a closed check. Session 25 Customer Return As rarely as they may happen, sometime we have to provide customer returns.
Luckily this process is easy. Start a new check and press RETURN. Locate or scan the item into the POS. It will create a red, negatively priced item with the letter R in the check detail. This check can now be closed to cash or credit tender types. You will either need to put money in the drawer or swipe the customer’s credit card. Returns should be performed using the same tender type as what was used on the original check. REMEMBER! Start a new check for all customer returns. Please do not reopen closed checks to perform returns. Also, the customer should present you with a receipt with the goods they purchase and would like to return. Session 26 Number Look Ups Sometimes it may be necessary to do an item lookup when it doesn’t scan. Press Number Lookup to lookup any menu item by SKU/UPC code. You can use the NAME LOOKUP key to do a lookup on a menu item by name.
It builds off of the first character in the name and is not a full blown search feature. These methods of entering menu items should be used as seldom as possible. REMEMBER! There is no way to enter the Areas Item Code on the POS in order to ring in the item. You must do it by UPC or Name. Session 28 Cash Transactions After starting a check, press the PAY button from any screen. Use one of the cash denomination buttons at the top of the screen to quickly enter the bills you receive from the guest. These buttons can be combined to add up to any amount. Pressing the EXACT CASH key will cause the check to close as the amount is assumed to be paid in full. To enter any other amount of cash or cash and coins, enter the amount of cash on the keypad before hitting Exact Cash. Session 29 Credit Transactions After starting a check, press the PAY button from any screen. In a quick service restaurant or a retail concept, there will only be a CC FINAL button.
In the table service restaurants, there is a CC AUTH and CC FINAL button. In addition there are two more buttons, OFFLINE AUTH and OFFLINE FINAL. The difference being that if you are in a quick service location or retail concept, you will see both of these offline buttons. In a table service restaurant, there will only be a OFFLINE AUTH button. A credit authorization is performed by pressing either CC AUTH or CC FINAL and swiping the credit card through the mag reader attached to the POS. If the read is successful, the system will process the credit transaction and reply with either a message saying declined or the authorization slip will print on the receipt printer. In a table service restaurant, once the authorization is obtained and returned signed by the customer, just enter the final amount of the check on the keypad, with tip included if necessary, and press CC FINAL.
To only authorize a credit card for a certain amount, use the keypad to enter the amount to authorize before hitting the CC AUTH or CC FINAL button. Session 31 Vouchers After starting a check, press the PAY button from any screen. Press the VOUCHERS key Enter the amount of the voucher, not more than the guest check subtotal. That is to say if the voucher amount is 10 dollars, but the check subtotal is 8 dollars, you need to enter 8 dollars. Change is not given back to the customer when using a voucher. Press the Enter key and then enter the reference entry for this voucher. It could be a serial number code from the voucher or possibly the airline that issued the voucher. If the full voucher amount doesn’t cover the entire subtotal, another tender type will have to be used. Using more than one tender is covered in the Multiple Tenders section. Session 32 Multiple Tenders If a Guest wants to pay with more than one payment method, like two credit cards, or an airline voucher and cash for example, we can accommodate up to a maximum of 255 different payment methods on one check. Although we will only typically use 2 to 4 tender types.
Any tender can be part of a partial payment on a check. It is important to remember two things. First, you must enter the amount to put towards a particular tender by entering the amount first, before hitting the tender key. So if you have 2 credit cards and a voucher with 5 dollars each. We will enter 5 dollars on the first card, 5 dollars on the second card and 5 dollars on the voucher. The second rule is that cash must always be entered last or the cash drawer will not open. So if a guest wants to pay 5 dollars in cash and the rest to a credit card, you will need to enter the authorization for the credit card first, and then apply the 5 dollars in cash. This process can be completed until the subtotal limit for the check is reached and the check will close. Session 33 Tax Exempt On the Pay screen, there is a key that says Tax Exempt.
When a guest presents valid tax exemption identification, press this key to withhold the tax on the check. This requires a manager authorization. Session 34 Discounts On the Pay screen, there is a key that say Discounts. Pushing this key will bring up all the available manual discounts that can be applied to the check. The majority of discounts require a manager authorization. Press on any discount to apply it to the check. There are also automatic discounts. These discounts are applied by the system automatically and require no intervention. Session 36 Assigning a Micros Card Sign in as a manager and press the PMC button. From the PMC, press Employees. Locate the employee in the list provided or using the search functions on the right hand side. Once the employee is located, highlight the entry and hit Edit.
From the edit screen, we will press Assign ID/CARD and swipe a new micros card through the mag reader attached to the POS. If the keypad window goes away, the card was read successfully. Hit Save and Done to exit. Session 37 Editing a Time Card Sign in as a manager and press the PMC button. From the PMC, press Employees. Locate the employee in the list provided or use the search functions on the right hand side. Once the employee is located, highlight the entry and hit Edit. From the edit screen, we will see a tab at the top of the PMC window called Timecards for any hourly employee that has clock entries in the current pay period. Use the rows of clock entries to review the time card detail. If you need to edit a record, highlight that entry and press edit. Use the pop up window to complete any modifications. You can also use the Clock Out key at the bottom of the screen to force an employee record out of the system. Once clocked out, you can go back to that entry and modify it for the time the employee was supposed to clock out. Session 39 Assign/Unassign a Cash Drawer When beginning a shift, an associate will be required to be assigned to a cash drawer before being able to use them.
The manager must be present to authorize the cash drawer assignment. To assign a cash drawer, just sign in with the associate that will receive the drawer, make sure you are on the manager functions or check functions screen, and simply hit Assign CD 1 or Assign CD 2. The POS will let you know if another user is already assigned to that drawer. Once the procedure is properly authorized, the drawer will now be assigned and a No Sale can be performed to place the start bank. Unassigning the drawer can be performed by a manager only. It is not necessary to Unassign a drawer at the end of the shift. When a new shift begins and new cashier comes in, the new cashier can be assigned the cash drawer overtop of any existing user if the manager authorizes the assignment. The unassign drawer key can be found only on the manager functions screen. Session 40 Start Bank A Start Bank, as it is commonly called, is the beginning balance put into the cash drawer at the beginning of the shift. All cashiers have the system requirement to have a Start Bank entered for their profile prior to starting their first check.
Simply go to the check functions screen with the associate signed in and hit Start Bank. The manager will be prompted to enter and authorize the amount. If you enter the incorrect amount for the start bank, just hit Void before hitting start bank and put in the amount that was entered originally. This will void that start bank. Then push start bank once more without hitting void to enter the correct bank. Session 42 Running Reports Running reports is an essential part of any POS system. There are a couple common ways to retrieve the reports from the POS system. There are a number of report shortcuts created on the functions screens. These provide access to the most commonly used reports. Alternatively, you can sign in as a manager and go into the PMC. The first option in the PMC on the top right is reports.
Pressing reports will take you to another window where you can select the report you want to run. Once selected, you will have some prompts for a few parameters before you hit run to produce the report. Hitting the print key will produce a physical copy of the report on the receipt printer. Pressing full screen will give you the report template much like we would see in MyMicros. The most important report is the Employee Financial Report. This report has many names in other systems like an X or Z report or simply a shift report. This report provides a realtime look into an employee’s financials for the day the report was run. The most important part of the Employee Financial Report is the Cash Due section on the bottom. When closing a shift, this number reflects the amount of money that the associate should have in the cash drawer..