Manager Guide

Table Of Contents

END OF DAY PROCEDURES Page 2

END OF PAY PERIOD PROCEDURES Page 3

END OF MONTH PROCEDURES Page 3

ADDING MENU ITEMS  Page 6

How to sell a Gift Card                                                                                            Page 10

How to check the balance on a gift card                                                                Page 12

How to run a credit card                                                             Page 13

How to run a Gift Card                                                             Page 15

How to do a partial payment with Credit Card                      Page 16

How to close a check to cash if you have run a credit card           Page 19

How to pay to a House Account                                                Page 20

How to Move Orders                                                                 Page 22

How to Join Tables                                                                    Page 24

How to transfer a check                                                             Page 27

Adjust Credit Card Tip                                                             Page 29

How to Run a Server Report                                                    Page 31

How to declare tips upon Clock out                                         Page 32

END OF DAY PROCEDURES

IN DIGITAL DINING BACK OFFICE: 

Step 1. Check for any open tables/tabs 

Log On 

Click on Utilities 

Highlight Process Utilities, then click on it 

Enter the date you are checking, click on Okay, then confirm 

If there are any open checks, they will be displayed on the right half of the screen. 

If there are open tables, pay out the checks accordingly 

When there are no checks open, Exit POS 

Step 2. Batch Credit Cards

If you do not use credit card authorization through Digital Dining, skip to step 4. 

If you do use credit card authorization, you MUST do this step before you go any further. 

Click on Register Reports 

Choose Receipt Reports 

Choose Credit Card Details 

Print the credit card report, then confirm all credit card transactions 

Click on Utilities 

Choose Process Credit Cards 

Enter the date you are batching out, then click on Next Step 

Click on Yes to really batch out this day 

On your screen, you will see the credit card transactions process on your screen. 

When the cards have batched out, you will see the Credit Card Batch Summary report on the screen; 

You want to print this! 

Step 3. Print your End Of Day Reports 

Click on Utilities 

Choose Process & Report 

Confirm the date, then say Yes to continue 

Step 4. Edit your Time & Attendance

Click on Staff

Highlight Time & Attendance 

Choose Time & Attendance Transactions 

Enter in the correct date

From the Time & Attendance Report that printed with your End of Day reports, go through the report & pick out any transactions that need to be corrected Scroll through the list of employees clocked in for that day and change the necessary information. Type in a reason in the bottom box, then click on Save. Repeat for all others who need corrections. 

END OF PAY PERIOD PROCEDURES

IN DIGITAL DINING BACK OFFICE: 

Staff Reporting & Resets 

Click on Staff

Highlight Staff Reports

Highlight Staff Tips & click on it 

Sort by Last Name (the box on the upper left)

Group by Department (the box to the right) 

Click on Print (the button on the bottom)

Click on the Printer icon at the top of the screen

Click on the “X” in the upper right corner to exit Click on Exit 

Click on Staff

Highlight Time & Attendance

Highlight Time & Attendance Reports & click on it

Select the Payroll W/ Tips Report 

Select the date range (the beginning date of the pay period to the ending date of the pay period)

Click on Print (the button on the bottom)

Click on the Printer icon at the top of the screen

Click on the “X” in the upper right corner to exit 

Select the Consolidated T & A Report

Select the date range (the beginning date of the pay period

to the ending date of the pay period)

Click on Print (the button on the bottom)

Click on the Printer icon at the top of the screen

Click on the “X” in the upper right corner to exit

Click on Exit

Click on Staff

Highlight Staff Utilities

Highlight Staff PTD Reset & click on it

Click on OK 2 times to reset the PTD receipts & sales figures

END OF MONTH PROCEDURES 

IN DIGITAL DINING BACK OFFICE: 

Step 1.    Print Receipts & Sales Reports 

Log On Click on Register Reports 

Highlight Receipts Reports & click on it 

Use the drop down menu to get your list of reports & choose Profit Center Report 

Enter in the date range for the month 

Click on Print (the button on the bottom) 

Click on the Printer icon at the top of the screen 

Click on the “X” in the upper right corner to exit 

Click on Exit 

Click on Register Reports 

Highlight Sales Reports & click on it 

Click on the  to get your list of reports & choose Sales By Type 

Enter in the date range for the month 

Click on Print (the button on the bottom) 

Click on the Printer icon at the top of the screen 

Click on the “X” in the upper right corner to exit 

Click on Exit 

Click on Register Reports 

Highlight Discount Reports & click on it 

Click on the  to get your list of reports & choose Discount Summary 

Enter in the date range for the month 

Click on Print (the button on the bottom) 

Click on the Printer icon at the top of the screen 

Click on the “X” in the upper right corner to exit 

Click on Exit 

Step 2.    Print Staff Sales & Tip Information

 

Click on Staff 

Highlight Staff Reports 

Highlight Staff Tips & click on it 

Sort by Last Name (the box on the upper left) 

Group by Department (the box to the right) 

Turn off Primary Dept Only (just under the sorting options – click on the little box with the “x” to make the x go away) 

Choose Period To Date for the range 

Click on Print (the button on the bottom) 

Click on the Printer icon at the top of the screen 

Click on the “X” in the upper right corner to exit 

Click on Exit 

END OF MONTH PROCEDURES

(cont.)

Step 3.    Print Accounts Receivable Statements

Click on A/R 

Highlight A/R Account Transactions 

Highlight Post Batch & click on it 

Choose Single Use, then Post to confirm 

(this ensures that any back office entries made to the accounts will show up on the statements) 

Click on A/R 

Highlight A/R Account Reports 

Highlight A/R Detailed Transaction Report & click on it 

Click on the tabs across the top & make sure to include everything 

Back on the Sort Order tab, choose Sort by Name *** 

Choose Group by: None 

Click on Print (the button on the bottom) 

Click on the Printer icon at the top of the screen 

Click on the “X” in the upper right corner to exit 

Click on Exit 

*** Please note that when you choose to sort by account number, you must enter the account range (1 to 99999), otherwise the report is blank. 

Click on A/R 

Highlight A/R Account Statements

Click on the tabs across the top & make sure to include everything 

Back on the Sort Order tab, choose Sort by Name 

Choose Group by: None 

Choose Print (If you just want to Preview, you must enter the account number) 

Click on Print (the button on the bottom) 

Click on the Printer icon at the top of the screen 

Click on the “X” in the upper right corner to exit 

Click on Exit 

Click on A/R 

Highlight A/R Account Utilities 

Highlight A/R Aging & click on it 

Click on Yes to confirm that you really want to age the accounts 

(this takes all A/R detail & lumps it into your beginning balance for next month) 

ADDING MENU ITEMS 

IN DIGITAL DINING BACK OFFICE: 

 

Click on Menu Highlight Menu Items and click on

 

On the Main tab: 

(Menu items comes up by default in view mode. To make things a little easier: Before adding a new item, stay in view mode and click on find and select an item that is similar to the item you want to add. Now many fields are already set the way they need to be.) 

ADDING MENU ITEMS

(cont.)

Click on Add 

(Digital Dining will automatically go to the next available menu item code, placing the cursor in the check description field) 

Type in the check description, then hit the TAB key twice 

(This is how the item will appear on the ordering screen & on the guest check)

 

Type in the prep description if you would like it to be different than the check description, then hit TAB 

(This is how the item will print in the kitchen or bar) 

Enter the prices for the item (You MUST enter ALL 5 prices, even if they are all the same)

Select the Sales Type by clicking on the  to the right of the rectangle & then scanning the list by clicking on the  &  to the right

Select the Prep Type by clicking on the  to the right of the rectangle & then scanning the list by clicking on the  &  to the right 

Select the Price Mode by clicking on the  to the right of the rectangle & then scanning the list by clicking on the  &  to the right 

Fixed = Whatever price you enter in Prices 1 – 5 is the price charged for the item 

Open = The POS will stop & ask for the price on this item (the price can be positive or  negative) 

Open Positive = The POS will ask for the price on this item (the price will prompt as $0.00 & can be positive only) 

Open Negative = The POS will ask for the price on this item (the price will prompt as $0.00 & can be negative only) 

Open 999.99 = The POS will stop & ask for the price on this item (the price will prompt as $999.99 & can be positive or negative) 

Select the Sales Mode by clicking on the  to the right of the rectangle to get your options 

Normal = A regular menu item 

Modifier = A modifier 

No Sale = An on screen description (it can not be ordered) 

Link Only = An item that only serves as a link to another window 

Select Modifier Mode by clicking on the  to the right of the rectangle to get your options 

Inherit Prep Type = For modifiers that are following the menu item to the prep printer 

Use Own Prep Type = For menu items or for modifiers that are not following the menu item, but are going to their own prep printer (for example, if you have a Fried prep station & a Broiled prep station, you would want the Baked Haddock to go to the Broiled station and the  Fries to go to the Fried station) 

Select Quantity Mode by clicking on the  to the right of the rectangle to get your options 

Normal = The item will not prompt for a quantity 

ADDING MENU ITEMS

(cont.)

Always = The item will always prompt for a quantity (useful for items like Oysters On The Half `Shell where you order by the piece) 

Decimal = The item will allow for a quantity with a decimal (for items purchased by the pound) 

Scale = For scale interfaces 

Click on the appropriate tax rate, making sure that only 1 rate is checked 

1 = Meals Tax 

2 = Beverage Tax 

3 = Retail Tax 

On the Windows tab: 

 Select the POS Window by clicking on the Insert button on the left & then typing in the first few letters of the POS Window, highlighting it & clicking on OK (If you are not sure of the name of the window, you can scan the list by clicking on the  &  to the right).  Repeat for all of the POS windows you would like this item to appear in. 

If this item needs to loop to a modifier or a series of modifiers, click on the Insert button on the right 

(under the Modifier column) & then type in the first few letters of the Modifier Window, highlight it & click on OK  (If you are not sure of the name of the window, you can scan the list by clicking on the  &  to the right) If this item does not need any modifiers, make sure the Modifier Windows box is empty. Repeat for all necessary modifier options. 

Example: The Sirloin Steak needs a temp, a starch, then a dressing choice:

 Meat Temps

Starches

Dressing 

When a menu item needs more than one modifier option, you can add the modifier windows in any order, then sort them by clicking on the modifier window with the left mouse button & dragging and dropping the modifier windows in the order you want them to print on the prep slip. 

ADDING MENU ITEMS

(cont.)

On the Memo tab:

(This is optional): 

Select the Prep Instructions side 

Click on the white text block to get the cursor there, then type in how to prepare the item (like drinks at the bar) or just a general list of ingredients (for food items so that the server can see if there is an ingredient that a customer is allergic to) 

Click back on the Main tab, then on Save Repeat for any other items to be added or Exit to get out 

** Once all new items have been added, you must do the following: 

Click on Menu 

Highlight Menu Utilities 

Highlight Build POS Windows & click on i

ADDING MENU ITEMS

(cont.)

Now we want to arrange how the items in that category appear in the point of sale. 

Click on MENU 

Then Highlight MENU SETUP 

Then Click on MENU POS WINDOWS 

Find the window you just added to & make sure the item(s) are there 

(Find the window by clicking on the  to the right of the rectangle & then scanning the list by clicking on the  &  to the right) 

Sort the items in the window by dragging & dropping until the window looks the way you want 

Click on Save 

Repeat for all windows 

Click on Build Windows & watch them build 

Click on Exit

Click on Menu Highlight Menu Setup 

Highlight Menu Sales Types & click on it 

Click on Add Type in the description, then hit the Tab key

Pull down the arrow next to Main Group & choose the appropriate main group

Pull down the arrow next to Check Print Mode & choose Standard (this means that if it has a price the item will print on the guest check; if it does not have a price, the item will not print on the guest check) 

Pull down the arrow next to Menu Course and select the course that you would like to use for this sales type.

Check The Beverage Check box if this sales type should count towards the beverage count 

Check The Entree Check box if this sales type should count towards the Entree count 

Click on Save Repeat for all new sales types Click on Exit when finished 

Step 1. Creating the POS casement 

In Digital Dining Back Office:  Click on Menu Highlight Menu Setup Highlight Menu POS Windows & click on it Click on Add Type in the description, then hit the Tab key Click on Save Repeat for all new POS windows Click on Exit when finished 

Step 2. Adding the POS Window to the Point of Sale Screen 

In Digital Dining Setup: 

Click on Windows

Highlight Windows of Windows & Click on it 

Click on Save Repeat for all new POS Windows Click on Exit when finished 

Click on Next until you find the Window of Window you want to 

add this POS window to (these Windows of Windows are the buttons across your top panel at the Point of Sale, i.e. Food, Liquor, Beer, etc.) 

Click on the ¨ next to the box where you want to add your new POS Window Type in the 1st few letters of the name of the POS Window you are adding. Highlight it & click on OK  

IN DIGITAL DINING SETUP: 

Step 1. Choose Window of Windows from the Windows drop-down menu. Step 2. Find the Window you want to add to or change and left click on Add. Step 3. Name the new Window and left click on View. Step 4. Find the original Window and make any changes you want to make by left clicking on the button with the dot in it and choosing the item you want to appear in the Window. Step 5. Left click on Save and Exit. 

Step 1. Choose the Menu > Menu Setup > POS Windows. Step 2. Find the Speed Window that you want to change or left click on

Add. Step 3. Name the new window (if you are adding, then) left click on the Insert button and find your     menu item You will have to do this for each individual item you want to add. Step 4. Left click on Save and Exit.    Step 5. If you do not currently have a Speed Window loaded on your POS, you need to do it now. In Digital Dining Setup, choose Register Definitions from the Register drop-down menu. Step 6. Go to the 4th Tab Misc in the Speed Window drop down select the window you would like to use.  Step 7.  In the selection size box below that select how much of the screen you would like to use for the speed window.

SENDING MAIL TO 1 PERSON: In Digital Dining Back Office: 

Click on Staff Highlight Staff Members & click on it. 

Click on Find in the upper left corner. Type in the first few letters of the last name, highlight the name you are looking for (in the box to the right), then click on 

OK (or simply enter the staff id in) Click on the Message tab Click on the white box to get the cursor blinking on the message pad, then type in the message you want to send. Click on Save Repeat for all others that you want to send a message to, then click on Exit to get out. 

SENDING E-MAIL TO AN ENTIRE DEPARTMENT OR ALL STAFF

Click on Staff Highlight DD Mail & click on it Digital Dining automatically comes up to the Quick Message 

Click on the white message pad & type in the message Click on the Department tab & include or exclude the 

appropriate departments Click on the Rating tab & include or exclude the appropriate rating levels Click on the Security tab & include or exclude the appropriate security levels Click on the Availability tab & include or exclude the appropriate availabilities Click on Send to send the mail Repeat or click on Exit 

CLEARING DD MAIL: 

Click on Staff Highlight DD Mail & click on it Click on the ? to the right of Quick Message & choose Clear Messages Click on Send, then Exit 

(Keep in mind that this clears ALL mail)

Add New Staff Member

Enter Backoffice 

Select Staff

Highlight Staff Members & click on it 

To add a staff Member Hit add in middle enter the Staff Members ID in the top left Field(This should be the last 4 of staff members Social Security Number)  Then fill in First Name and Last Name after filling those out the system will fill in the Report Name( This is the name used for reports and the one to get into Backoffice program(This name has to be unique so if you have two employee’s with same last name you will need to change it Ex. J Thornington) an the POS NAME (This is the name that appears on the guest check, so if William goes by Bill, type it in here. This is also the name that appears on the POS screens. To save confusion, we suggest also using a last initial here. i.e.; Bill S You will not be able to same two staff members with same POS Name) It will also 

At Security, click on drop down to the right & choose the appropriate level 

System Administrator = Can do anything & everything Staff = Can do nothing that is password protected Bartender= Can only access functions at the Point of Sale (can not access Back Office or Setup) Manager = Can access functions at the Point of Sale along with limited access to Back Office Select Program next to Regular Password and enter the staff members password twice and accept.  Verify that the employee status is set to active. 

Enter the Address & Phone Number (optional) 

On the Personal tab: 

All of the info on this tab is optional

On the Payroll tab: 

The Social Security and Payroll Id are both optional

You do need to select the correct overtime method and Pay Mode.

On the Department tab: 

To add the first department option, click on NEW, then click on the new space that has been added below the Department heading and select the desired department. Enter the Regular Rate, and the Overtime Rate if applicable. Enter the Worker Rating for this person (Click on the ? to the right of the rectangle to get the list) 

Repeat for all departments necessary (To delete a department, click on the desired department and then click delete. This will only work if the employee has never logged in hours for this department. This will 

zero out the rates of pay as well) 

Verify which department is set to primary as this will be the default when this person clocks in. Click on Save at the bottomRepeat for all staff to be added. When finished, click on View to stay in Staff or Exit to get out.

TO PURGE INACTIVE STAFF 

This should only be done once a year after the year has been closed out!!! 

IN DIGITAL DINING BACK OFFICE: 

Step 1. Choose Staff then Staff Members . 

Step 2. Look at all Staff Members and uncheck the Active box for those you want to remove. When you are finished, click on Exit. 

Step 3. Choose Staff Utilities from the Staff drop-down menu. 

Step 4. Choose Purge Inactive Staff. 

In Digital Dining Back Office: 

Step 1. Be sure that Account Types are setup Click on A/R 

Highlight A/R Account Setup Highlight A/R Account Types & click on it 

Click on Next to scan through the list 

Step 2. Add the new account 

If you need to add an account type, click on Add Enter the description for the Account Type & hit 

Tab 

Click on the ? next to the receipt type & choose

All 

If this Account Type is tax exempt, click on the ¨ next to Tax Exempt so that an x appears in it Click on Save Repeat for any other account Type to be added Click on Exit to get out 

Click on A/R 

Highlight A/R Accounts & click on it Type in the account number for this account (you must create an account number; the system will not automatically assign one) Type in the account name (i.e. Mike Wolf) Type in the Sort Name (Wolf if you want to look up this account by last name or Mike if you prefer to look up this account by first name) 

Type in the credit limit (if there is one – this means that once the credit limit is reached, a manager’s password will be required to charge to the account) Type in the contact information (this information is optional) Type in the address Type in the phone number (this information is optional) Type in the fax number (this information is optional) If a manager approval is required to charge to this account, click on the ¨ next to Limit Use so that an x appears in the box Click on Save Repeat for all accounts to be added Click on Exit when finished 

Entering a Payment Against an Account 

In Digital Dining Back Office: 

Click on A/R Highlight A/R Account Transactions Highlight A/R Standard Transactions & click on it 

Click on Add 

Click on the description block to the right & type in “Payment ” Click on the ? next to Account Name, highlight the correct account & click on it Click on the ? next to Transaction Type& choose Payment 

Click on the ? next to Transaction Age & choose Auto Selection Enter the transaction date (the date pay

ment was received) 

Click on the ? next to Batch Name & choose Single Use Enter the amount received Enter a reference number (such as the check number) Enter the details for this payment (if there are any) Click on Save Repeat for all other payments to be entered Click on Exit when finished 

Click on A/R 

Highlight A/R Account Transactions 

Highlight A/R Standard Transactions & click on it 

Click on Add Click on the description block to the right & type in “Debit” Click on the ? next to Account Name, highlight the correct account & click on it Click on the ? next to Transaction Type & choose Debit 

Click on the ? next to Transaction Age & choose Auto Selection Enter the transaction date (the date debit was for) Enter the amount of the debit Enter a reference number (if there is one) Enter the details for this debit (the reason a debit is being applied) Click on Save Repeat for all other debits to be entered Click on Exit when finished 

Entering a Debit Against an Account 

(This would be used if you needed to add to the outstanding balance, for example if for some reason a guest check in the dining room was never charged to this account) 

Entering a Credit  Towards an Account 

(This would be used if you needed to subtract from the outstanding balance, for example if for some reason a guest check in the dining room was charged to               this account by accident) 

Click on A/R 

Highlight A/R Account Transactions 

Highlight A/R Standard Transactions & click on it 

Click on Add Click on the description block to the right & type in “Credit” Click on the ? next to Account Name, highlight the correct account & click on it Click on the ? next to Transaction Type & choose Credit Click on the ? next to Transaction Age & choose Auto Selection 

Enter the transaction date (the date credit was for) Enter the amount of the credit Enter a reference number (if there is one) Enter the details for this credit (the reason a credit is being given) Click on Save Repeat for all other credits to be entered Click on Exit when finished 

** Once you are finished entering all of your transactions for the day you MUST do the following for the these transaction to show up on the statements: 

Click on A/R Highlight A/R Account Transactions Highlight Post A/R Batch & click on it Click on the ? next to Batch Method & choose Single Use Click on Post Click on OK Click on Exit 

In Digital Dining Setup: 

Click on Windows 

Highlight Void Reasons Window & click on it 

Click on Add Type in the description of the new void reason & hit the Tab key Select the password level for this reason 

0= A password is required, but any password will work (this is for tracking purposes) N = No password is required X = No one can use this void reason (you want to keep the reason for reporting purposes, 

but it is no longer in use) 

If this void reason should subtract from inventory, click on the ¨ next to Affects Ingredients If you want the cancelled order to print in the kitchen or at the bar, click on the ¨ next to Order 

Sent Click on Save Repeat for all new void reasons Click on Exit when finished 

In Digital Dining Setup: Click on Windows Highlight Discounts Maintenance then Discount Definition click on it 

Click on Add 

On the Main Tab: 

Type in the description of the new discount reason & hit the Tab key 

Select the password level for this reason 

0 = A password is required, but any password will work (this is for tracking purposes) 

N = No password is required 

X = No one can use this void reason (you want to keep the reason for reporting purposes, but it is no longer in use) Choose the Selection by clicking on the ? (which items are included in the discount) 

Last Ordered = Just the very last item ordered will be discounted 

Whole Order = Everything on the check that meets all of the other criteria will be 

discounted First Entry On Check = Just the very first item ordered on the check will be discounted Marked Items: Once = Allows you to choose which item will be discounted (one per

check) Marked Items: Each = Allows you to choose which items will be discounted (unlimited                                                per  check) 

If special items are included in this discount, click on the ¨ next to Special Items If the tax should be backed off (meaning the customer only pays tax on the amount actually paid for), click on the ¨ next to the appropriate tax code. 

Tax 1 = Food Tax 2 = Beverages Tax 3 = Retail Items

If the customer pays the tax on the full amount before discount, then none of the tax rates 

should be checked. If this discount is a percentage, click on the drop down box next to Type. Select Percent. If this discount is a set dollar amount or is an amount to be entered at the Point of Sale, select Flat Amount. 

Enter the amount (If Percent is selected, this amount will be the percentage. If Flat Amount is selected, this will be the set amount to be deducted.  If you want to enter the amount at the Point of Sale, check off the Prompt box .) Enter the minimum discount amount (usually 0.00) Enter the maximum discount amount (for example, with the dine around cards, if the discount is buy 1 entrée, get a 2nd entrée free, up to $20, the maximum should be $20.00. Otherwise, set the maximum to 999.99) 

On the Sales Type Tab: Be sure to include all sales types that apply & exclude all sales types that do not apply (for example, employee discounts generally do not include beer, wine or liquor, so they would be excluded.) Click back on the Main Tab 

Click on Save Repeat for all new discount reasons Click on Exit when finished 

IN DIGITAL DINING SETUP: 

DEFINING SALES REPORTS 

IN DIGITAL DINING BACK OFFICE: Log On Click on Register Reports Highlight Sales Reports, then click on it Click on Define in lower left corner Click on Add 

Make changes as needed to get the info on the report that you would like.  Make sure you go through all the tabs and any tabs with an * is a tab that has something not include in it.