HART POS Walkthrough

By the end of this training article you will know;

• All buttons on the POS function and what their purpose is. 

The layout explained

The buttons along the top of the screen show all the sales groups that have been set up in your configuration with the items per group displaying underneath. 

For example, if selecting MO Tasting Menu below, the screen will only display the items attached to this menu card in order to simplify how orders are placed for the operator. We recommend grouping your items sensibly into logical groups to save time finding items during a busy service.

The screen on the top right-hand side will always display the order you are currently working on. 

Each of the above buttons are explained below.

• The Plan brings up the pre-configured table layout of the restaurant. Select the desired section on the top right-hand side first. The window below the sections will show any pre-booked reservations. To the right-hand side, the tables for the selected section display.

When clicking on the notepad by a table the following opens:

This can be used to start a New order for this table, print the Bill, open the Payment screen, open the Diary, Refresh the table plan or Exit/ Close the selection of buttons/ options for table 102 in this example. 

• House is only used by our Greek properties and not relevant to the UK.
• Seat will allow a to allocate a seat number per item, so the waiters know which position is having each meal rather than asking the guests again at serving. 

In this example, the guests in seat 2 is having prawns.

• Single will half any item's price, it's usually used if all your shots are set as doubles.
• Void is used to void the item you have highlighted inside your billing screen. To void an item on a saved order follow the below process:

1. Highlight the item you wish to void
2. Enter the manager's password
3. Enter your credentials
4. Choose the void reason and your item will be removed.

•  Cancel will cancel the entire order. To do this, follow the below process:

1. Select cancel
2. Add the manager's password
3. Enter your credentials
4. Select the reason you are cancelling this order and the order will be cancelled.

• To change the Quantity of an item charged, highlight the item in your billing screen you wish to change the quantity for, select quantity, enter the quantity, and select ok. 

Be aware that changing the quantity after the item was already sent to the preparation printer will mean that this item is not sent to the preparation printer again. 

Additionally, if options are added, it will be difficult to determine which guest has selected which option. We recommend manually charging each item.

• The Price of any item can be overwritten following the below process:

1. Highlighting the item inside the billing screen and select Price
2. Add the manager's password
3. Enter your credentials
4. Enter the new price.

• If items have been set up with BIN numbers, the sommelier selects BIN, enters the wines bin number and presses ok. The item will drop into the billing screen without having to search it by name.
• To add Options to an item which are not configured to have options popping up automatically, select Options and a new screen will pop up. 

The left-hand side window will display any pre-configured options for this item. Use Custom to free type any requests or options, or any other message for the kitchen. Allergens will show a pre-configured list with commonly used allergens, once tapping the required one, select OK and your options for this item will be displayed to the right-hand side, however, you can Cancel, and the options screen will close or Clear, and the options selected or free typed will clear and you can start over again.

•  Another way to change the price of an item is to use the Discount function. Open the order you wish to discount and select discount. This will open the following window.

To discount an Item, follow the below process, 

1. Highlight the item inside the screen on the right-hand side
2. Choose on the left-hand side whether you are using a Percentage to discount a percentage, or untick the Percentage to discount a fixed amount. 
3. Click into the window displaying .00 and a new window will pop up
4. Key in your Percentage or Amount and select Item. Another window will pop up, enter the manager's password, and your credentials and tap OK. 
5. The discount has been applied, use Exit to close the screen.

The same process would be followed to discount an entire order, but you would start by selecting the Order button.

•  Often orders have been started with the Guest's profile being unknown. If this has been found out at a later stage, the operator can tap Guest to link the guest’s profile that may exist in Hart PMS, or create a new profile, so the entire history of this guest is known. 
• Split is here to split the guest’s bill; you have the option of splitting this by each individual item. Select split and the following screen will open.

First decide by how many People you wish to split the order by and add this into the People field.

Directly underneath select 1 to start splitting the items to. 

The tabs in this case will be the different bills you are creating. Now click onto the items on the left-hand side, they will now be highlighted in blue, once you select Split at the top right-hand side the highlighted items will move from the left to the right. 

Now move on to the next tab you wish to split items to. Once completed use the X to exit the screen. 

• Included is the function that must be used to add the allowance to an order that is part of a room bookings rate plan. Once the guest is ready to settle the bill, or the remainder of the bill and all items have been charged, the waiter must press this button and a new screen will open. 

From here select the guest, the systems will check if an allowance is available and if so, the screen will close, and the allowance is deducted from the bill.

• Up will move the cursor up within the bill
• Down will move the cursor down within the bill
• Page Up will move the page up within the bill
• Page Down will move the page up within the bilk
• Today shows a snapshot of today’s business so far

• Note works like a post-it note, it will stay on the screen until clear is selected.
• Line is used to add a line. For example, if the operator would like to separate the starters from the main courses from the check, like in the example below.

• Refer is used by the spa or any other department that sells products through the POS and pays the user commission. Open the order and charge all the products, now select refer, click on the operator who should receive the commission and click OK.

• Refresh is used to update your POS during service for any changes that have been configured in the PMS, like menu card changes. Alternatively, the operator can close and reopen the POS instead.
• Each Guest Profile can get allergens in the Item History tab. Each Item of the POS can have allergens as well in the Ingredients tab. When you’re on the POS and the order is linked to the Guest, a warning is displayed. Also, allergens print on the order notes if added to the profile.

Bottom Menu

The buttons along the very bottom of the screen are the following:

• New is used to start a new order. Click on it and enter your POS credentials, select OK and then depending on your configuration you must also enter the table number or name and for how many covers this is for. To the right-hand side of your POS screen, you will see that an order has been started. In the below example, covers is compulsory and tables are not. You can see that the operator is Maren and the order has not yet been saved as an order number has not been assigned yet.

• Open will display all orders that are currently open in this outlet. Tap open, enter your POS operator credentials and select the order you would like to work on.

If reservations have been checked in at the golf or spa facility an open order will be automatically created and displayed here. The deposit can be found once the operator has moved on to the payment screen.

• Search opens a new screen to save time finding items during a busy service. Simply start typing the name of the item you cannot find and click OK. A new screen will open, just tap the item you wish to add to the order.

• Table is used to open any existing orders for a specific table number

• Save is used to save any changes you have made to a bill.
• You can Close an order with a 0 outstanding charge directly from here rather than going through the payment screen. 
• Tab Payment to a payment to a bill. The below screen will open:

Pay will allow you to manually add a payment to the order with a specific payment type. Please note that this is only for manually taken pdq card transactions, cash, cheques, voucher and bacs payments.

Card is used to pay via the Worldpay or the Verifone interface or the Cover app. Once selected the virtual payment gateway will open.

Room opens all bedroom with a Checked In and Guest at Hotel status. Simply double click onto the bedroom the order should be closed to.

House - please click here for the full guide.

Non R will show all checked in Spa Days. To pay the bill off to a spa day double click onto the guests name you wish to from the list.

Folio will show all active folios in the system. We don't advise to pay POS bills off this way unless the operator is 100% sure about the booking or sales ledger folio is attached to.

Member will open a new window to allow the operator to add the membership number or swipe the card and pay this off to the members loyalty account. 

• Gratuity will open the following window:

If a guest just hands a member of staff gratuity, this can be logged in the system by using this function. Simply enter the amount of gratuity you wish to add to the bill, and use – to add a percentage.

• Receipt will print a receipt of the bill that is displayed on the top right-hand side of the POS.
• To close the Shift, tab shift and the following screen will open after you have entered your operator number:

From here the outlet can be cashed up and closed, please refer to the How to cash up POS manual. 

• Reopen gives the user the option of reopening and changing or correcting a closed check. Please note that this only works before the outlet has been closed. To Reopen the check you must enter your credentials and the order ID. This will reopen the order, from there you can then remove the existing payment or the charge or remove any surplus items.  Diary will open the diary linked to this outlet.
• Reprint will reprint the order or the receipt.

• Transfer gives two options. One is transferring an order from one outlet to another, the second is transferring an order from one operator to another operator.
• In the event a guest moves from one table to another the table number on the order can be changed by the Change Table button.
• If the amount of covers changes, use Change Cover and free type the new covers in here.
• Merge Tables is used to merge two tables with each other.
• The Printers button will open the following screen:

The green tick shows to which printer the receipts and the reports are set to print.

• Double tapping Remove Service Charge will remove the service charge of the order open to the right-hand side of the POS.
• Add Service Charge will automatically add service charge to the order open to the right-hand side of the POS.
• Top Up Card is used to top up membership cards.
• Open Drawer will open the cash drawer.
• Statement will print a membership card statement.
• Reprint Kitchen will reprint the order open to the right-hand side of the POS screen to the kitchen. 
• Cashback is used to log any cashback given to guests.
• Petty Cash is used to log any cash handed out to staff from the cash draw.