CyberCafePro Point-of-Sale Setup

Point-of-Sales Items and How to Set Them Up!

To add a product to your POS:

In the POS Items Setup box, select a button displaying ‘Empty’. The product configuration fields appear on the right-hand side. In the first field, enter a name for the tab group Category.

Enter a name for the product. Select Enabled if the item is to be sold and visible for ordering from the Client computers; otherwise, if the item should not be accessible or is temporarily discontinued, select Hide from Client computers instead.

Tip: Adding the COGS (cost of Goods Sold): This feature was part of the old CyberCafePro online and is useless to locations now.

Setting the POS Item Button Background Color

To set the POS item button background color:

Click Icon to choose an icon from a set of options; if you don’t find one that is useful, the item name will display on the button instead.

Set the price and choose which taxes apply for this item.

Note: If no taxes have been set up as discussed later in this document, no taxes will show up here.

Optionally, set stock levels and warning levels for this item, if needed.

Optionally, scan in the barcode for this item by clicking Scan Item and scanning the product bar code.

Click OK.

Click the button below see the next step in your setup.

Using the POS Matrix

The POS Item matrix is a very handy way to see your entire POS and inventory in a nice neat package.  You can use this "matrix" to view stock levels, change prices quickly, or even print out a summary of what inventory you have in your location.  It is a quicker method of viewing and editing individual product or many at one time.

p{To define POS products in more detail, click the List button at the bottom of the POS Items Setup box.

The POS Item Matrix box then opens.

Stock Level and Warning Levels

The POS Items Matrix list lets you enter a stock level (number of product items in stock currently) and a warning level value (when to contact your supplier if your stock level reaches that value) – an easier way than entering the same data for each and every POS button setup.

SKU & COGS

You can also enter a SKU (Stock Keeping Unit) used as a product reference, unique to your business, when a bar code is not available. enforces a positive COG (Cost of Goods) value for each item.

The COG value represents your purchase price for the product item.

Note: The COG value must be by sold unit. If you buy a pack of 100 CDs from your wholesaler and intend to sell these CDs individually, your COG value is /100 = .

TIP: You can also either print or export the POS Items Matrix List for review and/or proofing purposes.

Tax Setup

Navigation: Admin icon>Pricing and Stock Setup>Taxes

Use the first section of the Tax Definition box to define local taxes. The POS supports up to three different taxes. Each tax can work independently or cumulatively (tax on a tax), and are defined as Tax 1, Tax 2 and Tax 3, which can be renamed by typing a new name.

Each tax field can be adjusted by using the small arrows or by manually enter the tax value into the field to the right of the label.  Manually entering the value into the field is much easier than playing with the small arrows.

To disable a tax, leave its rate at ‘0’; it will then not be displayed in the POS setup form.

In section 2 of the Tax Definition box, specify which taxes apply to computer time and to printing.  This is a pretty important step to make sure everything is taxed properly based on your tax laws etc.

Tip: Giving each tax a name will make your day-to-day life much easier.  This label will appear in other screens in CyberCafePro and will get rid of the guess work.  It is a quick and easy step that will save you time in the future.

Discount and Reservations System

Navigation:  Admin icon > Pricing and Stock Setup > Discounts

You can create discounts to be applied to individual sales (but only if an employee who is logged on is authorized to use or apply discounts).

Discounts can either be a fixed currency amount or a percent of the sale (use pull-down under Type to define)

You define and name each discount and indicate whether it applies only to computer time (PC), Printing (Print), or another item (Other) by checking those that apply.

If you wish to apply a discount ONLY for computer time, then only the PC box would be checked adjacent to the name of the discount.

Note: You can define whether an individual employee can or cannot apply any discounts (all or none) in the employee permissions: Admin>Setup>Employees>Add/Edit>Main.

CyberCafePro Reservation System

Click the Reservations icon at the bottom of the Main screen to access CyberCafePro’s powerful reservations system for your café’s busy times.

Features include locking available computers, setting for how long that reservation will be honored (e.g. 5, 10 minutes if late), and displaying the account name of those with reservations. Use of these features help build regular user loyalty.

Reserving a Client Machine for a Specific Account

You can manually administer or have the system automatically reserve Client machines as they become available and add notes pertaining to the individual reservation.

Click the Reservations icon on the MCS to open the Reservations screen.

You can setup reservations to keep a list of customers waiting for a computer, and you can optionally have the system automatically reserve Client machines as they become available.

In section 2 of the Reservations box, you can specify the number of minutes ahead that you would like to reserve the computer.

Use the Notes field to create notes for the employee who will be seating the reservation.  You can make customer happier by ensuring they get what they want.

Setting Up Receipts

Navigation: Admin icon>Pricing and Stock Setup>Receipt Setup

You can set up all parameters related to receipt display and printing.

To set up receipts:

Select which printer will be used for receipt printing and enter the widths and margins of the receipt. (Widths and margins are not automatically set up from the printer and must be defined manually here.) It might take a few tries to get the settings right; you can click the Print button at the top right of the receipt preview to test the printer settings you have chosen.

Define how receipt printing will be handled - prompt for each sale, automatically print, or turn off printing.

Create a custom header and footer for the receipts, set font styles, and choose which items to print on each receipt. The location ID can be shown by filling in Store header. Logo Image allows you to select your own logo and use for the top of receipts. You can also convert it to a security watermark by checking the Watermark box as well.

Set up the starting number for the next receipt. Receipt numbers that are already used in the sales database will be skipped, and the receipt number will automatically increment for each sale.

Sales Receipts History

Navigation: Admin icon>Sales and Event Logs>Sales Receipts

In the Search Receipts field you can easily search for a particular sales receipt using the receipt number that is assigned to each and every sale. You can also press the up/down scroll arrows to quickly scroll through the history.

PLEASE NOTE: If you delete the Sales Receipt in this screen, you will also delete any record of it.  This is similar to a POST VOID.