ProofPOS quick start guide

What ProofPOS Covers

ProofPOS combines POS, kitchen display workflow, customer display workflow, loyalty, customer records, and sales reporting.

Before You Start

• Confirm the device is charged or connected to power.
• Check internet or local connectivity if your setup requires it.
• Confirm menu items and pricing are loaded.
• Check the receipt printer and payment terminal if used.
• Turn on the kitchen or prep screen if used.

Staff Quick Start

Start of Shift

• Turn on the POS device and open ProofPOS.
• If the login screen appears, enter the 4-digit staff PIN and press the arrow button.
• If the `Start of Day` prompt appears, enter the opening cash float and press `Open`.
• Confirm the correct store or register is selected.
• Check that the menu loads correctly.
• Check printer paper and terminal readiness.

Take an Order

1. Check the order type shown on the right side, such as `Takeaway`.
2. Use the search bar or category buttons to find products.
3. Tap the item tiles to add products to the order.
4. Use `NOTE`, `EDIT`, `DISC`, `VOID`, or `HOLD` if required.
5. Confirm the subtotal, GST, and total, then press `PAY`.

If your venue uses kitchen screens, confirm the order has moved through to prep.

During a Rush

• Keep notes short and clear.
• Double-check modifiers before sending.
• Confirm takeaway versus dine-in before payment.
• Escalate voids, refunds, and pricing issues to a manager.

End of Shift

• Complete unfinished orders.
• Confirm no payments are left pending.
• Notify the manager of refunds, errors, or device issues.
• Clean and charge the terminal if required.

Manager Quick Start

Opening Checks

• Verify the device, printer, and EFTPOS terminal are working.
• Confirm the `Start of Day` cash float has been entered.
• Confirm menu items and pricing are current.
• Check staff know the order flow.
• Confirm kitchen display connectivity if used.

Fast Setup Tasks

• Add a product in `Admin Settings` > `Products & Categories` by entering the name, price, category, and tax setting, then save it.
• Set business details in `Admin Settings` > `Business Profile` by updating the business name, ABN, contact details, and receipt identity.
• Add a table in `Admin Settings` > `Table Map` by pressing `+`, entering the identifier, optional label, shape, size, and chair count, then pressing `Save`.
• Set up loyalty in `Admin Settings` > `Loyalty Program` by using `+` to add a program, setting the category and reward, then switching `Active` on.
• Set up the receipt printer in `Admin Settings` > `Receipt Configuration` by entering the IP, preset, port, character width, and header details, then using `Test Print` and `Save Settings`.
• Add a customer in `Admin Settings` > `Customer Database` by entering their details and pressing `Save`.
• Save a regular order in `Customer Database` using `Set Usual Order` so it can be reopened faster next time.
• Use the calendar for future orders, then edit, delete, or recall them from the saved list.

Login Screen Basics

• Staff use the `Staff Login` keypad with a 4-digit PIN.
• `Kitchen Display` and `Customer Screen` are available as quick modes.
• The app look can be switched between `Dark`, `Light`, `Artisanal`, and `Retro`.
• The system access panel shows quick mode access details and support contact information.
• Only authorised users should open `Admin Settings`.

Host Information

• Use the `Host Information` screen to check the `POS Server IP Address`.
• Confirm the server is running on the shown port.
• Use `Refresh` to update the status.
• Use `Start Server` if the internal server is not running.
• Enter the shown IP on client devices and use the displayed `Customer PIN` or `KDS PIN` if required.

During Service

• Monitor order speed and payment issues.
• Watch for incorrect items or modifier use.
• Check kitchen screen visibility and customer capture workflow.

The main sales screen includes a search bar, category tabs, product tiles, an `Open Sale` button, order action buttons, totals, and a green `PAY` button.

Refunds and Reports

• Use manager approval for refunds, voids, and payment corrections.
• Review total sales, payment method totals, product performance, and unusual refund activity.
• Use `Business Analytics & Reports` for `Summary`, `Payment Mix`, `Hourly Sales`, customer, and loyalty reporting.
• Use `Preview Snapshot (Y-Report)`, `Preview Close Day (Z-Report)`, and `Collate + Print` as needed.

Saved and Scheduled Orders

• Open `Future Orders & Production Calendar` to manage scheduled orders.
• Move between months with the arrows and tap a date to view orders for that day.
• Use `Add New Order` to create a future order.
• Recall, edit, or delete scheduled orders from the day order list.
• Use `Date Range Print` when you need a printed production range.

Troubleshooting Fast List

• If the app stalls, close and reopen it, then check connectivity.
• If receipts do not print, check power, paper, and device pairing.
• If payments fail, confirm terminal connection before retrying.

Support

Email: wayne@proofpos.com.au

Emergency: +61 427 732 655