ProofPOS user manual

System Overview

ProofPOS is intended for fast service venues, supporting order taking, kitchen routing, customer display, loyalty, customer records, and reporting.

Roles and Responsibilities

Staff

• Take orders and select correct items and modifiers.
• Process payments and confirm orders are sent correctly.
• Escalate errors to a manager.

Managers

• Confirm device and service readiness.
• Manage menu accuracy, staff access, refunds, and reports.
• Handle support escalation.

Setup

Device Setup

• Confirm the POS device is powered, charged, and readable.
• Install the app and label terminals clearly if multiple are used.
• Adjust device sleep behavior so it does not interrupt service.

Connectivity and Hardware

• Check Wi-Fi or local network availability.
• Confirm EFTPOS terminal, printer, kitchen screen, and customer display connections.
• Run a simple internal test if your process allows it.

Menu and Access

• Verify active products, pricing, modifiers, and sold-out handling.
• Use standard access for staff and approval access for managers.

Login Screen and Access

1. Open ProofPOS and wait for the `Staff Login` screen.
2. Enter the 4-digit PIN using the keypad.
3. Press the arrow button to continue.
4. Use the red delete key if the wrong PIN is entered.

The current login screen also shows quick access for `Kitchen Display`, `Customer Screen`, app look themes, and a system access information panel.

Admin Settings Overview

• `Products & Categories`
• `Staff & Security`
• `Business Profile`
• `Table Map`
• `POS Layout`
• `Customer Database`
• `Loyalty Program`
• `Receipt Configuration`
• `Network Fixed IPs`

Use `Admin Settings` as the main setup area for products, business details, table map, loyalty, staff access, and receipt configuration.

Business Details Setup

1. Open `Admin Settings`.
2. Select `Business Profile`.
3. Enter the business name, ABN, address, phone, email, and receipt details.
4. Save the changes and preview a receipt to confirm the details appear correctly.

Adding a Product

1. Open `Admin Settings`.
2. Select `Products & Categories`.
3. Select add new product.
4. Enter the product name, price, category, tax setting, and any modifiers.
5. Save the product and test it on the sales screen.

Adding a Table

1. Open `Admin Settings`.
2. Select `Table Map`.
3. Press the `+` button.
4. Enter the `Identifier` and optional `Label`.
5. Select the `Shape`.
6. Adjust the `Size` slider.
7. Set the number of `Chairs` using the minus and plus controls.
8. Press `Save` and confirm the table appears on the map.

The current table setup screen shows existing table tiles and an `Add Table` panel with identifier, label, shape, size, and chair controls.

Setting Up Loyalty

1. Open `Admin Settings`.
2. Select `Loyalty Program`.
3. Press `+` to add a loyalty program if needed.
4. Set the category, reward structure, and eligible products.
5. Save the program.
6. Use the `Active` toggle to enable it.
7. Test enrolment and redemption.

The current `Loyalty Programs` screen shows a loyalty card with category, reward rule, eligible products, `Edit`, `Delete`, and an `Active` toggle.

Other Admin Areas

• `Staff & Security` manages PINs and access.
• `POS Layout` adjusts items across the screen.
• `Customer Database` provides CRM access.
• `Receipt Configuration` controls logo, ABN, and footer details.
• `Network Fixed IPs` supports device network setup.

Customer Database and Adding a Customer

1. Open `Admin Settings`.
2. Select `Customer Database`.
3. Press the add-customer button.
4. Enter `Name / Company`, `Phone Number`, `Email`, `Loyalty Card / Barcode`, and `Notes / Address` as needed.
5. Use `Set Usual Order` if the customer has a regular order.
6. Press `Save`.

The current `Customer Database` screen shows a loyalty status banner, customer list, punch and reward progress, and a `New Customer` form with customer details and `Set Usual Order`.

Receipt Printer Setup

1. Open `Admin Settings`.
2. Select `Receipt Configuration`.
3. Enter the `Printer IP Address`.
4. Select the correct `Thermal Printer Preset`.
5. Confirm the `Port`.
6. Select the correct `Characters Per Line`.
7. Enter the `Business Name (Header)` and optional `Header Subtitle`.
8. Use `Print Preview` to review the receipt layout.
9. Use `Test Print` to confirm the printer responds correctly.
10. Press `Save Settings`.

The current printer screen also shows that the receipt footer is fixed.

Internal Server and Host Information

1. Open the `Host Information` screen.
2. Confirm the `POS Server IP Address`.
3. Confirm the server is running on the expected port.
4. Use `Refresh` to update the status information.
5. Use `Start Server` if the internal server is not running.
6. Enter the shown IP address on customer screen or KDS client devices.
7. Use the displayed `Customer PIN` and `KDS PIN` on those devices as required.

The current `Host Information` screen shows server status, connected customer screens, requests seen, last path, last request, and client setup guidance.

Daily Use

Opening Procedure

1. Power on devices and open ProofPOS.
2. If the `Start of Day` prompt appears, enter the opening cash float.
3. Press `Open` to begin trading.
4. Confirm the correct register or store profile.
5. Check printer, terminal, and kitchen workflow readiness.
6. Confirm the menu and pricing.

The current opening prompt reads `Start of Day` and asks staff to enter the opening cash float before trading begins.

Main Sales Screen Overview

• Menu search bar
• Category tabs across the top of the menu area
• Product tiles with item names and prices
• `Open Sale` button
• Order type display such as `Takeaway`
• `EDIT`, `NOTE`, `VOID`, `DISC`, `HOLD`, `DRAWER`, and `CLEAR ORDER` buttons
• Subtotal, GST, total, and green `PAY` button
• Top-bar icons for user access, QR, calendar, settings, and logout

Taking Orders

1. Confirm the order type shown on the sales panel.
2. Use the search bar or category tabs to find the product.
3. Tap product tiles to add items to the order.
4. Add notes, edits, discounts, or hold actions if needed.
5. Review the total with the customer.
6. Press `PAY` and complete payment.

Keep notes concise, verify quantities carefully, and avoid rushing through modifiers.

Using Main Screen Actions

• `EDIT` adjusts the selected item or order details.
• `NOTE` adds instructions.
• `VOID` removes or cancels an item or transaction according to permissions.
• `DISC` applies a discount if authorised.
• `HOLD` parks the order temporarily.
• `DRAWER` opens the cash drawer if enabled.
• `CLEAR ORDER` removes the current order after confirmation.

Kitchen and Customer Display Workflow

• Confirm orders are sent successfully to the kitchen or prep screen.
• Use the customer display to verify item and total accuracy before payment.
• Escalate missing tickets or duplicate submissions immediately.

Loyalty and Customer Records

• Capture customer details only when appropriate.
• Confirm contact information carefully and avoid duplicate records.
• Follow venue privacy rules.

Regular Orders and Saved Customer Orders

1. Open `Customer Database`.
2. Open the customer record or create a new customer.
3. Use `Set Usual Order`.
4. Build the customer's usual order and save it to the profile.
5. Recall that order later and confirm any changes before payment.

Calendar and Future Orders

1. Open `Future Orders & Production Calendar`.
2. Move to the required month using the arrows if needed.
3. Select the required date on the calendar.
4. Review the `Orders for:` panel on the right side.
5. Press `Add New Order`.
6. Enter the customer and order details, then save the order.
7. Return to the selected date and confirm it appears in the order list.

The screen also includes a `Date Range Print` option for printed production or future-order ranges.

Editing, Deleting, and Recalling Orders

• Edit an order by selecting the correct date, opening the order from the right-side list, and saving the changes.
• Delete or cancel an order only after confirming it is the correct one on the selected date.
• Recall an order by loading it from the selected date back into the active order screen.
• Use `Date Range Print` when the business needs a printed schedule or production plan.

End-of-Shift Procedure

• Complete open orders and check for pending transactions.
• Report pricing mistakes or unusual activity.
• Clean and charge the device if required.

Refunds and Corrections

Refunds and corrections should normally be handled or approved by a manager.

When to Refund

• Customer overcharge
• Item unavailable after payment
• Duplicate transaction
• Service recovery reversal

Refund Process

1. Find the original transaction.
2. Confirm the item or amount to refund.
3. Select full or partial refund as appropriate.
4. Confirm the refund method and complete it.
5. Provide confirmation if required.

Use voids for unfinished sales and refunds for completed sales that must be reversed or adjusted.

Reports

• Review total sales, sales by date, and payment method totals.
• Monitor product performance and refund activity.
• Use exports where available for bookkeeping and reconciliation.

The current report screen is titled `Business Analytics & Reports` and includes period selection, date range, export actions, `Preview Snapshot (Y-Report)`, `Preview Close Day (Z-Report)`, and `Collate + Print`.

Report Tabs

• `Summary`
• `Order Details`
• `Items Sold`
• `Payment Mix`
• `Hourly Sales`
• `Customer Insights`
• `Loyalty Insights`
• `Loyalty Redemptions`

Daily Review

1. Open `Business Analytics & Reports`.
2. Confirm the correct period and date range.
3. Review `Summary` first.
4. Check `Payment Mix` and `Hourly Sales`.
5. Open `Order Details` or `Items Sold` if something looks unusual.
6. Review customer and loyalty tabs if used by the venue.

End of Day Reports

• `Preview Snapshot (Y-Report)` shows a current trading snapshot.
• `Preview Close Day (Z-Report)` shows the close-day preview.
• `Collate + Print` prepares compiled output for printing.

Report Content Areas

• Actual sales
• Budget
• Last year comparison
• Hourly sales chart
• Payment methods chart
• Daily invoice listings
• Saved reports

Troubleshooting

App or Device Issues

• Close and reopen the app.
• Restart the device if needed.
• Check connectivity and retry once.

Kitchen, Printer, or Payment Problems

• Confirm the order was fully finalised before checking kitchen delivery.
• Check printer power, paper, and pairing.
• Do not process a second payment until the first attempt is confirmed failed.

Menu or Access Errors

• Pause before finalising a sale if a price or item looks wrong.
• Confirm the correct account and permission level for access issues.

Support

Email: wayne@proofpos.com.au

Emergency: +61 427 732 655

Venue-Specific Additions

Add a venue appendix for device names, printer locations, manager approval rules, refund policy, and opening or closing checklists before issuing this manual to staff.