IRIS POS
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Employee Operations
The following Employee Operations are covered in this section:
Manager Operations
Accessing Manager Functions
Select POS Functions.
Select Manager Functions.
Type the Manager ID number and the Manager Password.
Select Enter.
Electronic Journal
This utility can be used to view and print all the transactions performed at the site. All orders from the current business date are loaded by default. The first order of the day is automatically displayed upon entering the utility.
Access the Manager Functions menu using the procedure outlined in Accessing Manager Functions.
Select Electronic Journal.
The current day's orders display by default. Use the arrow buttons at the the bottom of the screen to scroll through the current day's orders. To search for an order outside of the current day or by a target parameter, use the procedure outlined in Step 1.
Select PRINT to print the order or PRN AUDIT to print the order with any Voids or Cancellations.
Searching Through the Electronic Journal
Select SEARCH.
Under Check Date, select a Starting and Ending date.
If desired, refine the search using the following parameters:
Check Number
Check Time
Table No.
Register No.
Grill No.
Employee
Payment Type
Transaction Type
Amount
To search by an item's name, select Item Description. A keyboard screen is displayed. Type the item's name. Select Accept to return to the main search screen.
Select Search. The qualifying orders will display from oldest to newest.
Perform an Overring
Overrings replace an order where a cashier made an error or if the customer has changed their mind about the order. Overrings must be performed on the day when the target order took place.
Access the Manager Functions menu using the procedure outlined in Accessing Manager Functions.
Select Over Ring.
Type the six digit order number.
The order's information will appear in a popup. Select Yes to confirm that this is the target order to overring.
Select a reason for the overring.
Add a new order that will replace the target order.
Perform a Cash Pull
A cash pull must be performed when a drawer has close to or the maximum amount of allowed cash. Once this maximum amount is reached, an alert appears advising to perform a cash pull to continue using the drawer.
Access the Manager Functions menu using the procedure outlined in Accessing Manager Functions.
Select Cash Pull.
Type in the amount to pull. Include the zeros for change places. If performing a pull for $200, type in "20000."
Select Enter.
Confirm the amount.
The drawer will open. Remove the pulled amount and close the drawer to resume regular use.
Perform a Paid In/Out
Perform a Paid In/Out to keep track of business transactions, such as paying for window cleaning or bulk sales of inventory items to another business.
Access the Manager Functions menu using the procedure outlined in Accessing Manager Functions.
Select Paid In/Out.
Select either Paid In or Paid Out.
Select a purpose for the transaction.
Type in the amount for the Paid In/Out. Include the zeros for change places. If performing a transaction for $200, type in "20000."
Select Enter.
Select Continue.
Reprint a Receipt
Select POS Functions.
Select one of the following options to reprint a receipt:
Reprint Last Order
Print Any Order: This option can look up orders by their order number. The user must know the full six digit order number. This number can traditionally be found under the phone number and next to the cashier's name on the receipt.
Print An Order: This option opens up a list of orders to choose from.
Refund an Order
This option can refund cash or credit to a customer. It is not associated with a specific order and does not need to be performed on the same business date as the original order.
Select POS Functions.
Select Refund Check.
Type the Manager ID number and the Manager Password.
Select Enter.
Select a reason for the refund.
Add an order with the items to be refunded.
Total the order, and pay for the order with the Exact Amount.
Remove the refunded cash from the drawer, give the cash to the customer, and close the drawer.
Void an Order
It is possible to void orders that have already been sent to the kitchen, but have not yet been paid.
Access the Manager Functions menu using the procedure outlined in Accessing Manager Functions.
Select Void Order.
Select the order to void.
Confirm that this order should be voided.
Select a reason for the void.
Select Return to exit the void menu.
Note
A void cannot be performed on the drive-thru order taker POS.
Training Mode
Access the Manager Functions menu using the procedure outlined in Accessing Manager Functions.
Select Enable Training Mode.
The POS will automatically log out the current user and allow a new user to log in to training mode. Log in to training mode.
The item list will flash yellow, indicating that the POS is in training mode.
To exit training mode, access the Manager Functions menu and select Disable Training Mode.
Navigating the IRIS Back Office
The IRIS Back Office Shell is the customizable toolbar, typically located on the right side of the Back Office computer. It is used to access utilities and applications necessary for day-to-day business operations beyond order taking.
To log into the IRIS Shell:
If the initial Sign On prompt is not available, select Sign On from the IRIS Shell tool bar, located near the top.
Type the employee id and password that is also used to sign into the POS terminal and select Ok.
Buttons on the IRIS Shell are customizable. However the buttons described below are the most typically included.
Button | Description |
|---|---|
System Status | Used to Monitor the services between the POS terminals and the Back Office as well as to edit the actions and appearance of the IRIS Shell. |
Sign Off/ Sign On | Used to log on and off the IRIS Shell. This button indicates the name of the employee currently logged into the Shell, if applicable. |
Version and Store information button | Indicates software version and information such as site name, number, address, and phone number. |
Reports | Used to view standard in-site reports |
Payroll and Reports | Access utilities used to manage employees, make clock adjustments, edit payroll information, and view payroll-specific reports. |
Inventory and Reports | Access utilities used to manage site inventory, item records, recipes, and view inventory-specific reports. |
Cash Management | Access utilities used to manage and reconcile money in the store. |
Update Registers | Distribute updated configuration files to the POS terminals with minimal down time. |
Utilities | Generally only accessible by support and maintenance personnel, this provides access to tools used to troubleshoot and maintain site operations. |
Electronic Journal | Accessible on the Shell as well as the POS terminals, this utility allows search and displays all transactions from each terminal. |
Labor Pro | Used to create employee labor schedules. |
Note
Access to the IRIS Shell and the Buttons and Utilities within the Shell are limited by user authentication and security level.
Back Office Reports
Back Office reports provide details pertaining to various site operations such as sales, labor, product mix, and discounts.
Select Reports.
Select the required report icon.
Make any date range, filter, or sorting adjustments via the toolbar at the top of the page and select View Report in the upper-right of the report window.
Print or save the report using the toolbar below the report date range and filtering options.
Report | Description |
|---|---|
Sales Detail Report (SDR) | Displays gross and net sales for specific date or date range, with columns for Date Range, Week-to-Date, and Period-to-Date. The report can be grouped by daypart, drawer, employee, or POS terminal. |
Sales and Labor Report | Displays the relationship between sales and labor hours, broken down by time intervals, and includes the option to include day parts in the segmentation. This report can be run for a specific date or date range. |
Product Mix by Category | Displays Menu Mix for a specific date or date range and for specified menu item categories. The report displays the item name, prices, and percentage of sales. |
Cancelled Items | Displays a list of cancelled items and who cancelled them for a specified date or date range. The report is broken down by employee and includes the date, order numbers, and item numbers. |
Cash Drawer History Report | Displays information about all closed cash drawers for a specified date or date range. The report can also be filtered by a given Revision Number which will display only drawers counted that many times. The report includes closed date and time, counted date and time (if applicable), drawer number, cashier, counted total, drawer total, pull total, over/short, and revision number. |
Sales Reduction Report | Displays all discounts, coupons, voids, refunds, and overrings for a specified date or date range. Each record in the report provides the time and person who performed the action. |
Discount Report | Displays all discounts and coupons for a specified date or date range. Segmented by date, the report includes the order number, employee name, manager name, quantity, amount, and type of discount. |
Inventory
Site managers use the Inventory application to perform various transactions, including physical counts, transfers in/out and invoice receiving.
Receive an Invoice
To receive an invoice:
From the Back Office Shell, Select the Inventory & Reports Application.
Select Purchasing and Receiving
Select Receive Invoice to run the process to search for and convert any new invoices into the invoice editor.
When complete, select Invoice Editor to open the Invoice Processing window.
Select the invoice to receive and select Post (or double-click the invoice).
If any items on the invoice are rejected, the Rejected Items window appears and the items will need to be addressed. If not, the invoice will be opened for review.
In the Edit Invoice window, locate the Purchase Order Field in the upper left. Choose the corresponding purchase order number for the invoice or select Hot Shot.
A Hot Shot purchase order is a generic purchase order created from the accepted items on the invoice.
Once the correct Purchase Order is identified, select Ok.
Select Ok to post the invoice.
Select Ok to verify the invoice post date.
Select Yes if a printout of the invoice is needed.
When the Updating Inventory & Cost History window is complete, select Ok on the final confirmation prompt.
Rejected Items Form
If an imported invoice includes rejected items, e.g. items without corresponding records in the inventory editor, the Invoice - Rejected Items form appears. This form facilitates linking the listed rejected items to an existing Vendor Item ID.
Select the Vendor Item ID to link to the rejected item from the External ID drop-down listbox or select the Vendor Item Description from the External ID Description drop-down listbox.
Select the unit of measure to assign to the item from the Measure drop-down listbox.
If no available items to link exist, the item will need to be added via an EDM menu update or through the inventory editor utility.
Select Ok once all available changes have been made and continue with Receive an Invoice.
If the rejected items are not identified, the total of the rejected items will be removed from the invoice.
Payroll
The IRIS Payroll application is used to the manage employee records at a site, including human resources information, timekeeping and payroll.
Assign Employee Badge Number
To assign a badge number to an employee:
From the Back Office Task Manager, select Payroll and Reports.
The Main Menu Selections screen appears.
From the Main Menu Selections screen, select Assign Badge Editor.
The Employee Editor to Assign Badge Number appears.
From the dropdown, select the employee.
The Employee Badge Number Editor appears.
Click Select.
In the Badge Number field, type the employee's badge number.
Select OK.
Select Close to save the record.
Employees Roster
The Employees Roster provides a list of the employees at the site along with their respective Employee ID, employment status, Job Code, and phone number.
To sort the employee list by a specific column value, select the column heading. For example, to sort the list by employee status, select the Status column heading.
Payroll Reports
Payroll reports provide employee details such as clock adjustments, hours worked, and sign off sheets.
Select Payroll and Reports
Select Reports
Select the required report icon
Make any date range, filter, or sorting adjustments via the toolbar at the top of the page and select View Report in the upper-right of the report window.
Print or save the report using the toolbar below the report date range and filtering options.
Report | Description |
|---|---|
Clock Audit Trail | Displays clock record edits and who made them for a date or date range. It can also be generated for edits made by a specific employee or group of employees for the date(s). If no records for the date(s) exist, the report area will be blank. |
Detail Hours | Displays all clock in and out details grouped by employee for a specified date or date range, with clock adjustments highlighted. This report can be generated for all employees, a group of employees, or one specific employee. The report can also be sorted by either last name or Employee ID. |
Detail Hours and Wages | Displays employee hours by day for a specified date or date range and totals regular and overtime hours. This report can be generated for all employees, a group of employees, or one specific employee. The report can also be sorted by either last name or Employee ID. |
Employee On Premises | Displays all associates currently clocked in. This report shows the employee name, job, date, clock in, break out, and break in records. |
Hours Summary | Displays a high-level view of hours worked per employee, grouped by job type. This report can be generated for all employees, a group of employees, or one specific employee. |
Sign Off | Designed to be printed and used for sign off, this report displays each employee's hours, including dates and times, adjustments, regular and overtime hours, and job. It can be filtered to run only for specific job codes and/or specific employees. The report can also be sorted by either last name or Employee ID. |