SambaPOS

Open Source Restaurant POS Software

Quick Setup Guide

User guide for initial set up of SambaPOS v2.99

Enter dishes and its respective price

Manage > Products > Product List > Add Product > Add
Batch Products

In new popped out window, create a line for each product with
[Product Name] [Price] format. Start Category Names with #
char. NOTE: Product categories make sales reports more
meaningful.

For example:
#Arabic Food
Lamb Kebab with Rice 60
Beef Kebab with Rice 55
#Indo/Pak Food
Chicken Curry with Rice 50
Lamb Curry with Rice 60
Click ‘OK’ upon completion.

Should any dish have the option of different portions, highlight

the dish in question and click ‘Edit Product’. In the ‘Portion
Prices’, click ‘Add Portion’ and edit the name of the new entry,
its multiplier of ingredients and its price. Click ‘Save’ upon
completion.

Enter the menu and its categories

Menu List > Edit Menu > Add Category

Add and rename categories in accordance to the existing menu.

For example:
Arabic Food
Indo/Pak Food
Chinese Food
Desserts
Drinks

Click ‘OK’ upon completion then ‘No’ when asked whether you
want the software to ‘auto select products for new categories’.

Highlight each individual category and click ‘Edit Category

Products’. In the new window, hold ‘ctrl’ and click on dishes to
add into the specified category. Click ‘OK’ upon completion
and repeat this step until all products have been added into its
respective category.
Enter inventory items and its
measurements
Inventory Item List > Add Inventory Item

Fill in all the boxes within this window. The ‘Base Unit’
represents the measurement used when portioning for each dish
which uses the respective inventory item. The ‘Transaction Unit’
represents the measurement used when purchasing the
inventory item from suppliers. The ‘Transaction Unit Multiplier’
represents the multiplier value to get the ‘Transaction Unit’
figure from the ‘Base Unit’ figure.

For example:

Inventory Item Name: Lamb

Group Code: Meat
Base Unit: Grams
Transaction Unit: Kilograms
Transaction Unit Multiplier: 1000 (as 1kg / 1g = 1000)

Inventory Item Nan Bread

Name:
Group Code: Bread
Base Unit: Piece
 Transaction Pack
Unit:
Transaction 10 (as 1 pack / 1 piece = 10. i.e. there are
Unit Multiplier: ten pieces of bread in one pack)

Click ‘Save’ upon completion and repeat the steps until all
important and material inventory items are saved into the
system.

Enter recipes of each dish

Recipe List > Add Recipe

Fill in all boxes within the window. Should there be different

portions available for a single dish, a separate recipe should be
added for each portion to ensure accuracy of cost and inventory
calculations. The ‘Fixed Cost’ represents the cost embedded in
each dish, which is not covered by the ‘Inventory Items’ (e.g.
minor inventory items like salt, black pepper and/or utility costs
like water, electric etc.)

For example:
Recipe Name: Lamb Kebab with Rice
Product: Lamb Kebab with Rice (selected from drop down of
previously entered product list)
Portion: Normal
Fixed Cost: 5.00 (includes salt, pepper, sauce, utilities etc.)
Inventory Items:
 Inventory Item Name Quantity Unit
Lamb 200 Grams
Salad 30 Grams
Rice 100 Grams

Recipe Name: Chips (Small)

Product: Chips
Portion: Small (selected from drop down of previously entered
portions within the ‘Product List’)
Fixed Cost: 2.00
Inventory Items:

Inventory Item Name Quantity Unit

Chips 100 Grams

Click ‘Save’ upon completion.

Enter inventory items in stock

Transaction > Add Transaction Document

Enter a systemised value into the ‘Document No’. The value

entered should be easy to follow as more purchases are made.
(e.g. Date of purchase with invoice numbers/supplier names)
All inventory items entered previously in the ‘Inventory Items’
section should be recorded in this window. The current level of
stock and purchase price should be entered for more accurate
cost analysis and reporting.

For example:
Document No: 01/01/2014 Initial Stock Count
Inventory Items:

Inventory Item Quantity Unit Unit Total

Name Price
Lamb 10 Kg 60 600
Rice 5 Kg 50 250

Document No: 01/02/2014 <Name of Supplier> - Lamb

Inventory Items:

Inventory Item Quantity Unit Unit Total

Name Price
Lamb 10 Kg 55 550

The ‘Unit’ and ‘Total’ will be automatically calculated by the

system. An ‘Inventory Item’ should be selected from the
‘Inventory Item Name’ drop downs. The current level of stock
of the respective ‘Inventory Item’ should be weighed and
inputted. The purchase price per unit should be entered under
the ‘Unit Price’.
Enter the number of tables and adjust
its view on the POS
Manage > Tables > Table List > Add Multiple Tables

Enter table numbers into the new popped out window, starting
with the # character for different categories of tables.

For example:
#Indoors
A1
A2
A3
A4
A5
#Outdoors
B6
B7
B8
B9
B10

Click ‘OK’ upon completion.

Table Views > Add Table View

Insert a name of the table view type and choose ‘Custom’ in the
‘View Mode’ drop down. Choose a preferred colour
coordination of tables for empty, full and locked tables. Finally,
click ‘Select Table’ then highlight all the tables you would like to
be visible under this table view and click the right arrow button.
Click ‘OK’ then ‘Save’ upon completion.

NOTE: It is possible to set up

different table views for the
terminal and handheld devices.

POS

Right click anywhere on the digital restaurant floor and click

‘Design Mode’. Manually move the tables to fit your preference
of view; an idea would be to replicate the restaurant layout. The
user may also alter the size and shape of the tables.

Once completed, right click anywhere on the digital restaurant

floor and uncheck ‘Design Mode’. Restart the system for the
tables to work properly.

Set up the system

Manage > Settings > Departments > Edit Department

Edit the name of the restaurant and select appropriate drop

downs for the ‘POS/Terminal Menu’ and ‘POS/Terminal Table
View’. Should one have a different menu set up and table view
for your terminal and hand held devices, one should change the
drop downs accordingly. Select the appropriate type of
department. A-la Carte is a standard sit-in restaurant.

Click ‘Save’ upon completion.

Local Settings > Local Settings

Select ‘Server’ in the ‘Terminal Name’ drop down.

Program Language

Edit the ‘Major/Minor Currency Name’ to your local currency.

Click ‘Save’ upon completion.

Printer List

Highlight a printer.

Edit Printer

Edit any necessary entry and choose a printer in the ‘Printer

Share Name / Port Name’ drop down.

Click ‘Save’ upon completion and repeat the above until all
printers have been reviewed and edited.

Terminals > Edit Terminal

Select the correct entry under the ‘Department’ drop down and
make any other changes deemed necessary.

Click ‘Save’ upon completion.

Create different user accounts

Users > Role List > Add User Role

For users other than the administrator, create a separate account

for each user (if necessary) and limit the users’ access and
permission by un-checking desired boxes. Click ‘Save’ upon
completion.

User List > Add User

Create the users’ account by entering their name, PIN and role
access.

Click ‘Save’ upon completion and repeat the above until all users
have been entered into the system.

Create a customer information

database
Customers > Customer List > Add Customer
Enter customer information into all fields. Should there be
different types of customers, rename the ‘Group Code’ to
reflect the customer’s group.

Click ‘Save’ upon completion and repeat the above until all
customers have been entered into the system.

Set up different useful initial

commands
Settings > Actions > Add Action
Action Name: Void Order
Action Type: Void Ticket Items
Parameters: Menu Item Name – <Blank>
Tag – <Blank>

Rules > Add Rule

Rule Name: Void Item
Event Name: Ticket Tag Selected
Conditions: <Blank>
Actions: Void Order (select from drop down)

Products > Void Reasons > Add Void Reason

Void Reason Name: Returned Dish
 Void Reason Name: System Error

The above instructs would allow the user to void any items on
an order if it was returned by a customer for whatever reason or
if there was a system error.

Products > Gift Reasons > Add Gift Reason

Gift Reason Name: Loyalty Card

Settings > Actions > Add Action

Action Name: Gift
Action Type: Gift Last Ticket Item
Parameters: Gift Reason – Loyalty Card
Quantity – 1

Rules > Add Rule

Rule Name: Loyalty Card Gift
Event Name: Line Added to Ticket
Conditions: <Blank>
Actions: Gift

The above instructions would allow the user to gift an item on

an order from using loyalty cards.
Correct initial cash position of
restaurant
Work Periods > Start Work Period

Leave all fields blank.

Cash Drawer > Income Transaction

Enter a description (e.g. accumulated cash from previous

periods) and enter the amount of cash available in the
restaurant. Click ‘Cash’ to log the amount.

Work Periods > End Work Period

Should you not prefer to

proceed with the above to
correct the system’s revenue
position, it may be advisable to
start a spreadsheet instead to
track profitability.

User guide for post initial set

up of POS
Start work period
At the start of every business day, the user must initiate the start
of the working period for orders and purchases to be logged.

Work Periods > Start Work Period

For the system to track the current cash position of the cashier
throughout the day, the user should accurately count and enter
the fields available when starting a work period.

Taking orders from customers

POS

Click on the table the customer making an order is sitting and

click on the dishes ordered. Alternatively, for a take-away order
or delivery, close the table view and start entering the order.
Once completed, click ‘Select Customer’ on the left and choose
the customer within the existing database or create a new
customer entry by clicking ‘New Customer’.

Editing order entries:

Clicked a Highlight the entry and click cancel on the

dish by left.
accident
Void an Highlight the entry and click ‘Void’ then the
 entry relevant reason.
Gift an Highlight the entry and click ‘Gift’ then the
entry relevant reason.
Change Highlight the entry, type in the new desired
price of price and click ‘Change Price’.
entry
In/decrease Highlight the entry and click ‘+’ to increase or
number of ‘-‘ to decrease the order.
entries
Modify Highlight the entry and click extra modifier.
entry Enter a brief description and update the price
(using a negative symbol in front of the
numerical value when decreasing the price).
Changing Highlight entries to be moved to another table
tables for and click ‘Move’, ‘Select Table’ then the table
order(s) which the customer moved to.
From sit-in Highlight entries to be taken away and click
to take- ‘Select Customer’. Choose the customer
away within the existing database or create a new
customer entry by clicking ‘New Customer’.

Once the customer is ready to pay the bill, click ‘Settle’. Enter
the amount the customer has paid and click either ‘Cash’,
‘Credit Card’ or ‘Voucher’ as the method of payment. The
system would then present the change due to the customer.
Purchasing inventory stock
Manage > Products > Transaction > Add Transaction
Document

Fill in the ‘Document No’ field by using a consistent

documentation numbering system (e.g. Date and supplier
information). Once filled, add as many lines by clicking ‘Add
Line’ to reflect the different inventory items ordered. Edit the
‘Inventory Item Name’ (via drop downs), ‘Quantity’ and the
‘Unit Price’.

Click ‘Save’ upon completion.

In order to accurately assess the cash flow and position of the

restaurant, it would be advisable to make an expense entry
within the ‘Cash Drawer’.

Cash Drawer > Expense Transaction

Enter a relevant description of the expense (e.g. the ‘Document

No’ used in the transaction documents) and the amount
incurred. Finally, log the expense by clicking whether it was
settled via ‘Cash’, ‘Credit Card’ or ‘Voucher’.

Should you prefer not to record

an expense transaction for your
purchases (perhaps it may not
 have been paid in cash etc.), it
would be advisable to make a
separate spreadsheet to record
all expenses to ensure accuracy
of reports and efficiency of
management.

Recording other expenses

Cash Drawer > Expense Transaction

Enter a relevant description of the expense and the amount

incurred. Log the expense by clicking whether it was settled via
‘Cash’, ‘Credit Card’ or ‘Voucher’.

End work period

At close of business, the user should end the work period.

Work Periods > End Work Period

The user may enter a description of the work period before

clicking ‘End Work Period’.
 Cash withdrawn from and
deposited into the cashier in
close of business would not
affect the reports within the
system. As there are certain
expenses and income which may
not be paid in or received by
cash, the profitability level of the
restaurant may not be accurate
on the system.

At the end of each business day, the user should take a stock
count of every item on the inventory item list. The end of day
stock count should then be entered into the system.

Manage > Products > End of day Records

Highlight the current work period and click ‘Edit End of day
Record’.

Every inventory item entry’s ‘Current Inventory’ should be

updated. This is found on the first tab, on the last column.

The user may also see how the cost of food waste have been
distributed to all relevant dishes on the ‘Costs’ tab. This is
calculated using the predicted and actual stock level figures.
Reference
Visit this forum topic for your ideas and suggestions about this
document
http://forum2.sambapos.com/index.php/topic,1078.0.html
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