SambaPOS Staff Training Manual

1. Navigation Screen Basics

1.1. Work Period
1.2. POS
1.3. Tickets
1.4. Accounts
1.5. Warehouses
1.6. Reports

2. Manage
2.1. Products & Menus
2.2. Order Tags
2.3. Inventory Items & Inventory Products
2.4. Inventory Recipes
2.5. Inventory Consumption using Order Tags
2.6. Inventory Transactions
2.7. Inventory End of Day Records
2.8. Accounts, Accounts Screens & Transactions
2.9. Entities & Entity Screens
2.10. Users
2.11. Settings & metriK
 1.1 Work Period

Work Periods identify your working hours. It simplifies reporting and also
useful for tracking periodic inventory changes.

On the left side of the screen we can see past and current work periods.

On the right side of the screen we have Start Work Period and End Work
Period buttons which are useful for starting or ending your day/shift. You
can also see when it was started and how long was your business open.

POS Screen depends on Work Periods and can only be accessed after you
Start Work Period.

Work Periods separate your daily reports, create End of Day Records and
create database backups. Its important to End Work Period at the end of
every day/shift.

You can only End Work Period after all your unpaid tickets have been paid or
settled on a customer account.
 1.2. POS

You can manage sales, orders, entities (tables, customers etc.) and payment
processing from this screen.

The POS screen will open your entity screens (table layouts, customers, staff
etc). After selecting your Entity, you will access your Menu Categories,
Products within those categories and Ticket screen
In SambaPOS you can keep on top of your tickets that are registered
through states.
Orange indicates the order was submitted and the table is currently
occupied.
Dark Red indicates that Bill was printed but the ticket hasn’t been settled or
fully paid yet.
Ticket Line Ticket Screen Menu Categories Products

Like tickets, orders also contain states which indicate the situation of the
order or ticket.

New – this order state indicates the order was added recently. Bar and/or
Kitchen haven’t been notified of this order yet.

Submitted – orders were submitted previously. Bar and/or Kitchen already

know about this order or it was already served.
Void – indicates that the order was cancelled. Bar and/or Kitchen know
that the order was cancelled and they return the items/ingredients back to
stock.
Gift – indicates that order was given for free and doesn’t count as sale.
Unlike Void, gift decreases the number of items/ingredients out of the stock.
In Ticket screen section you can see
certain details of your ticket.

In this example you can see:

Ticket number – # 6
selected entity – Table: Bar 4
current status – Status: New Orders

Ticket screen also allows you to see

Order number and who made the last
order.

Ticket screen also shows total of the

ticket, discounts and other calculations.
Selecting the order on the Ticket Screen we access additional functions.

+ - is used to increase +1 quantity of the order

- - is used to decrease -1 quantity of the order
Gift – is used to give the product for free and decrease the stock for that
item without counting it as a sale
Void – is used to cancel already submitted orders and return the items to
stock
Cancel – is used to cancel new orders due to a miss click or wrong selection
Move – selected orders are moved to another ticket but on the same entity
(table etc) in case you want to create 2 separate bills for 2 people that sit on
the same table
Change Price – use the number pad to type in the price, select order and
use this function to change the price of it individually
 1.3 Tickets

In Ticket screen you can find all your tickets and filter them out when
necessary.
SambaPOS will use your computer's date for work periods.

Inside the Tickets screen you can find a variety of filters and selectors to
help you find what you are looking for whether that be a table, ticket
number, customer or even a ticket note.
Once you locate your ticket you can press Display to see orders inside that
ticket. Its possible to Re-Open Paid Ticket to make further modifications.
* NOTE: Re-Opening and modifying old paid tickets could result in changes
to your already closed Work Periods & reports. *
 1.4 Accounts

Accounts can be managed in this section.

In the Accounts section you can see all your account screens, account types,
transactions and details. Like in classic accounting every account has a Debit
and Credit and Balance to it.

You can select any account and press Account Details which is on the right
side of the screen.
This allows you to see time and date stamped transactions. With some
Account Types it will also allow you to create additional document
transactions.

In this example we can settle Customer account with Cash or Credit Card
document payments. Choosing a transaction line you could also use a
function Find Ticket to see more details.
 1.5 Warehouses

You can manage and see warehouses, stocks and consumptions.

In Warehouses section you can see all your stock items, their measurement
units, what is in stock from previous days, recent purchases, cost per unit,
consumptions and inventory predictions.
On the right side of the screen you have Display Cost button and Purchase
Transaction.

We will further explain these below.

Purchase Transaction opens a screen in which we can create stock
purchases. In this screen you can have your document number, supplier,
currency and description of the purchase.

This screen also has 5 columns by default. Name of the item, quantity you are
purchasing, measurement unit (liters, cans, bottles, packages etc.), Price per
unit and total price.

On the right side we have 4 buttons.

Close – Closes the screen and brings you back to your Warehouse screen.

Add – Adds a new line for selecting the item you bought from your suppliers,
quantity and price.

Delete – deletes the selected line.

Save – saves the transaction and puts your input in stock.

 1.6 Reports

In this section you can see and filter all your reports.

On the left side you can see all your reports. Each one of them provides you
with different details or summary.
Above the visual part of the report we have two kind of filters. This is where
you can find your drop down menu for different timelines such as Today,
Yesterday, Past Week, This Month etc.

On the right side you have a custom filter in which you can put in your own
Start and End date.

Refresh – after updating your date filter you can press Refresh and reports
will fetch all the information within that date range
Print – will print the selected report and date range (ask your reseller if you
want to print them in A4 format; you will need a A4 printer)
Save – will save a report in an .xps (Windows version of PDF) format
 2. Manage

This section allows management to change or modify almost every aspect of

the POS.

2.1 Products & Menus

You can add a new product or change the existing one in Product List. To get
there go to Manage > Products > Product List

On the right side you can Add Product, Edit Product, Delete Product or
Batch Create Products
By adding a new product you are declaring that products name, group it
belongs to and portion(s).

If you are using barcode scanner you can save the code in the Barcode
section.

* Depending on your setup you might or might not have Custom Tags. *

Press Save to create or make changes to the product.

Batch Create Products allow you to quickly create a batch of products.

#Coffee – # indicates group it belongs to. If the group doesn’t exist,

SambaPOS it will create group with that name.

Products are written without the hashtag. Last number in the line will be
saved as the price of the product.

#Alcohol
Ouzo No 7 5

Example above will create a new product called Ouzo No 7 with the price of
5$ that belongs to Alcohol group.
In the Menu section you manipulate Menu Categories and Products you see
on your POS screen.

You can edit your menu by going Manage > Products > Menu List selecting
your menu and Edit Menu

By selecting a category on your menu and selecting Edit Category Products

you can add products to your POS screen by moving them from left to right.
You can also remove those products by moving them from right to left.

You can also change formatting of the categories and products such as size,
colors, pictures and so on.
You can do that by clicking on Edit Product Properties
Here you can add pictures to your products, change color and use Auto
Select ☑. When a product has Auto Select it means when product is selected
in the POS screen it will automatically open your listing of portions, order
tags and other modifiers. Otherwise you will have to select that product
manually to change modifiers.

We will talk more about Order Tags below.

 2.2 Order Tags
Order tags are modifiers for your orders which provide additional
information for the staff in the kitchen, bar or your customer if those
modifiers come with extra price.

In this example after choosing a product, additional screen pops up where

you can select your modifiers.

SambaPOS also allows Free Tag which gives you the flexibility to write a
custom modifier that’s not usually requested or doesn’t exist on your menu.
You can also add a custom surcharge to that modifier.
New Order Tags can be created in Manage > Tickets > Order Tags

On the right side you can Add Order Tag Group, Edit Order Tag Group,
Delete Order Tag Group and Sort Order Tag Group.

Selecting Add Order Tag Group you can

create the name of that Order Tag.

Depending on your product you can

choose what is the minimum amount or
maximum number of Order tags you can
select while adding the order to the ticket.

Here you can select different properties

such as whether the modifier adds price to
the product or is shown separately and
whether it is or isn’t Tax Free.

Display Settings, Order Tag List, Prefix

List and Mappings are explained below.
Display Settings allows you to
change formatting of the
Order Tag such as:

Default Order Tag button

colors

Number of columns per Order

Tag Group

Size of the buttons in pixels.

Font size

Custom formatting of the

order tag.

Order Tag List is a list of modifiers that will appear on the order screen.
You can Add Order Tag, Delete Order Tag and Sort Order Tags them with
buttons on the right side.

Tag – name of the button

Max Quantity – number of times you can select the same modifier
Product – indicates which product will be decreased from stock (explained
in inventory section)
Price – surcharge for that order tag
Color – used for changing the color of the button

Header – used to change the visible name or formatting of the button

Order Tag Prefixes allow you
to add additional options to
your existing modifiers.

If pressed sequentially, they

will add the prefix to an order
Tag.

For example, if we select No prefix and select an order tag Onion - result will
be No Onion. If we select Double prefix and Ketchup - result will be Double
Ketchup. Prefixes allow us to have higher flexibility of our modifiers.
Mappings allow us to map Order Tags and Prefixes to our Product Groups,
Products and Portions.

Instead of showing up on all the items we can specifically choose where we

want to see our Modifiers. In this example we wanted to assign it to Product
Group “Food” and specifically for the product Chicken Fillet.

This way our modifier will only be visible for Chicken Fillet.

In special scenarios Mappings allow us to choose which User Role,

Department or Ticket Type can use this modifier.

* - means All/Everyone/Everything

To explain above Mappings example:

Every User Role can use this order tag

Every Department can use this order tag
Every Ticket Type can use this order tag
Only Food product group can use this order tag
Only Chicken Fillet inside the Food product group can use this order tag
Every Portion for Chicken Fillet can use this order tag

* Its worth mentioning that Mappings work the same way throughout
SambaPOS and are used in the same manner for different options *
 2.3 Inventory Items & Inventory Products
Inventory Items & Products are used for calculating stock consumption. We
use these to define what our Menu Products are made of. They are defined
in Manage > Inventory > Inventory Items or Inventory Products.

We need to understand the difference between Menu Products and

Inventory Products.

Menu Products are things that we Sell from our Menu. They are defined in
Manage > Products > Product List.

Inventory Products are products you can “build” (meatballs etc). Think of
them as semi-products that are made of Inventory Items and/or Inventory
Products as defined by a Recipe. They can also be used in a powerful and
special way.

Let’s start with basics first.

Inventory Items are items you Purchase from suppliers like Beer bottle,
Soda can, ground Beef, or Eggs.

Inventory Item Name – is the name of the item. This name will show up
while making a Purchase Transaction in Warehouse (buying stock) ……
Group Code – groups your items for easier sorting ……………..…………………
Warehouse Code – works like item group code but in most cases is
unnecessary and you can leave it blank …………………
Warehouse – is your in-house stock room, by default it should be Local
Warehouse; some businesses have 2 or 3 stock rooms and this variable can
be used to create more complex setups in which you can move your stock
around
Base Unit – it is a measurement unit for your inventory item in stock (Can,
Bottle,L, kg, Pack etc)

Transaction Unit – if you leave Transaction unit Empty stock will be counted
by Base Unit, in this example Can; its best to leave it blank
Additional Units – are used for quick stock purchases, here you can declare
how many Base Units are in this Additional Unit; in this example there are 24
Cans of Coke in 1 Case or there is 4 Cases in 1 box

Check Box ☑ – makes the purchase unit default. When making a Purchase
Transaction it will be the first one to show (when Purchasing you can change
between these units)
 2.4 Inventory Recipes

Recipes define which “ingredients” comprise a Menu Product (product we

sell) or an Inventory Product (a semi product made of Inventory Items or
other Inventory Products). This way SambaPOS allows us to create the most
complex recipes where necessary.

Recipes are defined in Manage > Inventory > Recipes

This is a recipe for Menu Product that doesn’t have portions. Menu Products
that use portions will require a separate recipe for every portion you have.

Portion – serving of the Menu Product; some products might have more
portions such as Pizzas (Small, Medium, Large etc.)
Product – is our menu product we sell. When this product is selected as an
order, Inventory Items stated below will be decreased from stock
Group Code – is the group this recipe belongs to; used for easier sorting
Recipe Name – name of the recipe

Items: In this window we are stating what Inventory Items will be decreased
from stock when this Menu Product (Long Island Ice Tea) is selected on our
order screen.
Decrease Gin for 1.5cL
Decrease Vodka for 1.5cL
Decrease Tequila for 1.5cL
Decrease White Rum for 1.5cL
Decrease Triple Sec for 1.5cL
Decrease Coke for 0.5Can (half a can)
* NOTE: Recipes can only use the Base Unit of an Inventory Item. *
When to use Inventory Products
You sell Sliders and Subs. A slider takes 1 Meatball, while a Sub takes 3
Meatballs.

You make your own Meatballs from scratch. You don’t buy packages or
cases of pre-made frozen Meatballs from a Supplier. Instead, you buy
Meatball Ingredients from a Supplier such as Ground Beef, Oatmeal, and
Eggs.

When you make a Meatball, you don’t make 1 at a time. You make them in
Batches. But you don’t sell Batches of Meatballs - you sell 1 Meatball, or 2, or
3, or 4, which are part of a larger Recipe for your Slider or Sub Menu
Products.

How do you define the Recipe for a single Meatball? Do you take all of the
ingredients in the Meatball Batch and divide each of those ingredients into
minuscule measurements depending on the number of Meatballs you can
make in a Batch? You could… but thankfully, we don’t need to.

Here we define Inventory Product Meatball and its Units (similar to Base
Unit)
By defining our Meatball recipe we are defining are main semi-product as a
Batch portion.

Recipe for Meatball Batch uses Inventory Items exclusively. In this example
it takes 4.5kg of Ground beef, 0.8kg of Oatmeal and 2 Eggs to make a
Meatball batch.
However, a recipe can also contain an Inventory Product.

We defined what it takes to make a Meatball batch. Now we need to define

what fraction of that batch it takes to make our meatball we serve on a plate
or in a sandwich.

Lets say in our restaurant a single meatball is approx. 60grams and we use
4500g of meat for our batch.
So.. 1 MeatBall = 60grams/4500g = 0.0133 of a Batch

But because of other ingredients we use (that we don’t track) for our
meatballs we know that our batch actually gives around 90 meatballs, so:

1 Ball / 90 Balls = 0.0111 of a Batch

 2.5 Inventory Consumption using Order Tags

We already mentioned Order Tags we use as our order modifiers.

However, these orders tags can be mapped in our Inventory Consumption.

This gives us an ability to have a very flexible and dynamic menu without
losing track of our stock.

You can create a new Menu Product in Product List.

After creating a Menu Product we can create a recipe using our Meatball
Batch product we mentioned earlier.
Once you have both Menu Product and Recipe you can edit your Order Tag
Group and choose which Menu Product is being used by that Order Tag.

You can use this method to create flexible custom food or drink orders using
nothing but Order Tags.

* This is ideal for businesses that serve “build your own

burger”, “build your own sandwich” and “build your own
cocktail” etc. *
 2.6 Inventory Transactions
Inventory Transactions are purchases or movements of our stock. We
already mentioned how to put stock purchases in the Warehouse screen.
SambaPOS also allows for stock movements in case you have 2 or more
stock rooms.
This is why they are called Inventory Transactions because similarly to
accounts you can take stock from one warehouse and put it another
warehouse.

Inventory Transactions can be found at Manage > Inventory > Transactions

This screen is used for correcting mistakes, creating transactions for

management purposes or simply deleting them.
You can select a transaction and press Edit Transaction Document.

You can select and modify any of the columns as you see fit.
 2.7 End of Day Records

In order to count inventory, it is necessary to End Work Period. These

documents can be accessed in Manage > Inventory > End of Day Records.
Each end work period process creates End of Day Record. These documents
show inventory amounts between Start Work Period – End Work Period. To
count inventory, open the latest End of Day document.

Inventory Item Name – name of your stock item

Unit – inventory item’s Base Unit
In Stock – quantity in stock from previous Work Period
Purchase – purchases of stock items during that Work Period
Cost – average cost of the item per unit
Inventory Consumption – items sold, consumed or gifted
Inventory Prediction – based on calculations this should be remaining stock
Current Inventory – this is the field in which inventory corrections are made
when doing stock counts; this field can only be used after Ending Work
Period and before Starting Working Period
 2.10 Users

Users section can be found at Manage > Users > User List. This section is used
to create new staff users or change names and pins to the existing ones.

Pin codes have to be between 4-20 digits long.

User role is to assign privilege access to your staff and their purpose within
the business. Different roles will allow staff to see or use different parts of
the POS.

For general purpose you can leave Password empty.

 2.11 Settings & metriK

This section can be found in Manage > Settings. Settings section is mostly
used for accessing metriK app or Database Backups.

metriK provides instant tracking for restaurant owners using SambaPOS.

You can find more information at

More about metriK How to use metriK
 Database backups are by
default created at the End
of Work Period.
This is part of the backup
module where you can
manually Backup Database,
Restore Database and
Display Backup Location.

In the Settings Tab you can also change certain behavior of backup module.

* Its best to leave Database Backups to your SambaPOS reseller.

Making changes here could result in loss of data or inconsistent backups
– rendering data recovery impossible in case of malfunction *
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