Dinerware EPOS Systems UK – Guides and Manuals
Learning how to use Dinerware restaurant EPOS software for restaurants couldn’t be easier. You can either read the instructions in our simple, step-by-step guides or download the detailed user manuals.
How to Add a Menu Item
If a new menu needs to be created, to the restaurant point of sale system, start with a new database. Please refer to the Dinerware manual to learn how to create a database. For this exercise, assume a menu already exists and a new item on the menu needs to be created.
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Menu’. The Menu Edit screen appears.
- Touch ‘Menu Item’ then touch ‘New.’ Use the on-screen keyboard (icon lower left) and name the menu item (example: Wings). Touch ‘Ok.’
- Touch ‘Revenue Class.’ ‘Food’ is highlighted by default. If not, touch ‘Food.’
- Select the check box next to ‘Price.’ Use the on-screen keyboard and type in a price. Touch ‘Ok.’
- Touch ‘Printer.’ For this exercise, choose ‘Kitchen.’ Touch ‘Ok’ to accept this printer.
- Touch ‘Save as New’ at the bottom of the screen.
A new menu item has been added.
Check in the EPOS software to see if the new menu item has been added. Touch ‘Back’ to get to the Manager screen, then ‘Back’ again to get to the Order Entry screen. You should see a menu item called ‘Wings.’
Tip: If you need to add an entirely new category to your menu, please refer to the How to Add a Screen Category section.
Note: Don’t be afraid to experiment with our restaurant EPOS software. Rearranging menu items is easy and you can immediately see how your changes affect the order entry experience for your staff.
How to Add a Screen Category
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Menu.’ The Menu Edit screen appears.
- In the left of the screen, touch ‘Screen Category.’ The Screen Category screen appears.
- Touch ‘New.’ Use the on-screen keyboard icon (lower left) and name the Screen Category (example: Starters). Touch ‘Ok.’
A new screen category has been created.
Check to see if the new screen category has been added to the EPOS system. Touch ‘Back’ to get to the Manager screen, then ‘Back’ again to get to the Order Entry screen. You should see a screen category called ‘Starters.’
Tip: Once a screen category has been created, menu items can be added to this section of the menu. Please refer to the How to Add a Menu Item guide for details.
How to Add a Choice Set
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Menu.’ The Menu Edit screen appears.
- From the left of the screen, touch ‘Choice Sets’ then touch ‘New.’
- Use the on-screen keyboard icon (lower left), name the choice set (example: Sauces), then touch ‘Ok’ to accept this name.
Touch ‘Ok’ again in the lower right of the screen to save this new choice set.
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Menu.’ The Menu Edit screen appears.
- From the left of the screen, touch ‘Choice Sets’ then touch ‘New.’
- Use the on-screen keyboard icon (lower left), name the choice set (example: Sauces), then touch ‘Ok’ to accept this name.
Touch ‘Ok’ again in the lower right of the screen to save this new choice set.
Check to see if the new choice set has been added. Touch ‘Back’ to get to the Manager screen, then ‘Back’ again to get to the Order Entry screen. You should see a choice set called ‘Sauces.’
Note about Choice Sets and Menu Items: To associate a Choice Set with a menu item when using Dinerware software for restaurants, touch ‘Items with this Choice Set.’ Two columns appear. Menu items currently in the system are on the left. Highlight items you want to attribute the ‘Sauces’ choice set. Touch the green right arrow to move into right column. Items moved into the right column will now be attributed to the choice set ‘Sauces.’
How to Add Choices
If a new menu needs to be created, start with a new database. Please refer to the Dinerware manual to learn how to create a new menu. For this exercise, assume a menu already exists and a new category on the menu needs to be created.
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Menu.’ The Menu Edit screen appears.
- Touch ‘Choices’ on the left, then touch ‘New.’
- Use the on-screen keyboard icon (lower left), name the choice (example: BBQ), then touch ‘Ok’ to accept this name.
- Touch ‘Ok’ again in the lower right of the screen to save this new name. The Menu Edit screen appears.
- Touch ‘Choice Sets.’ If you created a choice set called ‘Sauces’ you will see it listed on the right. Touch to highlight ‘Sauces’ and touch ‘Edit.’
- The left column lists all choices created. Touch ‘BBQ,’ then touch the right arrow and touch ‘Ok.’
Check to see if the new choice has been added. Touch ‘Back’ to get to the Manager screen, then ‘Back’ again to get to the Order Entry screen. Touch the choice set ‘Sauces.’ The new choice ‘BBQ’ should appear.
Tip: For multiple choices, use the ‘Save as New’ button instead of touching ‘Ok.’ This will enable you to quickly add several choices. When all choices are added, you can easily assign them to a Choice Set.
How to Open and Close Bills
Dinerware is designed to accommodate many different environments. For example, a bartender will need the ability to open and close bills out fast, while a fine dining restaurant will want the ability to easily split or combine bills. There are several ways to manage bills. The following way is how bars, cafes and nightclubs use Dinerware to open and close bills.
Open a bill
- From the Order Entry screen, touch a screen category (example: bottled beer). Then choose a specific item and touch that menu item (example: Corona). A new guest bill automatically appears on the left of the screen and includes the order and price.
Pay the bill with cash
- At the bottom of the bill there are a few paying options. For an exact amount, touch ‘Fast Pay.’ For a common pound amount, touch the denomination the customer pays. The Payment screen appears with the amount due.
Pay the bill with a credit card
- At the bottom of the bill, touch ‘Credit.’ A box appears and prompts ‘Swipe Credit Card’ (for integrated credit card systems).
How to Open Bills and Share Items
Given the several ways to manage bills within Dinerware, the following describes how fine dining or casual dining restaurants use the EPOS system to open a bill and split or share items.
Open a bill
- At the bottom of the Order Entry screen, touch ‘New Ticket.’ Bill appears.
- Touch the table icon in the upper left of the bill. The Table Section screen appears.
- Touch a section, a table, and the number of persons on the bill. Touch ‘Ok.’ The Order Entry screen appears, and the bill is ready to accept the party’s orders.
Share items
- Commit the bill, then open the committed bill.
- Touch a menu item in the bill. New buttons appear at the top right of the bill. Touch ‘Share Item.’ If two people want to share an item, add 1 share to person 1 and 1 share to person 2.
This will share out the cost of that item between two people. Using our restaurant point of sale systems, an item can be shared out among any number of guests at the table. This is ideal for fine dining where bottles of wine, starters and other items are commonly shared.
Split a single bill into two
- At the bottom of the bill, touch ‘Split Bill.’ A diagramme appears. There are several ways to split the bill depending on the guest situation.
- If guests at a table each want their own bill, touch ‘Split All Guests to New Bills.’
- Touch ‘Split.’ Two bills appear: Table 1 and Table 1:2.
Both guests have their own bill. If the guests shared any items, those items are now listed and divided in cost on each bill.
Combine bills
- Touch List View. List View privileges must be activated before bills can be combined. Touch the bills to be combined, then touch ‘Combine Bills.’ Touch ‘Yes’ to confirm. Previously split bills are combined into a single bill.
How to Open a Bill by Customer
Dinerware restaurant software comes with a powerful database that enables you to track customer order history. There are several ways to open bills associated with a customer in the database.
Customer history
- From the Order Entry screen, touch ‘Customer.’ A list of customer names in the database appears.
- Choose a customer and touch the name. The order history for that customer appears.
Open a custom bill by previous orders
- In the customer sales history list, touch an item the customer orders frequently (ideal for regulars with favourite menu item requests).
Open a custom bill using new bill
- Above the customer sales history list, touch ‘New Bill.’
- The Table screen appears. Choose a table, then touch ‘Ok.’ A new bill appears with the customer name.
Either way the customer bill is opened, people can be added (if necessary) and the ordering process can begin.
How to View All Bills with List View
List View is an alternative way to view open bills in Dinerware. Staff with permission granted by a manager can access List View by using the toggle button at the bottom of the main order entry page. In the List View screen, staff can sort bills in a number of ways and perform other commands on multiple bills simultaneously by touching and selecting the bills.
It’s important to remember that List View is a privilege assigned by job. A manager can assign privileges in the Jobs screen.
Functions Available from List View
Transfer bills
- From the Order Entry screen, touch ‘List View.’
- Touch bill(s) you want to transfer.
- Touch ‘Transfer to Self’ or ‘Transfer to Others.’
- Choose ‘Yes’ to accept the bill(s) transfer.
Combine bills
- From the Order Entry screen, touch ‘List View.’
- Touch bill(s) you want to combine.
- Touch ‘Combine Bills.’
- Choose ‘Yes’ to combine the bill(s).
Pay bills to cash
- From the Order Entry screen, touch ‘List View.’
- Touch bill(s) you want to pay.
- Touch ‘Pay with Cash.’
Assign tips to bill
- From the Order Entry screen, touch ‘List View.’
- Touch bill(s) you want to transfer.
- Touch ‘Assign Tips.’
- Enter individually each tip for each bill.
How to Assign a Tip to a Credit Card
Dinerware allows for several ways to pay, however most guests pay with credit cards.
Commit or send the open bill
- Touch ‘Ok’ on the open bill to commit the order.
- Re-open the committed bill and touch ‘Pay.’
- From the Payment screen, touch ‘Credit’. Swipe the credit card. The card processes, then the Order Entry screen appears.
- The bill now appears with red ‘TIP!’ This bill has been pre-authorised.
- To finalise with tip, the waiter takes two copies of the pre-authorisation to the customer for their signature and tip assignment. After the customer has written in the tip and signed the authorisation, the bill may be closed.
- Touch the bill (with TIP!). Touch ‘Pay.’ The credit card information shows on the left of screen. Use the keypad to enter the tip, or the total amount of the sale.
- Touch ‘Finalise’ in lower left of screen. Touch ‘Close’ to complete the credit card sale.
How to access a shift report
Learn how to clock in, select a job, check personal messages, access a shift report and clock out.
End of Shift
Dinerware acts as a time clock and will track hours from the time an employee clocks in until the employee clocks out. If an employee forgets to clock out, the system will continue to add hours to the ‘clocked in’ employee. For shift editing instructions, please refer to the Dinerware Manager Basics guide.
Before an employee clocks out, the areas an employee will access are Message Centre and Shift Report (for employees using a cash drawer). For details about the Shift Report, please refer to the Dinerware Guide to Cash Management. If you do not process sales, the Shift Report will not appear.
- Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Personal Page’ at the top right of the screen. On the left is your Shift Report. On the right is the Message Centre.
Shift Report
This lists all sales and transactions for your current shift. Use this report to reconcile cash, credit receipts and tips against what has been entered into the system during your shift. Present this report to management at the end of your shift.
- Clock Out: Touch ‘Clock Out’ or choose ‘Print and Clock Out.’
- Waiting staff and cashiers will see two types of tips: Known Tips (credit card sales) and Other Tips (usually cash sales).
- Enter a number, then touch ‘Clock Out.’ Upon clock out, a time summary will print for the employee.
How to Run a Payroll Report
A common report that management needs to access is the payroll report.
Reports screen
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Reports.’ The Reports screen appears.
- From the upper left dropdown menu, select Labour. (By default, sales reports appear first.)
- Use the view pane that appears and highlight the report desired.
- Select the date and time using the Calendar and Clock icons.
- Touch ‘Show Report’ on the right of the screen.
Once the report appears, you can save your report in an Excel file format.
How to Run an RFO Report
Another commonly accessed report is the RFO, or Restaurant Financial Overview.
Reports screen
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Reports.’ The Reports screen appears.
- From the upper left dropdown menu, select Sales. By default, sales reports appear first.
- Use the view pane that appears and highlight the report desired. There are three different RFO reports. To save a report, select ‘UK Restaurant Financial Overview with Excel.’
- Select the date and time using the Calendar and Clock icons.
- Touch ‘Show Report’ on the right of the screen.
Once the report appears, you can save your report in an Excel file format.
How to Access Summary Reports
Learn how to run the over 80 reports within Dinerware restaurant software.
Reports screen
Log in to the terminal using your four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Reports’. The Reports screen appears.
- Several categories are organised in the dropdown menu in the upper left of the screen. By default, sales reports appear first.
- Use the dropdown list and highlight the report category desired.
- Select the date and time using the Calendar and Clock icons.
- Touch ‘Show Report’ on the right of the screen.
Once the report appears, you can save your report in file formats such as Excel or PDF. You can also print your report if a printer is installed in the Windows environment.
How to Edit the Fresh Sheet
The Fresh Sheet feature in Dinerware allows restaurants to manage inventory of specific items in real time. It can be used in fine dining restaurants or cafes for items like limited-quantity starters, daily specials or bottles of wine. Bars and nightclubs use this feature to track merchandise such as t-shirts.
What makes the Fresh Sheet so powerful is its ease of use and the ability for managers to quickly make changes.
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Fresh Sheet.’
- Touch ‘Edit Fresh Sheet.’ The left column contains all menu items. The right column lists all items and their quantities that appear on the Fresh Sheet.
- To add an item to the Fresh Sheet, touch it in the left column to select it.
- Touch the right arrow to move that item onto the Fresh Sheet.
- Touch the item again and choose ‘Edit.’ Enter the quantity of this item.
- Touch ‘Ok’ to save updates to the fresh sheet.
When this item is ordered, it will instantly deduct from the original quantity entered. When all items have been ordered, the count will read ‘zero.’
How to Edit Shifts
The edit shift feature allows a manager to quickly correct any clock-in or clock-out errors. Managers can edit specific parameters such as pay rate or job performed.
Always On System
Dinerware is designed to operate in a 24/7 environment, so employees will stay clocked in unless they clock out, or a manager clocks them out. It’s common for those new to the system to forget to clock out, which will result in incorrect shifts. The shift edit feature makes corrections fast and easy.
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Labour.’ A screen appears with a list of clocked in employees and all shifts that occurred in the last two days.
- Use the dropdown menu to see historical shifts for any date range you specify.
- To modify or delete a shift, touch the shift to select it.
- Touch ‘Edit’ in the lower left of the screen. A new dialogue box appears.
- Select the date the shift began or ended, the pay rate, the job and even tips. Make desired changes.
- When finished with edits, touch ‘Ok’ to save. Repeat this process to delete or create a new shift.
How to Create a Message of the Day
The Message of the Day feature enables you to easily communicate with staff. Your messages appear on the Login Screen so you can use this tool to announce specials of the day or to alert staff about meetings, for instance.
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Daily’
- Touch ‘Message of the Day’ in the upper right of the screen. To alter the message, use your finger to highlight what you want to change and type a new message.
- Touch ‘Ok’ to save.
How to Access Daily Reports
Learn how to access key reports as part of daily management operations. Dinerware is designed to begin a new business day automatically, so there is no requirement for an End of Day or Z report.
Managers need quick access to reports in order to get an instant overview of sales for the business and for individual servers. View the report on-screen or print it using the thermal receipt printer at the workstation. For more details, please refer to the Dinerware manual.
The daily report
Log in to the terminal using a four-digit PIN.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager screen appears.
- Touch ‘Daily.’ A new screen appears. Select the day or date ranges using the tool on the right of the screen.
- Select a revenue centre from the dropdown menu under the date options.
- The shift report appears in to the right.
- To print this report, touch ‘Print.’
- To see individual employee shift reports, follow the same process, but choose an employee from the dropdown list.
How to Add an Employee
Learn how to add an employee to the system and assign a Personal Identification Number (PIN). In a few short steps, you can add or edit an employee into the Dinerware system, assign a PIN and assign an appropriate security setting. You must have manager privileges to create or edit an employee.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. The Manager Screen appears.
- Touch ‘Employees.’ This screen lists all employees currently in the Dinerware system.
- Touch ‘New.’ Two fields (top left) are needed to create a new employee: Employee Name and PIN.
- Touch the ‘Screen Name’ field, then touch the on-screen keyboard (icon lower left) and type in a name. Touch ‘Ok.’
- Touch the ‘PIN’ field. Use the on-screen keyboard (icon lower left) and type a four-digit PIN. Touch ‘Ok.’
- To save this new employee (or edits to an existing employee) into the system, touch ‘Ok.’
Tip: It’s good practice to have employee job applications ready so that you can enter all details in the system when you create a new employee.
Security Settings: Dinerware has over 40 security settings. Security settings are associated with the individual employee, so consider your trust level of the employee and what types of jobs within the restaurant they will perform. For some it will be appropriate to give only limited access, while for others, like a manager, you may want to provide deeper access into the Dinerware system. The system defaults to ‘Select All.’ Touch this field and a dropdown menu appears with choices.
How to Create a Job
Learn how to create a job, assign a pay rate and select options associated with different job types. There are several positions, each with different attributes and pay rates that can be created in Dinerware. The position ‘Manager’ is a default job in the system and can be easily edited. You must have manager privileges to create or edit a job.
- From the Order Entry screen, touch ‘Manager’ at the top right of the screen. This takes you to the Manager screen.
- Touch ‘Jobs.’
- At the bottom of this screen, touch ‘New.’ This brings you to the Edit Jobs screen. There are many options, but the two basic requirements needed to create a job are: create a name for the job and define a pay rate.
- Touch ‘Job Name’ then touch the on-screen keyboard (icon lower left) and type the job name (like ‘Server’) then touch ‘Ok.’
- Touch the ‘Base Pay Rate’ field then touch the on-screen keyboard icon and type the hourly pay rate. Touch ‘Ok’ on the on-screen keyboard.
- Dinerware automatically calculates the overtime rate and time and a half. Touch ‘Ok’ to save this new job.
Notes:
MANAGERS – The Dinerware restaurant EPOS software does not manage payroll for salaried employees like managers, so leave the pay rate field blank. Under the ‘All Bills Privilege’ section, select the radio button ‘Operate as Manager.’ This allows any transactions made by the manager to stay with the bill owner (important for end-of-day settlement procedures).
WAITERS/CASHIERS – Check ‘Fast Pay’ and ‘Allow List View’ boxes for the waiter/ cashier position.
KITCHEN – Select ‘Logs In and Out of Personal Page’ for kitchen positions. This option prevents the user from accessing the order entry screen.