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new, change, delete

In order to work with the catering cash register you will have to select the account area first, e.g., GASTRO.

To do so, click on the yellow button in the icon bar.

or go to the menu Accounts/Select account area and select the required account area.

Presetting

Before you start adding articles, check the correctness of the item's name and if the correct percentage rate for the „standard VAT rate“ has been set, go to Setup/Program options/Options and select the tab „Turnover“:

If everything is just fine, click OK. Otherwise adjust the entries an then click OK. In case you have articles with different VAT rates (e.g., 7%) you can set this for each article individually in the article's definition mask. For all following articles you add, PC CADDIE will remember the set rate and will only change it to another rate, e.g. 19%, when you create an article where you set this rate.

Entering articles

To create an article use the menu item Articles/…new, edit, delete.

The following window shows you the article overview:

  1. Enter parts of the name or article number as a search abbreviation. The list is reduced to the article containing your entry.
  2. Open the marked article for viewing by pressing OK.
  3. Create a New (F9) article, or.
  4. Mark an article and click Edit (F7) to edit it.
  5. Delete (F5)an article.
    :!: You can only Delete an article when it is not booked in the current Account area. If you want to delete articles from older years, you can do so only in the context of an Archive at the turn of the year
  6. Find - here you can search by name part or article group. The article selection jumps to the first article to which the search criterion applies.
  7. Continue (F3) searches the article list further down, based on the search criterion entered under Search .
  8. Cancel closes the window.

Article

Article no.

The article number can have maximum eight characters, numbers and letters. Please do not use umlauts or special characters. Never mix the case of the letters if you want to use PC CADDIE to generate barcodes for label printing. Conversion to the can be made only on eight-digit combinations of letters and/or numbers (e.g., SNACK001, DESS0001, 66660001). Article numbers are usually assigned schematically. For example, they begin with the first letters of the department or a predefined combination of numbers. To create an article of the same category, it is very convenient to work with the * or +. This assigns the next free article number: SNACK*, or SNACK+.

Account

You can enter the financial account number where the article should be recorded into this field. This is necessary for exporting the sales data to an accounting interface (additional module: Export accounting data)

Name

Select a suitable name for the article. However, this should be a short and distinct article name. Article names that are too long might not completely fit on a printed receipt for the kitchen or counter. In your article list the product groups are listed in alphabetical order and within the product groups the articles are listed alphabetically.

Additional info

This is where you can enter individual information that can be useful on a label print or just to hold additional information for an article type. A restaurant would use this information for articles that are handed out on a loan basis such as money for cigarettes or even tips. In this case you would enter “LOAN”,without quotation marks (more information here: als_tip_trinkgeld_verbuchen). The article is entered in the cash register as usual and the text will be displayed on the receipt when paying. In your daily balance you will find these articles listed separately as cash turnover which will be subtracted from the amount “effective cash”.

If your restaurant is using the PC CADDIE cash book the “loans” will not be subtracted; they will have to be posted manually. We can add a special parameter to your system to ensure the automatic subtraction. In addition the add. info will require an extra text “KABU”, in our example: “LOAN_KABU”.

You can also enter the add. info ARTDET to get more details in the daily balance. It will cause the details of this article to be displayed separately on the daily balance (in the article statistic). This option is very useful if, for instance, the accounts department wants to see which voucher numbers have been sold or redeemed.

The add. info “PAYMENT” will let a ball card payment appear as a payment method on the daily balance of the restaurant.

Group

This is where the product group is selected or created to which the article should be allocated. This entry should be well-thought-out as single articles or product groups can be used to create various statistics.

The daily turnover of the different product groups will be listed on the daily balance. Now a few examples for possible product groups:

  • D-N = Drinks, non-alcoholic
  • D-B = Drinks, Beer
  • F-AC = Food, appetizer, cold
  • F-M = Food, main dish

To create a new product group, click on the button New group:

  1. Enter the short name for the article group (up to 8 characters).
  2. Enter the full name for the article group.
  3. Select the account area for your statistics, see also Edit account areas.
  4. This is where you can select a colour for your article group so the allocated articles are easier to spot in lists.
  5. Select the receipt print, see also Cash register.
  6. If required you can set the receipt priorities, see also Set receipt priorities.
  7. You can also enter an account number for an article group. This account number will then be used for all allocated articles. If one of these articles should have a different account number you can enter this in the articles mask directly. The account number of an article will have priority. This entry is only relevant in combination with the extra module Export accounting data.

:!: Remember that deleted groups cannot be used for statistics anymore.

Colour and size chart

By selecting a colour and/or size chart you will have the possibility to create sub articles. If you only require a main article you do not have to select a chart. The definition “Colour” and “Size” derives from the pro shop cash register; instead of colours you would use side dishes, extras (with or without ice cubes), tea or beer brands in the restaurant. For the size chart you could define the degrees of doneness, beverage sizes or weight details. You can select individual colour/size charts for the articles or create new ones. Select an existing colour/size chart from the list and adjust it if necessary with Edit.

Add a new colour to the row “New entry” and confirm with OK. With Edit (F7) you can adjust the selected colour/size, it's short or long name. The Delete button on the left will delete single colours/sizes whereas the Delete (F5) button on the right will delete the whole chart.

To create a new chart click New. Enter a short abbreviation and then a suitable Name. Add the new colours/sizes you require one by one to the field New entry.

:!: Colour charts that have been used for sold articles or articles in stock as well as for articles which still have to be listed in a stocktaking or sales statistic must not be deleted.

Prices/Quantity

Status

PC CADDIE provides the following selection options:

NormalThis is for the usual single article.
Individual textFor an article such as „staff dinner“ with a fix price but without a specific description. The query of the „description“ will appear when selecting the article.
Individual priceFor articles without a fix price, e.g., a general article such as „flower decoration“. The price query will appear when selecting this article.
Small
(no label)
No label will be printed. But a list of small articles including bar codes for the cash register can be printed (ideal for smaller articles such as pitchforks, golf balls etc. - rarely used in catering industry).
Print bagtagA previous set up bagtag will be printed when selecting this article, for instance for green fee, range fee, trolley or similar.
Voucher saleThis status has to be selected for a voucher sale (see Voucher administration)
Voucher redemptionThis status has to be selected for a voucher redemption (see Voucher administration)
CashbookThis is a specific status for cashbook articles (see Cash book).
DisagioAn article with this status and a sales price of 10,00 will add an extra charge of 10% to the total of all entered articles (e.g., percentage surcharge for credit card payments).
Reduction totalAn article with this status and a sales price of 10,00 will post a discount article in the amount of 10% of the total price, meaning the sum of ALL selected articles.
Reduction
last article
An article with this status and a sales price of 10,00 will post a discount article in the amount of 10% of the latest selected article in the cash register.
Change VAT rateThis status is only required for adjusting standard VAT rates (e.g., take away sale or reduced/zero rated food and beverage). When adding such an article to the cash register you will be asked if you want to adjust the VAT rate of all the customers articles, only the last one or all outstanding articles.
Via Articles/new, edit, delete… you can create such an article. It could look like this:

→ Select the required Name (1) for your article.
→ Create a new Group (2) for this article.
:!: Select the Status “Change VAT” (3).
→ Enter the reduced VAT rate (4).
(As of October 2011: for Switzerland: 2,5 %, for Germany: 7 %)
;-) Now when entering articles to the cash register and you want them to get a reduced VAT rate you simply add this newly created VAT article and PC CADDIE will ask if you want to adjust the VAT rate of all articles of the one customer or just the last one. The receipt will list all the different VAT rates.
HiddenThis status is only for special articles and is usually set up by our PC CADDIE support team.
Payment methodFor all payment methods such as cash, credit card, EC card, cheque etc. These will be listed separately in the daily balance.
InactiveFor all articles that are not being sold anymore but might be used again another time (seasonal articles such as cream of pumpkin soup). It is still possible to print a sales statistic of these articles. Inactive articles can be moved to the suitable archive area when archiving them so they will not be visible.
Serial number managementThis status is used for articles with serial numbers.

Unit

Unit stands for sales unit. PC CADDIE provides the following sales units:

  • Piece
  • Ticket
  • Packing
  • Meters
  • Liter
  • Kilogram
  • Pair
  • Set
  • Dozen
  • Hour
  • Minute
  • Bottle
  • Barrel

Calculation

In the catering industry you enter the required purchase and sales prices. The row for calculation can be left empty. The formula for the calculation is the outcome of the entered purchase price (net).

If you want to use the automatic calculation simply enter the numbers 1, 2 or 3 to the field Calculation and confirm with Tab.

The following formulas are behind this:

1 = VK=EK*(1+?%) –> Sales price=Purchase price*(1+?%) 2 = VK=EK+? –> Sales price=Purchase price+? 3 = VK=EK/?% –> Sales price=Purchase price/?%

The question marks have to be replaced with a number. The sales price (gross) will then be calculated automatically.

VAT:

A value deviating from the standard VAT rate can be entered here. For example, in so-called out-of-home sales.

The check-mark No discount can be activated as desired - for example, for articles with a low profit margin. Or when the price is already adjusted with employee discount. These are not taken into account when selling at discount rates.

The Sales price (EK) and Purchase price (VK) are calculated according to the entered numbers. The EK is effectively the purchase price plus packaging and/or postage minus discounts granted on the list price.

Colour/Size combination

By selecting the colour/size combination you create sub articles.

With New or F2 you will get the above selected charts:

and after selecting the options you will get these sub articles. By using the check mark for “Acc.”, “Abbr.”, “Status”, “Unit”, “VAT” you can individually set these properties for the sub articles in the main article.

With Delete you can remove a single sub article. But this will only work if the article has not been used/posted yet (incoming goods or sale).

Minimum stock level, actual stock, ordered

When ticking off Stock taking all fields below will be activated automatically.

Minimum stock level: If you reach the number that is entered you will get a warning when selling this article. If you do not want to manage the minimum stock level, enter “—-”.

Actual stock: The opening stock is set with the button Incoming. Further incoming goods can be added via the menu Articles/Incoming goods.

Ordered: This entry is only for informational purpose. Is does not accord to the number of articles that have been printed in an order list.

Purchase

In this section you can enter the purchase details. Select the supplier, enter the order number, packing unit and maybe even granted discounts.

In the Barcode field, you can scan the suppliers printed out barcode. The article will then be recognized by the cash register. This is rather being use by the pro shop, e.g., for golf ball sleeves.

Further options

In addition this window offers further input options using the buttons on the right hand side:

Scroll up and down with the arrow keys in the article list or open the article list with the list button.

Create a new, blank, article.

If you have made the desired changes, press this button to save the settings of this article.

Delete an article :!: However, this is only possible as long as the item has not yet been booked, for example by a goods receipt booking, that is, inventory management or booking via the cash register. If the item has already been booked, you can set the status to “inactive”. The item appears in the items list under payment methods and is no longer listed in the checkout in the item search function. If it is still included in the quick selection and is selected, a message appears informing the operator that this article cannot be booked.

Create a copy of the article. The name is concatenated with “1” on the right side, and the next available article number is automatically selected. This is very helpful if you want to create a similar article or if you want to stay in the same schema of the starting numbers in relation to the article number.

(Description follows)

sub-items

Here you define a blank, automatic article assignment for a certain group of people. This is less needed for the catering, rather for greenfee bookings Green fee article

Here you can view or print the article account.

This button is used for the merchandise management system, goods receipts are posted here.

The supplier will be entered according to the input in the article mask. After entering the amount of incoming goods and the purchase price you will have the following options:

  • New price - the new purchase price will be defined as effective purchase price
  • Average - the average of both purchase prices will be calculated and defined as effective purchase price
  • Calculated - the calculation entered in the article mask will be used.

All further details concern the delivery note or conditions of delivery. If you do not wish to print a label, remove the check mark.

You get various printing options.Print

Close the article window.

Sub-Items

With this feature you can split articles into several sub-items, e.g., full course dinner consisting of multiple dishes or other packages (halfway snacks and dinners).

Or you can access a purchased article. E.g., when you buy your beverages in bundles and sell them in different units.

You also set up the sub-items such as side dishes or ice cream.

Use the button New to get to the mask where you can select an existing article and define whether it should be a sub-item as part of the main article or a sub-item as an optional addition to the main article.

Sub-items:

  1. leave the selection to Sub-item as part of this article
  2. use the list button to select the required article
  3. define the quantity and if the article unit should be considered
  4. set the partial value, this can refer to the price of the main article in several ways:
    * Absolute amount of the part - for this selection it is important that the total of all sub-items matches the sales price of the main article
    * %-Ratio of the main articles value
    * %-Ratio of the rest of article
    * %-Ratio of previous rest
  5. if this is ticked off, a granted discount will not consider this sub-item.

Sub-item PP article

  1. Please watch the correct conversion of the amount between sale article and purchase article.
  2. If you do not enter anything the sales prices of the sale article will automatically be used.

HINT: The stock taking should only be activated for the purchase article. After setting the sub-items a sale will be noted to the stock of the purchase article and reduce it.

Follow-up articles

Simply select Sub-item as optional extra to main article: and select the article which should be suggested with the automatic query.

Check- marks for sub-items

  1. Single receipt for each sub-item - A separate receipt is printed for each sub-item. This is used, for example, for menus, where you need different vouchers for different courses and stations (drinks and food).
  2. Book each sub-item individually - This check-mark is set if the sales and stocks are to be posted to the constituent items. If the check mark is not set, the VK will not be split among the ingredients even if you have made the setting.
  3. Split into receipts after VAT - This check-mark is used, for example, for logistics articles, if you set components with different VAT and want to present it in detail.
  4. Separate sub-articles when booking - The difference is that then the items are posted as normal single items and are no longer considered sub-items, when booked into the account. This is used, for example, if you actually have the article “bed and breakfast”, but only the breakfast should be included in a separate bill.

Details

Tab General

  1. Description:
  2. Internal Info:
  3. Warning:
  4. Group:
  5. Short name: for the quick select button, takes the text entered here instead of the article name; Make a line break on the button with | - put the check mark underneath, and this text will also be printed on receipts and invoices
  6. Button text: here you can set the text for the keyboard on the handheld (if it should differ from the article name)
  7. Color text:

Tab Details

  1. Order name:
  2. Order info:
  3. Weight and inches:
  4. Include attachment and image:

Tab Configuration

  1. Priority
  2. 2
  3. 3
  4. 4
  5. 5
  6. 6
  7. 7
  8. 8
  9. 9
  10. 10
  11. 11
  12. 12
  13. 13
  14. 14
  15. 15

Tab Abo

  1. Subscription_management_2.0 - if the item is a subscription, set here whether it is a charge or consumption item

Tab Special

  1. Language
  2. Conditions

Quick Selection configuration

More information available here: Cash register - quick selection.

Working with the PC CADDIE cash register

Voucher administration

This feature helps you organize the sale and redemption of vouchers and keep an overview of the turnover, see Voucher administration.

Entering suppliers

First of all begin by entering all suppliers – this is done in the same way as with people and companies via Persons/…New, change, delete. Firstly enter the gender “7 – Supplier, Contact person male” or “8 – Supplier, Contact person female”. Apart from that, entering a supplier is almost the same as entering a company member. firmen_und_clubs_erfassen

But it is important that you set the filter for the selection list from „Members and guests“ to „All suppliers“ so only suppliers will be displayed.

Filter

the filter can be changed in the cash register, so that all members and then the guests are initially displayed.

1. Go to the list; the “Search Person” window opens

2. Enter the name

The list appears. All the members are listed at the top, followed by then guests.

Contact our support if you are interested in having this option: support@pccaddie.com

en/kasse/kasse/gastronomie/neuanlegenbearbeitenloeschen/neuanlegenbearbeitenloeschen.txt · Last modified: 2021/08/25 17:36 by msp
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