This guide describes how to perform essential tasks and functions in the Heartland Restaurant point of sale (POS). It includes procedures for basic functions, such as opening new tickets, ordering menu items, and paying tickets using different payment types. This includes:

Typical start-of-day activities, such as attaching cash drawers and editing stock counts
Opening, managing, and paying tickets
Non-sales operations performed during a typical day (staff breaks and time punches)
Typical end-of-day activities (checking out cash drawers and server banks)
Reporting
Dedicated functions for managers

Tip: If this is the first time using the application on this iPad, see Configure a New iPad for Heartland Restaurant, which includes connecting to Wi-Fi, logging into the POS, and establishing printer and card reader connections.

Start of Day Activities

These article describes how to perform certain tasks in Heartland Restaurant POS that are commonly completed at the beginning of a business day, such as setting up cash drawers and adjusting menu item stock counts.

Payments and Transactions

This section describes how to perform various common transactions in the POS, such as opening a new ticket, ordering items, applying discounts or adjustments to a ticket, and paying a ticket with various payment methods.

Starting a New Ticket

There are different ways to open a new ticket in the POS, depending on the type of rooms that the POS is configured to use. These articles describe how to open a new ticket in a POS using:

Table Layout rooms, representing physical dining locations
Tab rooms, for kiosk, skip-the-link, and online ordering
Delivery rooms, online or delivery orders (includes a map view with driver options)

Managing Ticket Items

After you create a ticket, the POS displays Order screen. In the Order screen, you can add items to the ticket and make any necessary changes.

Ticket Information Screen

You can review a ticket's information and settings in the Ticket Info screen. This screen displays assorted information about the ticket you’re viewing, as well as controls to perform certain tasks for the ticket. To access the Ticket Info screen, access a ticket and then select the Info button in the left hand menu. (Some rooms might be set to display this screen up automatically when you create a ticket.) You can edit most of the information in this screen by selecting its box and entering new information.

Payments

To pay a ticket in the POS, access the ticket, and then select Checkout in the left-hand panel. In the right panel, the POS displays a keypad and various buttons representing payment options. In the box above the keypad, the POS displays the amount of payment to tender. By default, the POS enters the ticket total.

Making Adjustments (Same Day/Previous Day)

On occasion, you might need to apply an adjustment to a closed ticket. The POS only allows you to apply an adjustment to a ticket that was closed during the current day.

Closing a Ticket

Most restaurants close their tickets immediately after finalizing its payment. To close a ticket manually, access the ticket and select Close in the left-hand menu.

Reprinting Tickets

Access the ticket and select Reprint in the left-hand menu.
The POS displays the Printer Formats panel, which includes a tile for each available printer format.
Select an appropriate printer format for the ticket you want to reprint.
The POS displays a list of available register printers associated with the iPad device. This list also includes a Preview option.
Select Preview to view of preview of the ticket.
or select the button for the printer that you want to print the ticket.

Searching for Specific Tickets

If necessary, you can search for specific kinds of tickets in the POS.

In the Order screen or one of the room screens, select Search in the bottom panel.
The POS displays a screen listing tickets as tiles in the main panel.
To search for a specific ticket, type an identifying word (such as a ticket number or customer name) in the Search Tickets.
To view a list of tickets opened by you, select My Tickets.
To view a list of tickets with a specific status (such as “Open”, “Held”, or “Partially Paid”), select Status.

The POS displays a panel listing all possible statuses. If you select one or more statuses in this panel, the POS will only display tickets that have one of the selected status. Each status is color coded and corresponds to the colors of the ticket tiles.

Daily Operations

This section describes some common management functions performed throughout the day, such as clocking in and out of staff breaks.

Staff Breaks

This section describes how to clock out and clock back in for a staff breaks.

Editing and Deleting Time Punches

This section describes how to edit or delete a time punch. A time punch is a record of when a staff member clocks in or out of the POS.

End of Day Activities

This section describes how to perform certain tasks commonly completed at the end of a typical business day, such as closing any open tickets, editing tips for closed checks, and checking out server banks and cash drawers.

Daily Review Activities

The Daily Review screen enables managers to quickly review what’s left to be done during end-of-day procedures.

In the POS, select the menu icon in the top right corner.
In the list, select Manager, and then select Daily Review.

The POS displays the Daily Review screen with three buttons: Tips, Tickets, and Cash. Each of these buttons accesses a list of transactions performed during the current day. These screens enable you to review all of the day’s tips, tickets, and cash transactions and, if necessary, edit them before ending the day.

If there are any unresolved transactions in any of these sets, its button displays a red X. If all transactions in a set are resolved, its button displays a green check mark. These indicators enable you to see at a glance if there are any transactions in any set that need action. (Depending on the location’s settings, these buttons might not display any indicator icons.)

Server Bank Checkout

The POS will not allow you to check out a server bank until all of its tickets are closed by their associated servers. To complete a server checkout, each server should reconcile and close their tickets in the Server Bank screen.

In the POS, select the menu icon in the top right corner, and then select Server Bank. The POS displays the Server Bank screen, which includes a copy of the Server Checkout Report. The Cash Summary section lists totals for cash transactions, tips, paid in/paid out transactions, and any funds the server might still owe the merchant.

In the Transfer Tickets section, the server can transfer all open tickets to another staff member by selecting Select Staff. The POS displays a panel listing available staff members. If the servers selects a staff member, the POS will transfer all open tickets to that staff member.

Once all tickets are closed, the server can select Checkout. The POS displays a prompt to verify the checkout.

After completing the checkout, the server should return any amount listed as Server Owes Merchant to the restaurant. Conversely, if the Server Owes Merchant amount is negative, the restaurant should return that amount back to the server.

Once a checkout is completed, the manager can review its details in the Daily Review screen. In the POS, select the menu icon in the top right corner. In the list, select Manager, then select Daily Review.

Cash Drawer Checkout

As with server banks, the POS will not allow you to check out a cash drawer until all of its tickets are closed by their associated servers. To complete a server checkout, each server should reconcile and close their tickets in the Cash Drawer screen.

In the POS, select the menu icon in the top right corner, and then select Cash Drawer. The POS displays the Cash Drawer Checkout screen, which is similar to the Server Bank screen. It includes a copy of the Server Checkout Report. The Cash Summary section lists totals for cash transactions, tips, and paid in/paid out transactions. It also displays the amount of cash expected to be in the drawer before and after the checkout.

It shows Expected Cash in Drawer and also indicates where the drawer that was used was attached. When a server checks out a cash drawer, the system expects that the Expected Cash in Drawer after Checkout remains.

The same rules that apply to a Server Checkout also apply to a Cash Drawer Checkout:

Servers must close all tickets and pay all incomplete transactions before the POS will allow you to check out the drawer.
For reporting purposes, one entry is the specific person’s checkout for the drawer and another entry is the drawer in its entirety; this accommodates multiple servers working from the same drawer.
When you check out a cash drawer, that drawer will be detached. A new drawer must be attached before anyone can perform new cash transactions on that iPad.

Tip Outs

The Tip Out feature enables you to allocate a percentage of a server’s net sales, gross sales, and tips to another staff member or to a group “tip pool”. Depending on how your site is configured, the POS might automatically allocate such funds into a tip pool that is available for redistribution in the POS. In other sites, staff might need to allocate their funds manually into a group pool or directly to another staff member.

Tipping Out to Another Staff Member

In the POS, select the menu icon in the top right corner.
In the list, select Tip Out.
In the Tip Out section, select Staff and choose the staff member you are tipping out.
You can also select Filter Job Type and choose an appropriate job type.
Select Amount and type the dollar amount of the tip out.
If necessary, you can select Comment and enter a descriptive comment.
Select Tip Out.

The POS will transfer the entered amount from your tips to the staff member’s tips.

Tipping Out to a Group Pool

In the POS, select the menu icon in the top right corner.
In the list, select Tip Out.
In the Tip Out section, select Pool and choose the desired pool.
Select Amount and type the dollar amount of the tip out.
If necessary, you can select Comment and enter a descriptive comment.
Select Tip Out.

The POS will transfer the entered amount from your tips to the selected pool.

Cash Counting

Some locations might have the cash counting feature enabled. If so, when a staff members check out a cash drawer, the POS will require them to manually count the cash in the drawer by prompting them to enter a value for how much cash is in the drawer. The POS will require a manual count for all drawers used in the location to close the day properly.

In the How much cash in drawer? keypad, servers might count the drawer immediately, enter the amount in the keypad, and then select Save. Or they can delay the count by selecting Count Later. If they select Count Later, a total can be entered later in the Daily Review screen. (Only staff members with access to the Daily Review screen can enter a counted cash drawer amount in that screen.)

Heartland Restaurant will report any differences between the System Expected Cash (system-counted) amount and the User Committed Cash (user-counted) amount. If there is a discrepancy between the System Expected Cash amount and the User Committed Cash amount, the POS displays a +/- column on the Daily Review screen. (Variances do not prevent the POS from displaying a checkmark for cash transactions in the Daily Review screen.)

You might review any cash drawers with variances in the Cash Drawers report.

To access the Cash Drawers Report, select the menu in the top right corner. From the list, select Reports, then Cash Drawers. In the Cash Drawers Report, you can select one of the cash drawers in the list and review its details in the Cash Drawer Summary section.

Reporting

The POS includes numerous reports to enable you to review the status of various aspects of the business during the day. This section describes the Daily Summary Report is particular detail, as it is an especially useful report. This section also includes a summary of the various other reports available in the POS.

Daily Summary Report

The most valuable report in the POS is probably the Daily Summary Report.

In the POS, select the menu icon in the top right corner, and then select Reports.
The app displays a list of buttons, each accessing a report.
Select Daily Summary.
The POS displays the Daily Summary Report, which provides an overall review of the restaurant’s performance in a single day or within a date range. Many of its elements are selectable, enabling you to drill down to finer detail.
In the Sales section, if you select Items, the POS displays a list of menu items that were sold during the day or date range.
If you select an item in the list, the POS displays a tickets report listing all tickets that included the item within the day or date range. By selecting a ticket number, you can review the details of a specific ticket.
To go back up a level (such as from an individual ticket back to the Items list), select the blue heading at the top left.
If you select a staff member in the Staff Members list, the POS will only display transactions performed by that server. If you select a revenue center in the Revenue Centers list, the POS will only display transactions performed within the selected revenue center.
If you select the Date Range box, the POS displays the Date Range panel, which includes a calendar control and various options for setting the report’s date range. After setting an appropriate date range for the report, select Run to view the report with the new date range.
To Print the report, select Print in the top right of the screen. The POS will print the report on the default register printer assigned to the iPad.

Other Reports: Types and Purposes

This list is an overview of the other reports that might be available in the POS:

Daily Summary: An overall review of a restaurant’s performance during the current day. It is linked to many other reports.
Items: A review of item sales, including the sizes, quantities, net and gross sales, costs, and margins for each item.
Hourly Tickets: A review of the total amount of tickets opened, including their total seats, guests, net sales, and the percentage of daily sales per hour.
Hourly Items: A review of the total amount of menu items sold, their net sales, and the percentage of daily sales per hour.
Discounts: A list of discounts performed within the date range, including the amount of each discount and the total losses from using the discount.
Adjustments: A list of adjustments performed within the date range, including the amount of each adjustment and the total losses from using adjustment.
Taxes: A list of all taxes collected within the date range, including subtotals for inclusive and non-inclusive taxes, and the overall total of taxes collected.
Surcharges: List of different surcharges and their amounts for users.
Void Reasons: List of void reasons given when voiding tickets, payments, and specific items, including the total dollar amount voided.
Tips & Payouts: List of tips and payout transactions performed by each server.
Tickets: A list of all tickets open within a particular timeframe, including open and close times, the staff member who owns each ticket, the rooms associated with each ticket, and each ticket’s total. Within this report, you can select each ticket to review its details.
Transactions: Lists detailed information on each transaction performed within a particular timeframe.
Cash Summary: A list of cash transactions performed by a server, including the server’s name and totals for cash amounts, cash voids, tips and payouts, pay in/outs, server balances, and expected cash.
Cash Drawers: A list of cash drawers and server banks, including the drawer/bank name, the server assigned to it, and the open and close times. If you select a cash drawer or server bank’s name in the report, the POS displays a detailed report on the selected cash drawer or server bank.
Labor Summary: When run for a single day, this report lists overall totals and hour-by-hour labor information. When run with a range of two or more days, it lists overall totals, job totals, and subtotals by day.
Payroll Summary: A list of employee payouts, including hours for each employee.
Time Clock: Detailed information on labor shifts sorted by employees, including staff breaks and an overview of total hours and reported tips.

Manager Menu Administrative Functions

To access the Manager menu, select the menu icon in the top right corner. In the list, select Manager. The Manager menu includes the following options:

Info
General
Tablets
Printers
Peripherals
Payment Terminals
Time Punch Management
Item Stock Management
Daily Review

In this section, we describe the content of the Info, General, and Tablets screens.

Info

The Info screen displays a list of information about the POS running on this device.

The Info screen is divided into the following sections, each listing different types of information:

Device: Technical information about the POS device itself, such as its name, IP addresses, and the POS app’s version number.

Communication: The device’s communication settings, such as its network SSID, connected servers and client counts (if any), and network interfaces.

Location: A list of features specific to the location, with flags indicating if each feature is or is not enabled at this location.

Rooms: A list of the rooms accessible to this POS. If you select a room in this list, the POS displays a sublist of room-specific features, with flags indicating if each feature is or is not enabled in the room.

Job Types: A list of the job types available to this POS. If you select a job type in this list, the POS displays a sublist of features specific to the job type, with flags indicating if each feature is or is not enabled for the job type.

Permissions: A list of staff members who can log in with this POS device. If you select a staff member in this list, the POS displays a sublist of functions, with flags indicating if the staff member has permission to use each function.

Adjustments & Discounts: A list of adjustments and discounts available to tickets opened in this POS device. If you select an adjustment or discount in this list, the POS displays a sublist of its details, such as its default amount and service charge.

Menu Groups: A list of menu groups available for order in this POS. If you select a menu group in this list, the POS displays the schedules when the menu group is available.

Menu Items: A list of menu items available for order in this POS. If you select a menu item in this list, the POS displays a sublist of its details, such as its tax status, kitchen group, associated tags, and size options.

Pricing: A list of pricing rules that are active and applicable to tickets opened with this POS. If you select a pricing rule in this list, the POS displays a sublist of its details, such as its current status, its short identifier, and its tags.

General

The General screen includes a list of controls that enable the manager to enable, disable, or modify various functions within the POS.

Device Options

Use Light Theme: If you disable this switch, the POS displays in its “dark” theme, which favors darker colors and backgrounds. If you enable this switch, the POS displays in its “light” theme, which favors lighter colors and backgrounds.

Screen Animations: if you enable this switch, the POS will apply a subtle “fade in/fade out” animated effect when users navigate from one screen to another.

Auto Correct Attached Card Reader: If you enable this switch, the POS will automatically attempt to connect to any card reader that is attached to it.

Attached Card Reader is Non-credit: If you enable this switch, the POS will not use the attached card reader to process credit or debit card payments. You should only enable this feature if the POS will only use the card reader to read gift cards.

Verify Room on Save: If you enable this switch, the POS will prompt servers to associate a ticket to a room (if they have not already done so) when they save a new ticket.

Verify Guest Count on Save: If you enable this switch, the POS will prompt servers to enter the number of guests on the ticket (if they have not already done so) when they save a new ticket.

Waitlist: If you enable this switch, the POS will make the wait list accessible and visible in Table Layout screens.

Static Ticket Options: If you enable this switch, the POS will lock the Ticket Options panel to the left side of the screen. You should enable this feature if you want to lock the device’s screen orientation to “landscape” mode.

Force Offline Credit Card Processing: If you enable this switch, the POS will not attempt to connect to the credit card service when processing credit card payments. It will store credit card transactions and authorize them later, when you disable this feature later.

Socket Server Priority: This control enables you to set the POS’s socket server priority, which determines if this POS device will function as the main server or as a backup if the main server goes offline. If you want the POS device to function as the main server, select “1” (the highest priority). If you want the POS to server as a backup server, select a different number (“2” or greater).

By setting a different socket priority on each POS device, you can control which devices will run as the main server or backup servers. If the main server (“1”) goes offline, the system will connect to the device with second highest priority setting (“2”). If that device goes offline, the system will then use the device with third highest priority setting (“3”). And so on.

Training Mode: If you enable this switch, the POS will run the POS in “training mode.” While running in training mode, the POS will not process any payments performed on it or synchronize its orders with other devices. Training mode enables staff in training to open tickets or perform payments without generating actual data in the location’s system files.

Staff Options

The Staff Options section includes only the Language control, which enables you to select which language the POS uses when displaying its labels and text.

Tab Room Ticket Sort

The Tab Room Ticket Sort section includes a list of options that enable you to set how the POS sorts tickets in the Ticket screens for tab rooms. You can set the POS to sort tickets by one of the following methods:

Oldest Tickets First (based on the time they were created)
Newest Tickets First (based on the time they were created)
Alphabetical by Guest Name
Alphabetical by Credit/Debit Card Name (which might differ from the Guest name)
Ordered by Guest #

Device Excluded Room(s)

The Device Excluded Room(s) section includes a list of the location’s rooms. If you select one or more of the rooms in this list, the POS will not allow staff members to access them or associate new tickets with them or their tables.

Auto Logout

The Auto Logout section includes a list of logout duration options. If you select a time option in this list, the POS will automatically log out if it is idle for the selected duration of time. You can select one of the following durations:

30 seconds
1 Minute
2 Minutes
5 Minutes
10 Minutes
1 Hour

Tablets

The Tablets screen enables you to add or edit the POS’s ticket prefix. A ticket prefix is a string of characters, up to four characters long, that the POS adds as a prefix to new ticket numbers. For instance, if you enter the letter “A” as a ticket prefix, the POS will add it as the first character of the ticket numbers it generates for new tickets created on its device (such as “A12”, “A13”, “A14”, and so on). In the Tablets screen, you can set or edit the ticket prefix by entering a string of one to four alphanumeric characters in the Ticket Prefix box, then select Save.

If you use ticket prefixes, you must use a unique prefix for each POS device. We recommend using alphabetical characters, to better differentiate the prefix from the numerical ticket number.

Heartland Essentials: Restaurant Overview

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