Mini POS - Setup (Cloud | Video)

Mini POS - Setup (Cloud | Video)


This article refers to the Cloud version. For the Desktop version, click HERE.

The Visual Matrix POS

This feature has a great set of core properties, making it an excellent choice for some hotels. Because the POS system is built within the Visual Matrix PMS, any computer with Visual Matrix can be used as a POS station. This can drastically reduce onboarding costs and helps smaller operations with limited infrastructure.
The POS system is the same as any other interface. If you wish to use the POS, it must be purchased first.
More information about the feature and the possible hardware is in this article HERE.

The feature will let you have different types of Revenue Centers:
- Retail type: For a Gift or Sundry shop;
- Restaurant type: If you have a small restaurant. This revenue center requires "locations" (tables, bar stools) and has an automatic tip % and tip account. It has also a monitor feature to keep track of the orders and mark items as completed from the kitchen.

Go to the Point of Sale from the Login Page



Preparing the Setup

Create a House Account

As the POS uses House Accounts in VM for the Revenue Centers, which means that the tickets need to be closed out before an Audit can be run.
The House Accounts need to be created in VM before setting up the Revenue Centers.

Go to Management > Rooms > House Accounts
You need to create a Guest Ledger House Account for each Revenue Center you will create in the POS.
By default, you cannot create a City Ledger House Account.

Click New;
An empty line will show;
Enter a House Acct Code and Description;
Click Save.




Create Accounting Codes for each Item you will Sell

Go to Management > Accounting Settings > Setup Code
If you intend to create a Restaurant type Revenue Center, make sure you also create a Tip Accounting Code.
To create a code, click on this article HERE.

For the mean of this walkthrough, we created several items.



Create a Gift/Sundry Type Revenue Center

Go to Point of Sale > Point of Sale > Setup;

Setup the Revenue Center

At the top, in the Revenue Centers:
- Click Add;
- Description: Enter a Description for the Revenue Center you are creating like Gift Shop or Sundry Shop... this example is NOT for a Restaurant;
- House Account: Choose the designated House Account you created previously in the pre-setup section;
- Do not Fill in the Location Required nor the Tip Percent or the Tip Account. Those fields will be for a Restaurant Type Revenue Center;
- Active: Check box to Activate the Revenue Center.
- Receipt Folder: Enter here any message you wish to print on the receipt;
- Click Save.


Setup the Items

In the center of the page, in Revenue Center Items.
Enter one by one the items you created previously in the Accounting section in the pre-setup section:
- Click Add;
- Item CodeChoose the code of that item. Limited to 4 characters. You can use the same code as the Accounting code;
- Item Description: Enter a description. You can use the same code as the Accounting code;
- Account Code: choose the corresponding Accounting code for that item;
Do not check the Monitor Status. This field will be for a Restaurant Type Revenue Center Item;
- Bar Code: If you have an ID/Bar Code Scanner, you can scan it here. You can also enter the Bar Code number manually;
- Price: Enter the price of the Item, before tax. The tax status has already been added in the Accounting Code setup;
- Active: Check box to Activate the Item in the Revenue Center;
-Click Save.



Setup the Payment Type

At the bottom of the page, in Revenue Center Payment Type.
Check all the Methods of Payment you will accept for that Revenue Center.
The Method Transfer to Folio will be used to transfer the ticket total to the guest room folio. More info HERE.
Click Save.

The Revenue Center Locations on the left and the Monitor Settings on the right are for a Restaurant Type Revenue Center.



Create a Restaurant Type Revenue Center

Go to Point of Sale > Point of Sale > Setup;

Setup the Revenue Center

At the top, in the Revenue Centers:
- Click Add;
- Description: Enter a Description for the Revenue Center you are creating like Gift Shop or Sundry Shop... this example is NOT for a Restaurant;
- House Account: Choose the designated House Account you created previously in the pre-setup section;
- Location Required: Check the box to be able to create tickets per table or bar stools;
- Tip Percent: Amount of Tip you can include in the final amount;
- Tip Account: Choose the accounting code you created for that account in the pre-setup section;
- Active: Check box to Activate the Revenue Center.
- Receipt Folder: Enter here any message you wish to print on the receipt;
- Click Save.

Setup the Revenue Center Items

Enter one by one the items you created previously in the Accounting section in the pre-setup section:
- Item Code: Choose the code of that item. Limited to 4 characters. You can use the same code as the Accounting code;
- Item Description: Enter a description. You can use the same code as the Accounting code;
- Account Code: choose the corresponding Accounting code for that item;
- Monitor Status: Check this box if you have another POS screen set up in the kitchen that will display the Monitor feature;
- Bar Code: If you have an ID/Bar Code Scanner, you can scan it here. You can also enter the Bar Code number manually;
- Price: Enter the price of the Item, before tax. The tax status has already been added in the Accounting Code setup;
- Active: Check box to Activate the Item in the Revenue Center;
- Click Save.



Setup the Revenue Center Locations

Click Add to create any table or stools or location where you would open a ticket;
Allow Multiple Tickets: check the box if you want to allow the creation of a new ticket on that location (table) either if the previous ticket is not closed;
Click Save.



Setup the Revenue Center Payment Type

At the bottom of the page, in Revenue Center Payment Type.
Check all the Methods of Payment you will accept for that Revenue Center.
The Method Transfer to Folio will be used to transfer the ticket total to the guest room folio. More info HERE.
Click Save.



Setup the Kitchen Monitor

At the bottom, on the right, set up the Kitchen Monitor screen:
- Monitor Refresh: Number of seconds between each time the Kitchen monitor will update;
- Monitor Columns: How many tickets do you want to show on the screen, between 1 and 4;
- Item Expire: How many minutes before the item on the monitor shows as Overdue. A red dot will show at the bottom of the monitor next to the timer when it is going over the expiration time;
- Click Save.




Watch a Walkthrough Video



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