Back Office

 

TERMINAL SALES

Access to Sales (transactions), Banking, Cash Offs, Invoicing, Sales, Terminal Activity and Dynamic Analysis. features. Configure Alerts and Post/Zip Codes. View Live Sales  Reports.

PRODUCTS

Maintain Products and setup Labels and Recipes (convert kegs to pots, schooners, etc). Configure Categories/Groups/Families/Happy Hour and Specials/Promotions. Facilitate bulk price changes to Sell and Cost Pricing.

INVENTORY

Integrated Inventory/Stock control supporting Recipes and multi-Location sites. Stocktaking (via PDA/PDE devices), Adjustments and Transfers, POS Requisitioning, Warehouse Requisitioning and Production management.

SUPPLIERS

Manage Suppliers, create Automatic Orders, Delivery Dockets, Purchase Orders/Requests, Import Price Books and import/process Invoices and much more.

CLERKS

Manage Clerks/Staff, Groups, Security Groups, Email Groups, Roles, Rosters and Time/Shift Records.

MEMBERS

Create/Maintain/Search Customers/Members, configure Campaigns, Cards, Groups, Interest Groups, Labels, Lifestyles, Classifications, Marketing, Loyalty, Surveys, etc.

ACCOUNTS

Maintain Accounts, generate Statements, process Payments and configure Classifications.

ADMINISTRATION

Configure Global and Local settings. Setup Location Groups (Venues), Locations and EOD Processes, Price Levels / Media Types, Terminals, Tax, Time Periods, Events, Global Preferences, Local Configuration, Batch Reports, Web Apps, OrderAway  and SQL Tools, Services, etc.

TOUCH SETTINGS

Connect Touch POS Terminals, configure Peripherals and secure Access. Design/Manage/Schedule Advertising, Floor Plans, Keyboards, Kiosks, Menu Boards, Price Levels, Reservations, Security, Schedule Price Levels, etc

VOUCHERS/DISCOUNTS

Configure Barrel Promotions, Combos, Discounts, Mix n Match, Raffle Tickets, Surcharges, VAS Product Links, Vending Products and Vouchers.

DATA EXPORT

Provides various options to make changes to SwiftPOS data, as well as being able to export data for the further processing/reporting or to import into 3rd Party Applications via a Data Portal.

FUEL

Provides features to record Drive Offs/IOUs, Tank Dip reads, Pump/Hose Totals as well as facilitate Price Changes and Reporting.

REPORTS

Search/View all available SwiftPOS Back Office reports.

 

Exports/Imports

 

OVERVIEW

Provides an overview of the Export/Import features currently available and supported by SwiftPOS.

Touch

 

CONFIGURATION

Configuration information of all POS settings, Terminal Settings and information relating to Touch Toolbar and Tools Menus.

OPERATION

Access all POS Operations and information as to how they work.

POS KEYS

All POS Keys available for use with SwiftPOS Touch terminals.

CUSTOMER FACING DISPLAY

Advertising using a Customer Facing Display with integrated features.

MENU BOARDS

Schedule & Design Menu Boards for display on digital advertising screens. Schedule the display of multiple Menus for specific days/times.

KITCHEN PRINTING

Design & configure Kitchen Printer Dockets for kitchen and wait staff.

KVS

A digital Kitchen Video System that replaces Kitchen Printer Dockets.

PERIPHERALS

Add/Maintain hardware devices (peripherals) to support and enhance the POS experience.

TABLE TRACKING

Configure/Customise Table Tracking features including integrated Reservations.

 

Web Applications

 

DASHBOARD

Application to view real time sales data.

ORDERAWAY

Offers patrons a seamless web-based platform for in-Venue & remote ordering.

WEB APPS

MEMBERS

Portal allowing Members to view and edit their details.

STORE

Offers the ability to browse and order Products from a PC or Smartphone.

REPORTS

Access to Clerks/Staff details and Rosters, Dashboard, Products, Reports  & Terminal Activity.

RETAILER

Allows Retailers access to view Orders via a Web Portal.

 

 

Installation and Training

 

  • Installation - A guide for installing the complete suite of SwiftPOS applications and any others required to support the operation of SwiftPOS.
  • Peripherals - Information to assist in the configuring and setting up all the Peripherals at the SwiftPOS Touch terminal.
  • Training - A guide on how to perform common functions throughout the suite of SwiftPOS applications.

 

Getting Started

 


SwiftPOS Back Office Main Menu

 

When invoked the SwiftPOS Back Office opens with the Main Menu screen above. This screen forms the basis of SwiftPOS Back Office and is used to navigate around SwiftPOS to retrieve data and perform functions.

 

 

Bookmarks

 

Select to display the currently bookmarked Menu Items. Menu Items can be bookmarked by right clicking on specific items and then selecting the Add to Bookmarks option. To remove/sort bookmarked items, right click on any of the items listed in the Bookmarks popup and select from the following:


 

Toolbar

 

The Toolbar contains some quick links to the following features within the software:

 

  • Help
    • Help F1 - Select to view any Help Information available.
    • About - Select to see what version of software is currently running and to check for updates.
  • Tools - Select from the drop down list one of the following:

    • Registration - Select to open the Software Registrations screen and view the current Registrations applicable.
    • Change Database - Select from the drop down list one of the following to change the connection to an alternative database. Used only if running multiple versions of the SwiftPOS Back Office and Table Tracking databases:

      • Add / Edit SQL Database Connections - Select to open the SwiftPOS - SQL Connect to Server screen to configure the settings required to establish a connection to the Back Office SQL Server.
      • Table Tracking Database Connection - Select to open the Connect to Server screen to configure the settings required to establish a connection to the Table Tracking SQL Server.
    • Event Logs - Select to open the Event Log Reader and view the logs of SwiftPOS Services that are running in the background.
    • Languages - Select to open the Languages screen and change the default language.
    • Client Access Listing - Select to open the Current Client Access List screen.

 

This screen provides a list of users connected to the Back Office or logged in via SQL. It includes both current as well as past users that are/were connected to the SwiftPOS Back Office.

 

  • Filter by Status - Select from the drop down list a status to ensure the users displayed in the grid are only those that currently have the selected Status.

 

Right click on anyone of the Clients listed in the grid to action further.

  • Trigger Update - Select to ensure an Update of SwiftPOS Software is triggered using the Workstations current Software Update settings.
  • Trigger Update Settings - Select to open the Trigger Update Settings screen to configure the update settings to be used when selecting the Trigger Update option above. Once set, these settings will override the Workstation's current settings.

 

  • External Applications - Select from the drop down list one of the following:

 


  • Close All Screens - Select to close all the SwiftPOS Back Office screens that are currently open.
  • Log Off - Select to Log Off and display the Clerk Login screen below to Login, Change the Pin or connect to other databases.


 

Select the arrow in the top right hand corner to access the Database Connections panel. This enables one to quickly change the current database connection to one of the databases listed. Select a database and then log into that database with your normal Username and password. Note : Access to the Database Connections side panel can be hidden by using the /H command in the SwiftPOS Back Office command line. For example, "C:\Program Files (x86)\Samford Software\BackOffice\SwiftPOS.exe" /H or C:\Program Files (x86)\Samford Software\BackOffice\SwiftPOS.exe /H from Start

 

Main Menu

 

Use the Main Menu to navigate to the different sections of SwiftPOS Back Office. The sections are as follows:

 

 

Click on a section to expand and view that sections menu items. Once expanded, right click on menus items to add to the Bookmarks Bar.

 

Noteworthy:

 

  • Product (11) - The (11) denotes the number of Product Labels awaiting printing. To print go to Product Labels and ensure the appropriate Label is selected at the top of the screen and the Retrieve button is selected.
  • Inventory (1) - The (1) denotes that 1 Location is locked for Stocktaking. To unlock, select SwiftPOS Back Office > Inventory > Stocktake & Period End > Release button.
  • Suppliers (1) - The (1) denotes that 1 Supplier Invoices are pending further action. To action select SwiftPOS Back Office > Suppliers > Invoices/Receipt Goods > Retrieve button > Pending Invoice option.

 

Information Bar

 

The Information Bar contains important details that maybe requested from time to time by SwiftPOS Support staff. The information provided here is as follows:

 

  • SwiftPOS Back Office Version - Displays the current version of the SwiftPOS Back Office software. Clicking the on the version information will display an information prompt as follows:

 

  • Clerk - Displays the Clerk/Staff Member that is currently logged in.
  • Server - Displays the name and version of the SQL server that is currently connected. Clicking the on the SQL server name and version will display an information prompt as follows:

 

 

Note : If your current version of SQL is not supported, then this prompt will be displayed when initially launching SwiftPOS Back Office. Also, the word Unsupported will display as the Server name.

 

  • Database - Displays the name and version of the SQL Database that is currently connected. Clicking the on the SQL Database name and version will display an information prompt as follows:

 

  • Services - The following icons depict the SwiftPOS Services:

 

Right click any one of the Services Indicators to Start/Stop or Execute. Services that are currently running are depicted in green.

  1. Messaging Service - Staff Messaging.
  2. Sales Processing Service
  3. Touch Connect Service - SwiftPOS Touch Communication Service.
  4. End of Day Service
  5. NetPOS.NET Service
  6. Gateway Client Service
  7. Service Monitoring Service

 

Note : If any of the above indicators are NOT visible (missing), that could mean either one of the following:

  1. That particular service is not currently installed. To install click here.
  2. SwiftPOS Back Office was NOT started with Run as Administrator selected. For more information ...


  • Date and Time - Displays the current date and time.

 


Keyboard Shortcuts

 

The following keyboard shortcuts are available to enhance ease of use:

 

  • F1 - Press to access the SwiftPOS help information relevant to the SwiftPOS Back Office screen currently being displayed.
  • Ctrl>Ins - Press to add a new row of data to SwiftPOS Back Office screens such as Inventory Adjustments, Inventory Transfers, Inventory Counts, SwiftPOS Back Office POS etc.
  • Ctrl>Del - Press to delete an existing row of data from SwiftPOS Back Office screens such as Inventory Adjustments, Inventory Transfers, Inventory Counts, SwiftPOS Back Office POS etc.
  • Space - Press to select/unselect checkboxes in SwiftPOS Back Office screens such as Categories, etc
  • Esc - Press to exit the Report Preview screen and return to the Report Filter screen.

 


Downloading Software Updates

 

 


Related Topics

 

  1. How To - Examples of Combos, Discounts, Mix n Match Promotions, Member Campaigns, Vouchers, etc.
  2. Import/Export Overview
  3. Multi Tenanted Services - Designed for 100+ independent businesses that are hosted on a single database server where each site has their own SwiftPOS database.
  4. NetPOS.Net - The NetPOS.Net Back Office Interface allows Customer/Member data to be accessed by SwiftPOS Touch terminals over a TCP/IP connection. For more information ...
  5. POS Configuration Index
  6. POS Operation Index
  7. Site Specific Features - Ideas for specific sites that may help.

 


© Published 24 May 2022

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