Owner

You own the business, so JupitaPos lets you do everything in every branch. You will not do most of it yourself: your managers, cashiers, cooks and accountant each have their own manual. This one shows what is yours alone, how to keep an eye on the business without standing at the till, and how to find the guide for anything your staff do.

Who this manual is for

• Owner (owner) — every permission in every branch, now and in the future.
• Director (director) — board-level oversight of every branch, finance and staff. A director holds almost everything an owner does — including the business settings, custom roles and the accounts — but is not the owner of record.

In the pictures: Grace Owner, owner of Jupita Restaurant Demo, with two branches: Kampala — Kololo and Entebbe — Lakeside. Moses is the branch manager at Kololo, Irene Admin the administrator and Andrew the accountant.

Where you work: mostly at a laptop or on your phone — the dashboard, reports, approvals and alerts. Sign in with your e-mail and password and turn on two-step sign-in: your account can do everything, so protect it.

Where you start

• Your landing screen: the Overview (/) — sales, rooms, events, approvals and alerts for the whole business, with the branch switcher at the top left. A director lands there too.
• What must be on: nothing extra; the Overview needs only dashboard.view, which every manager’s role has. The workspaces you see follow the modules switched on in Settings › Modules & Branch Availability and, for Accommodation / PMS, the branch having a property.
• Branch: all branches; pick one with the switcher to see its figures, tills and rooms.
• Working offline: the Overview keeps its last figures; a page that needs the connection carries a cloud mark in the menu and says so when opened. Selling, the boards and the front desk carry on offline on the tills set up for it (Offline mode).
• If you hold more than one role: the first rule that fits wins, in this order — managers and administrators (Overview), accountant (Finance), events and catering managers, retreat coordinator, procurement, store, reception, housekeeping, spa desk and therapists, trainer, instructors, gym desk, sauna attendant, cashier, waiter, host, kitchen and bar, riders. Someone who is both a manager and a cashier lands on the Overview; a cashier who is also a waiter lands on the Point of Sale. Every screen your roles allow is in the menu whatever you land on, and a till’s Open menu reaches it from a full screen.
• Finding your way: the menu (Daily operations, Business management, Shared tools, Administration & support), the page tabs, the breadcrumb and Help above every page, the star for favourites, Recent, Search (Ctrl+K) and + New are described in Find your way around.

A day at work

An owner’s day is not fixed; this is a typical week.

1. Sign in with your password and two-step code — Sign in, Turn on two-step sign-in.
2. Look at the dashboard and switch between branches — Find your way, Work in a branch.
3. Read yesterday’s and today’s sales — Read the reports overview, Read the day’s sales.
4. Check the alerts: large discounts, refunds, voids, failed sign-ins — Work a security alert.
5. Read the cash position and the finance overview — Read the finance overview.
6. Decide what waits for you: expenses, purchase orders, leave, catering exceptions — Approve an expense, Approve a purchase order, Confirm a function without a deposit.
7. Look at margins and what sales used against what was bought — Read an item’s cost and margin, Compare theoretical and actual use.
8. Look at your people: hours, overtime, tips and performance — Read staff performance and tips.
9. Once a month, with the accountant, read the profit and loss and close the month — Read the profit and loss, Close a month.
10. From time to time, check who has access and verify the audit trail — Add a user and give them a role, Verify the audit trail’s integrity.

Guides you will use

Only you (and directors) decide

• Create a custom role — when a system role does not fit a job.
• Find the business settings — what is set where.
• Taxes and service charges — VAT and service charge by area.
• Give an auditor access to the audit trail — the Auditor role.
• Verify the audit trail’s integrity — prove nothing was changed.
• Export the customer list — personal data, so only the top of the business.
• Set up the storefront, table QR codes and online bookings.
• Enter the opening balances at go-live — once, with your accountant.

Watching the business

• Read the reports overview, open a report and filter it, read the day’s sales.
• Export a report and share a file with a link.
• Know how fresh the figures are.
• Read the finance overview, the profit and loss, balance sheet and VAT.
• See what customers owe and what the business owes suppliers.
• Read the bar reports, the café reports and the catering reports.
• Read a supplier’s performance.

Money

• Approve or reject an expense.
• Pay a supplier — or leave it to your accountant.
• Reconcile the bank and close a month — usually your accountant.
• Set up payment methods.
• Give a customer credit (house account).
• Refund a paid order and approve a till close — when you are at the branch.

Control and security

• Work a security alert and set the alert rules.
• See and end someone’s sign-in sessions.
• Require two-step sign-in and reset it.
• Suspend a user — when someone leaves or a login is misused.
• Search the audit trail and read an audit record.
• Approve, restrict and revoke a till.
• See every till’s sync status.

Practising in training mode

• See who practised and clear the practice — the Training page: who practised, who approved it and how; each practice order read-only; clear practice records.
• Approve a colleague’s training — approve a trainee’s switch to training with your employee number and PIN, and where practice shows beside the till and shift figures.
• Start training mode — practise yourself; nothing changes sales, stock, the books or reports.

People

• Add a user and give them a role and give people access to a branch.
• Add an employee, set their PIN, change their status.
• Set up positions, departments, leave types and rules.
• Correct attendance and approve overtime and approve leave.
• Read staff performance and tips.
• Roster the week.

Menu, prices and stock

• Set a price rule and a different price at one branch.
• Read an item’s cost and margin and re-cost after a price change.
• Set up the loyalty programme.
• Add a store and reorder levels.
• Compare theoretical and actual use.

Everything else — your staff’s manuals cover every screen. Read them in the Help Center under Your team’s manuals, or start from the role manuals listed at the end of this one. The manuals for the person who runs your server — backups, recovery, upgrades (in the Help Center inside JupitaPos) and the background jobs (in the Help Center inside JupitaPos) — are there too, so you know what to ask for.

Rooms, if your business has them

• Switch rooms and room service on or off and pause new room bookings — a pilot, a closure, the end of a season; guests in house are never cut off.
• Read the room reports and check room revenue in the books.
• The front office’s manuals: Receptionist and front office, Housekeeper and housekeeping supervisor, Room-service attendant and runner.

Quick reference

Getting help

• Your branch manager (Moses) answers for the day’s service, cash, staff and stock in the branch.
• Your administrator (Irene) looks after accounts, roles, terminals and settings.
• Your accountant (Andrew) looks after the ledgers, the bank, supplier payments and the month’s close.
• Your JupitaPos provider changes what the screens do not: the business name, currency, time zone and branches (see Find the business settings), and runs the server.
• The Help Center: Help & Training › Role-Based Manuals shows this manual, every role manual under Your team’s manuals, and every module manual; the ? button, Help for this screen, opens the manual for the screen you are on. See Find help: the Help Center.
• Troubleshooting you will need most: in Know how fresh the figures are, Work a security alert, Add a user and Reset a forgotten password.

Manuals you can also read

• Administrator — For the system administrator — user accounts, roles, terminals and devices, staff records and PINs, stores, the menu’s structure, security, the audit trail and the system’s health.
• Manager — For general, branch and restaurant managers and shift supervisors — running the trading shift, approving at the tills, cash, staff, stock, menu, events and the day’s figures.
• Cashier — For the cashier at the till — opening the drawer, ringing up and taking payment, verifying mobile money and counting the drawer at the end of the shift. The till, the terminal and the point of sale; nothing else.
• Waiter — For waiters and hosts — seating guests, taking table orders on the till or your phone, firing courses, splitting and printing the bill, bookings and the waitlist.
• Chef — For the head chef and sous chefs — running the kitchen boards and the pass, recipes and costing, kitchen stock, waste and counts, requisitions, catering production and the kitchen team.
• Kitchen user — For cooks and kitchen assistants — signing in at the kitchen screen, reading and working the tickets on the production board, 86-ing a dish, the function sheets and your own time.
• Bartender — For bartenders — the bar board, bar tabs and payments, your own drawer, the bar shift with its bottle count, spills and breakages, bar stock and the event bar.
• Barista — For baristas — the café counter with call numbers, the barista board, calling orders on the collection board, café loyalty and prepaid, café waste and your own drawer.
• Storekeeper — For storekeepers and store managers — receiving deliveries, issuing and transferring stock, requisitions from the outlets, counts, waste, batches and expiry, and the stores themselves.
• Procurement officer — For the procurement officer — purchase requisitions, quotations from suppliers, purchase orders, supplier invoices and the three-way match, returns, and the supplier list with its prices.
• Accountant — For the accountant — the finance overview, journals, banking and reconciliation, expenses, supplier invoices and payments, receivables, the financial reports and closing the month.
• Catering manager — For the catering manager — enquiries, quotes and revisions, deposits, production plans, staff, equipment and transport, the banquet event order, the day itself, the final invoice and profitability.
• Events & private hire manager — For the events and private hire manager — venues and their calendar, bookings and quotes, deposits, the banquet event order, guest lists and RSVPs, the check-in desk, the event bar and the day’s timeline.
• Delivery rider — For riders and drivers — My deliveries on your phone, going on duty, picking up at the pass, the customer’s delivery code, collecting cash and handing it in, and what to do when a delivery fails.
• Receptionist and front office — For the front desk — rooms and rates, bookings and deposits, check-in, room moves, the guest folio and payments, checkout, the website’s room requests and the rooms reports.
• Housekeeper and housekeeping supervisor — For housekeeping — the rooms to clean and inspect, your work on a phone, reporting a problem in a room, working without a connection, and for the supervisor giving work out and blocking rooms.
• Pitch attendant — For the Football Turf desk — booking teams, taking the deposit and the rest, running the session on the pitch, hiring out kit and taking it back.
• Room-service attendant and runner — For whoever takes room-service orders and carries them up — taking an order for a room, paid on delivery or charged to the room, following it through the kitchen, bar and barista, delivering it, and charging restaurant and bar bills to a room.
• Spa manager — For the person who runs the spa — rooms, therapists and treatments, the calendar and its booking policy, client and health records, online booking, reminders and the spa reports.
• Spa receptionist — For the spa desk — booking visits and sauna sessions, deposits, arrivals, making the bill and taking payment or charging a hotel guest’s room.
• Gym manager — For the person who runs the gym or studio — membership plans and rules, members and dues, the class timetable, trainers, letting a refused member in, and the fitness reports.
• Gym front desk — For the gym desk — checking members in, enrolling members, freezes and notice, class bookings and taking payment.
• Retreat coordinator — For the person who runs retreats — programmes, packages and the itinerary, booking participants, deposits and instalments, cancellations and arrivals.

What you can do

The owner holds every permission; a director holds almost every one. The table shows each area and what each role holds of it.