Proposal of POS System

Proposal of POS System

HFT2441 Hospitality Information Technology Section: RXC Cai Qing Li Xiaoyi Ji Hongyan

5469278 5469258 5469037

26th.11.2014

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I. Abstract POS is software for restaurant order entry and purchase orders with touch screen capability. It is easy-to-use and designed to address the needs of small businesses. No matter what type of restaurant is, bar or food-related business, POS will help you easily and effectively. Use POS in all types of food service, such as restaurants including Casual and Fine Dining, Quick Service, Take-out, Coffee Shops, Table Service, Delis, Sandwich Shops, Bars, Counter Service and more. The basic POS system you may see on a typical retail establishment consists of a cash register, monitor, receipt printers, and an input device. It can also be a touch screen monitors, programmable keyboards, or scanners and handheld devices for inputting data into the POS system. My partner will introduce them latter. In our restaurant, we never use this kind of systems to help our work before. In the rest of the article, we will talk about software and hardware about POS.

II. Introduction Purpose: Let’s see some current situation of our restaurant. Cook’s high skill and innovation are all the basis of hospitality industry. Providing guests with an elegant dining environment, warm service and fast rhythm production, are all fashionable requirements. Use modern information technology to the whole process of organizing and managing catering, so POS is very important. We choose the restaurant named Caffebene which is a cafe. Because our restaurant has 20 tables, we need to use some technology system for helping work. I need to choose every procedure, system, and apparatus to support the mission statement. The business goal of this proposal is to achieve expense control, and make customers satisfied. At the same time, employee in every position of the organization should have the information and tools to do their jobs efficiently.

Name

Service Style

Area

Caffebene

Semiselfservice

100m

Table

Average

quantity

Consumption

Labor Cost

20

55 RMB

9 RMB/h

2

The right technology system can increase the personal service knowledge; improve the streamlining and personalizing service. If I can choose the right system, the high2/7

quality personalized service and time-saving devices can satisfy guest. It can increasing the restaurant reliability and enhances facilitating communications. POS can help us improve our disadvantages and get a good economy. So, to achieve our goal, it’s necessary to install the POS in our restaurant recently.

Current problems: 1. Parts of the works we do are extremely boring, verbosely, and tediously. Like we can only service one table when guests order their meals. We do many things are all waste time with a lot of time wasted. 2. Our archives management is fall behind and inefficient. We could not accurately statistic the properties and production materials we have. We cannot know whenever we need to examine and repair our facilities, and also do not know how much raw materials we needed.POS will resolve this problem by the scientific management. 3. It is difficult to control the inventory. A restaurant has so many goods to be managed, so we should use POS to control the purchasing, receiving, storage, and issuing. 4. You have to pay more money of hire the new employees. POS can make the procedures of work smoothly, so you don’t have to hire too much employees any more. In the other world, the labor cost will decrease after use the POS.

III. Discussion 1. Operation system: Windows 7 and above 2. Application software: The information age has produced a wave of technological applications, changing the way restaurants process and monitor transactions. Applications covered In my mind include point-of-sale(POS) system for table service restaurants, table management systems, home delivery, frequent dining and gift card program, inventory control systems, and menu management systems. Use POS in all types of food service, such as restaurants including Casual and Fine Dining, Quick Service, Take-out, Coffee Shops, Table Service, Delis, Sandwich Shops, Bars, Counter Service and more. This POS/Inventory Control software is a high-quality, easy to use, accurate and multi-user restaurant management application that includes inventory, customer management, vendor management, account receivable, account payable and comes with extensive reporting tools and much more. The basic POS system you may see on a typical retail establishment consists of a cash register, monitor, receipt printers, and an input device. It can also be a touch screen monitors, programmable keyboards, or 3/7

scanners and handheld devices for inputting data into the POS system. 3. Purchasing Plan Software we suggest to purchase: a.Ordering software b.Guest payment software c.Inventory control software d.Consolidated reports software Server

Reserv

Order

by

computer

ation

Receivin

Handheld

terminal

station

s

Wi-fi

Switc

Server s Cooks

h

g

Order

Barist

by

a

touchscreen Center

Cooking

printer

Self-service Consume

Make payments

Inventor

Checkout

Monthly

How to operate the software: Ordering software works with the computer and touch-screen, also by the ordering software, customers can ask to delete dishes, change dishes or change seats. After ordering, the computer and touch-screen will transfer the ordering information to servers, cooks and barista through the switch, so the servers and cooks know what they need to prepare for customers. At the same time, the printers will print slips of the order. In this process, waiters don’t need to take a pen and write down what the customer ordered and deliver the order to servers and cooks. So time and labor cost are saved in this process. After serving the customer, the guest payment software will help to make payment 4/7

and check-out for customers. Then the guest payment software will send the information about the guest and this service to inventory control software and consolidated reports software. So the manager can know the details of the business and make another purchasing plan based on the monthly inventory. And there is no need for another employee to calculate the inventory. All the information will be presented in the POS. Hardware we suggest to purchase In order to support the software, we need some hardware to operate the software, and we choose the following hardware. a. Touch Screens: With this kind of restaurant hardware, employees can easily set orders and cancel an order within a very short time. It can also reduce mistypes and fasten ordering. Touch screens also uses less electricity and it’s much easier to position on the counter table, but they are more prone to breakdowns. b. POS Printers: produce credit card slips and receipts for customers ,and order slips for the kitchen and bar staff. c. Handheld Terminals: Through skillful programming, an HHT is able to perform most of the functions of a precheck POS terminal. By this kind of technology, service may be greatly enhanced, since servers do not have to wait to use a precheck terminal during busy times and orders can be entered tableside. d. POS keyboards: You'll find that most groceries and convenient stores prefer to use this type of POS hardware, because it helps them to program individual keys for specific item codes and prices. e. Switch: Switch is used to transfer ordering information from the computer and touch-screen to servers and cooks.

IV. Benefits f. Accuracy POS systems provide accuracy in the prices that are charged. Each item is entered by scanning a bar code or manually selecting an option from a menu on the screen. The price for each item is programmed into the system so the correct price is charged. g. Improve the efficiency of execution. One function of POS is to increase the efficiency and productivity. For example, it can help to save server time in restaurant. Instead of having to make different tips to order items from each station, the orders will be individually sent to different printers, one in each station, while a full order 5/7

receipt is printed at the server terminal. And there are a large number of turnovers in hospitality industry. It’s hard to train the employee. But POS can solve this problem easily. h. Inventory control. POS systems contain inventory-control functions. As new inventory enters the business, it's entered into the POS system. When a sale is made, the item sold is deducted from the inventory. POS systems allow management to keep a close watch on the inventory levels in the store, place timely orders and understand what items are selling and how fast they are selling i. More profit, less labor cost Time

Order time

Order deliver time

Before

0 mins

3mins

After (POS)

5mins

0.5 mins

Money

Labor cost/day

Income/day

13 mins

72X2RMB

3500RMB

5.5 mins

0 RMB

3500X(13/5.5) =8260RMB

Total

( In the table, the labor costs just include the 2 deliver employees. Because we want to show you a visible changing, and after we have POS system, we don’t need them anymore. It means we can save 144RMB/day. ) V. Budget

Unit Price(RMB) Number

Total Price(RMB)

POS System

5244

1

5244

Computer Printer

3000

1

3000

900

3

2700

Touch screen

7290

1

7290

Switch

615

1

615

Server terminal

380

1

380

6/7

167 wifi device System upgrade 2100 and maintain Other expense 1500 Total

1

167

Every year

2100 1500

22996

VI. Conclusion Without using the POS system, performance of any given activity will be quite difficult. A good POS system saves you from the paperwork that you were involved in, irrespective of whether there is a single store or multiple stores under your management, a POS system will always be indispensable for your needs.

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