To begin placing an order with a mobile device (e.g. Oolio Pay device), open the Pocket Pad app.

The Pocket Pad app will appear on the top-left corner of the Oolio Pay device Home Screen.

 

 

Each time the Pocket Pad app is started, it will Download Program Data from your Idealpos System.

This data includes Table Layouts, POS Screen button layouts, Stock Items, Prices, etc.

Once Program Data has been downloaded, you will be presented with one of the following three screens, depending on how the app has been configured.

If Show Home Screen is enabled, you will need to enter either the Clerk Code or Login Code, then press OK to Login.

 

 

If Show Home Screen is disabled and the Compulsory Clerk option is enabled in the app Settings, a Clerk will need to be selected before an order can be placed to a table.

 

 

If Compulsory Clerk is not enabled, the first available Clerk will be selected by default and the Clerk list will not appear automatically.

You can however click on the Clerk name at the top-left corner of the screen to display the list of Clerks and select another Clerk.

 

 

Once a Clerk has been selected, you can select the required Table Map from the Table Map dropdown listed located at the top-right corner of the screen (if you have more than one Table Map configured).

 

 

Select a Table Number from the Table Grid and press "Order".

All tables that are Active will appear in the Active tab.

Any Available tables will appear in the Available tab.

Active tables include any table that is not "Ready" (e.g. this tab includes Tables that have a status of Seated, Ordered, Served, Bill Printed, To Clean, Reserved or Inactive - note that items cannot be saved to an Inactive table).

Available tables include any table that has a table status of "Ready". These are tables that are ready and available for customers to be seated at.

 

 

The next step involves entering the number of Guests/Covers and can vary depending on your system configuration.

If Prompt for Covers has been enabled in the Idealpos Yes/No Options, the app will display a prompt to enter the number of Guests after pressing the "Order" button.

 

 

If Prompt for Covers is not enabled in the Idealpos Yes/No Options, the Covers prompt will not be displayed and the Table will use the Default Guests/Covers.

 

The Order screen will be displayed which is used to add items to the order.

Navigate through the required menus and select the Stock Items to add to the table.

As Stock Items are added to the order, the button at the bottom of the screen will show the number of items ordered and the dollar value.

Note that at this stage in the order, the amount shown on the button does not include promotions (Promotions are calculated when Paying the table).

Also note that at this stage, the items are being saved to the cart on the device and have not yet been sent to the Kitchen.

 

 

At any point in the order, the Review Cart button (located at the bottom of the screen) can be pressed to view the items that have been saved to the cart.

 

 

The Review Cart screen provides additional functionality as outlined below.

Swipe from left to right displays the following options:

 

• QTY - Selecting this option will display a prompt to enter quantity. The quantity entered using this function will replace the previous quantity entered for the item.
• Print Shift Group 1 - This option will appear if a Print Group Shift has been configured in Idealpos Back Office > Setup > Global Options > Miscellaneous > Ideal Handheld > Print Group Shift 1. The Print Group Shift name configured in Global Options will appear (e.g. Make ENTREE). Selecting this option will change the Stock Item to the Print Group Shift that has been configured in this Print Group Shift Slot.
• Print Shift Group 2 - This option will appear if a Print Group Shift has been configured in Idealpos Back Office > Setup > Global Options > Miscellaneous > Ideal Handheld > Print Group Shift 2. The Print Group Shift name configured in Global Options will appear (e.g. Make MAIN). Selecting this option will change the Stock Item to the Print Group Shift that has been configured in this Print Group Shift Slot.

 

 

Swipe from right to left displays the following options:

• TXT - Selecting this option will display a prompt where a text description can be entered for the item. This can be used to specify additional instructions or requests for the item.
• Delete - Selecting this option will remove the selected item from the Order. If the item is an accumulated item or has had a quantity entered against it (i.e. a quantity is displayed next to the item), then the item will be removed along with all quantity values that have been entered for the item. If you want to decrease the quantity, use the QTY option by swiping from left to right, select QTY and enter a new QTY.
• Insert - Selecting this option will trigger the next item added to the order to appear directly below the selected item. This can be useful if all the items have already been added to the order and you want to add another item to the order so that it appears together with other items of a similar type (e.g. all the drinks have been added at the top of the order and meals to the bottom of the order, then someone at the table wants to request an additional drink - you can swipe right to left on a drink at the top, press Insert, then add the required drink - it will appear below the selected item).

 

The below example shows adding a TXT note to a Stock Item in an order.

 

 

Make Main/Make Entree can be used to set the Print Group Shift for an item (e.g. Guests seated at a table may want to order an entree as their main meal, and therefore, the Make Main option can be used to change this when required).

When changing a Stock Item's Print Group Shift using the Make option, the Stock Item in the list of items ordered will show the Print Group Shift in brackets next to the item ordered.

E.g. Pasta (MAIN) or Pasta (ENTREE).

Note that the Make Main/Make Entree options may not appear if this function has not been configured in Idealpos settings.

Also note that the Make Entree/Make Main options may display different Group Shifts instead of Main/Entree depending on how your Idealpos system is configured.

These options are controlled via Idealpos Back Office > Setup > Global Options > Miscellaneous > Ideal Handheld > Print Group Shift 1 and Print Group Shift 2.

If these Print Group Shift options are not configured in Idealpos, they will not appear in the menu when swiping from left to right on a Stock Item in an Order.

 

 

The below example shows Deleting a Stock Item using the Delete function.

When pressing Delete, any Notes associated with the Stock Item will also be deleted.

 

 

In addition, when adding Stock Items to an order, they can be allocated to specific Seat Numbers.

To use this function, the Seat Number must be selected prior to adding the Stock Item to the Order.

Select a Seat Number from the top of the screen, then press the Stock Item(s) to allocate to the selected Seat Number.

The currently selected Seat Number will be displayed in red at the top of the screen.

 

 

Once the Stock Items have been saved to the cart for the Seat Number, the next Seat Number can be selected, then press the Stock Item(s) to allocate to the selected Seat Number.

Repeat the process for each Seat Number at the table.

When pressing the "Review Cart" button, each Stock Item that has been allocated to a Seat Number will show the Seat Number next to it.

 

 

The Review Cart screen can be scrolled if there are too many items to fit on the screen at once.

Swipe up/down to scroll through the list.

 

 

If additional items need to be added to the cart, press the back arrow on the top-left corner of the device to go back to the Order Screen and select additional items.

Once the required Stock Items have been added to the cart, press the "Review Cart" button at the bottom of the screen, then press the "Save Cart" button.

The following options will be displayed:

 

• Send Order - When selecting this button, all Stock Items added to the cart will be saved to the table and will be printed to their associated Docket Printers as configured in Idealpos.
• Cancel Order - When selecting this button, all Stock Items added to the cart will be cleared and the app will return to the Table Grid. The order will not be sent.

 

If the above Send Order/Cancel Order prompt has been triggered and additional items are still required, press in the blank area above the prompt, then press the back arrow on the top-left corner to return and add additional items to the cart (doing this is similar to the "Do Later" button that appeared in previous versions of Pocket Pad/Handheld).

 

 

After pressing the Send Order button, the Table will appear in the Active tab, the status will be updated to Ordered and the colour of the table will change to indicate that items have been saved to it.

 

 

If a Bill is required for the Table, the "Bill" button can be pressed at any time.

Select the Table and press the "Bill" button.

Once a Bill has been printed, the Table Status will change to Bill Printed and the table colour will also change to reflect this.

 

 

The Notes button can also be pressed to display any daily Specials/Instructions/etc.

These notes can be updated via Idealpos Back Office (Go to: Setup > Global Options > Miscellaneous > Notes).

Ensure that any table is selected, then press the "Notes" button at the bottom of the screen.

 

The Quick Sale button is only available when the following conditions have been met:

• Pocket Pad Payments module has been enabled in the Idealpos Licence Gateway
• The App Mode has been set as "Order and Pay"
• Show Quick Sale button has been enabled (App Settings > Enter Password > Payment Integration > Show Quick Sale Button)

 

Press the Quick Sale button at the bottom of the Table Grid to access Quick Sale.

 

 

After selecting Quick Sale, the top of the app will show "Order" (instead of "Table No #" which appears when placing an order to a table).

This is an indication that a Quick Sale is being performed.

Add items to the Quick Sale in the same way as placing an order to a table, then press the "Review Cart" button at the bottom of the screen.

 

 

The app will show "Quick Sale" along with the items that are currently in the Quick Sale.

Any adjustments can be made to the items such as changing the quantity or adding text notes.

E.g. Swipe from left to right to access the QTY option.

Swipe from right to left to access the TXT, Delete, Insert options).

To continue, press the "Pay Cart" button at the bottom of the screen.

 

 

If the Prompt for Ref option is enabled in the app, a Reference prompt will be displayed.

In this prompt, any reference for the Quick Sale can be entered, such as a Customer Name or other reference.

The entered reference will print to the Kitchen Docket Printer(s) after the Quick Sale has been paid.

 

 

The app will then display the Payment Screen where the items in the Quick Sale will appear.

Items can be all paid at once, or they can be individually paid off using the split tender functionality.

The Payment Screen is the same regardless of whether using Quick Sale or Table Payment.

Refer to the Processing Payments for Quick Sale or Table Sale section below for more details.

When Quick Sale Only Mode is enabled, the app will be locked to only placing Quick Sales and access to the Table Grid will be disabled.

This means that the device will be unable to save items to tables or place table orders.

Quick Sale Only Mode can be enabled by going to App Settings > Enter Password > Payment Integration > Quick Sale Only Mode.

 

When the app is started, it will Download Program Data and immediately display the Quick Sale Mode.

The back button will not appear when viewing the main POS Screen Menu, thereby restricting the app to this mode.

 

 

Items can be ordered in the same way as outlined above in the Performing a Quick Sale using Quick Sale button section.

After the Quick Sale order is placed and paid, the device will return to the Quick Sale, ready for taking the next Quick Sale order.

To pay a table, select the Table from the Table Grid and press the "Pay" button at the bottom of the screen.

The Pay button will only appear when the Pocket Pad Payments module is enabled in the Licence Gateway and the app has been configured for the Payment functionality.

Refer to the Configuring Pocket Pad v2 page for further information.

 

After selecting a table and pressing the "Pay" button at the bottom of the screen, the app will display the Payment Screen.

Information about using the Payment Screen is outlined below in the Processing Payments for Quick Sale or Table section.

If using Quick Sale, the Payment Screen will appear after pressing the Pay Cart button.

If paying a Table, the Payment Screen will appear after selecting a Table on the Table Grid and pressing the "Pay" button.

The screen contains the following buttons that appear at the bottom of the screen:

• Full - This is a dynamic button (the button changes based on the current portion selected and by default is set as "Full"). Pressing this option will display a list of fractions (Full, 1/2, 1/3, 1/4, 1/5, 1/6, 1/8, 1/Covers, Amount, Quantity, Fraction). When selecting Amount, Quantity or Fraction, the app will enable a custom Amount, Quantity or Fraction to be entered. When paying individual items, it is recommended that the desired portion is selected first, then select the desired item(s) to pay, then pay for the items using the "Pay $X.XX" button - the amount shown on the button will change based on the items that are currently selected for payment.
• Pay All - This button will Pay All Items that are in the Quick Sale.
• Pay $X.XX - This button can be used to pay specific items in the Quick Sale. To use this button, first select the desired payment portion as outlined above, then select the items that need to be paid, then finally press this "Pay $X.XX" button to pay the selected items. The amount shown on the button will be reflective of the portion that has been chosen (e.g. Full, 1/2, etc.) and the items that have been selected for payment.

 

If Paying a Quick Sale, the Covers information will not appear (i.e. Number of Covers/Average amount per cover and the time the table has been active).

The example shown below left shows the Payment Screen when paying off a Quick Sale.

The example shown below right shows the Payment Screen when paying off a Table.

 

 

 

Pressing the "Full" button on the bottom-left corner of the Payment screen will display a list of Fractions that can be used to pay a portion of the sale.

If the Amount, Quantity or Fraction options are used, a prompt will appear to enter the Amount/Quantity/Fraction as shown in the example below.

 

 

Details about using each type of payment portion option are listed below:

• Full - This option will enable a full payment to be taken for items in the order. Full Payment can be taken by selecting specific items then pressing the "Pay $X.XX" button on the bottom-right corner of the screen. Alternatively, the entire order can be fully paid by ensuring the "Full" option is selected, then press the "Pay All" button on the bottom of the screen.
• Pre-set Fraction Amounts (1/2, 1/3, 1/4, 1/5, 1/6, 1/8) - These options enable a fraction payment to be taken for items in the order. After a fraction has been selected, select the items by tapping on them. Before an item is selected, the item's full price will be displayed on the right-hand side of the item. After an item is selected, the item's price will change to show the fraction amount that will be paid. Once all the desired items have been selected, press the "Pay $X.XX" button on the bottom-right corner. Alternatively, the entire order can be paid using a fraction by selecting the required fraction, then press the "Pay All" button on the bottom of the screen.
• 1/Covers - This option will use the number of Covers seated at the table (i.e. the number of Guests) to calculate the payment amount for 1 Cover when selecting items individually or via the "Pay All" button. E.g. If all the items saved to table add up to a total value of $100.00 and there are 4 Covers set for the table, using the 1/Covers option and pressing the "Pay All" button will trigger one payment of $25.00. If desired, the 1/Covers option can be used repeatedly until each guest has paid their portion for the table. In the example of used above ($100 table total with 4 guests), this would mean 4 equal payments of $25.00 for each guest using the 1/Covers option.
• Amount - This option will display a prompt to enter an amount to pay on the table. When using this option, the app will automatically select items that make up the amount that was entered. It is not possible to use the Amount option and select specific items to pay.
• Quantity - This option will display a prompt to enter a quantity. After a quantity has been entered, select desired items to pay and app will mark the selected items for payment. As items are being selected, the number shown next to the Quantity button on the bottom-left corner will reduce. Once the quantity has been reached, the app will prevent additional items from being selected. This option is particularly useful when multiples of the same item have been ordered and are accumulated and the guest wants to pay for a specific quantity of the item.
  It should also be noted that when entering a quantity then selecting multiple items that have more than quantity ordered, the app will not restrict each item selected to a quantity of 1.
  • Example 1. If the order contains 5x Cappuccino and 5x Flat White, entering a quantity of 6 then selecting Cappuccino will trigger all 5x Cappuccinos to be marked for payment, then pressing the Flat White item will trigger 1x Flat White to be marked for payment, then the allocated quantity of 6 will have been exhausted, preventing any other items from being selected for payment (unless the Quantity button is pressed and additional quantity entered, then additional items can be selected for payment).
  • Example 2. If the order contains 5x Cappuccino and 5x Flat White, entering a quantity of 3 then selecting Cappuccino will trigger 3x Cappuccinos to be marked for payment, then no further items can be selected.
    Therefore, when using the above example and the customer wants to pay for 2x Cappuccinos and 2x Flat Whites, the Quantity function has to be used twice (Select Quantity > Enter 2 > Select Cappuccino, Select Quantity > Enter 2 > Select Flat White).
  • Note - The Pay All function with the Quantity function is not supported. E.g. Entering a Quantity then pressing the "Pay All" button will simply trigger the app to pay for all items in the order.
• Fraction - This option will display a prompt to enter a Fraction. After a fraction has been entered, select the desired items in the order to pay. This function can also be used with the "Pay All" button to pay a fraction of the entire order. Note that the fraction option currently only supports entering a fraction as a decimal place value. E.g. To use a fraction of 1/4, a decimal value of 0.25 must be entered.

 

After the items have been selected and the Pay All or Pay $X.XX button are pressed, the app will proceed to the next step to take payment.

After the steps below have been completed to take payment, if there are still outstanding items that need to be paid on the table, the device will return to the payment screen to continue taking payments until all items have been paid.

 

 

The next step may vary depending on how the app is configured.

If Tipping is enabled, the "Add a Tip" prompt will be displayed using the percentage amounts that have been configured in the app.

• Other $ - This button enables a custom tip amount to be entered as a dollar amount.
• Other % - This button enables a custom percentage amount to be entered. The app will automatically calculate the tip amount as a percentage of the Order Total that is being paid.
• No Tip - This button skips the tipping process and continues without adding a tip to the sale.

 

 

If Cash Tender and EFTPOS are both enabled, the app will then prompt to select a Payment Type (CASH or EFTPOS).

 

 

Cash Tender enabled

If Cash tender is enabled, the following prompt will be displayed:

 

 

Selecting CASH will trigger the following prompt to be displayed.

Select Approved after the customer has given the amount displayed or press Cancel to cancel the payment and return to the payment screen.

 

 

 

If there are still outstanding items that need payment after the payment has been processed, the app will return to the payment screen so that the remaining items can be paid.

 

Selecting EFTPOS will take payment from the customer using the EFTPOS functionality (refer to the below "Cash Tender Disabled" for additional details about taking EFTPOS Payment).

 

Cash Tender disabled

If Cash tender is disabled, the app will skip the Select Payment Type prompt and will go straight to the EFTPOS prompts to take payment from the customer.

This process will vary based on the EFTPOS Payment Type that has been configured in the app and whether the Oolio Tipping functions have been enabled for the EFTPOS integration in the app configuration.

If using Manual EFTPOS, the following prompt will be displayed.

Enter the amount shown on an EFTPOS pinpad and after the payment has been approved on the pinpad, select the Approved button.

If the payment is declined or cancelled, press the Cancel button.

 

 

If there are still outstanding items that need payment after the payment has been processed, the app will return to the payment screen so that the remaining items can be paid.

 

If using Oolio Pay Global and Oolio Tipping is enabled, the "Enter tip" prompt will be displayed:

Enter a tip amount if the customer wants to place a tip.

 

 

If using Oolio Pay Global and Oolio Tipping is disabled, the "Enter tip" prompt will be skipped.

The device will prompt to Present card.

The card can be inserted into the device or tapped on the card reader.

 

 

Follow the remaining prompts to process the payment.

If there are still outstanding items that need payment after the payment has been processed, the app will return to the payment screen so that the remaining items can be paid.

This mode restricts the app to only accessing the Payment functions in the app.

Access to the "Order" and "Quick Sale" buttons will be disabled when this mode is enabled.

To enable Pay@Table Only Mode, go to the app Settings > Payment Integration > Enable Pay @ Table Only Mode.

When Pay @ Table Only Mode is enabled, the Order and Quick Sales buttons are hidden/disabled.

Only the Enquire, Bill, Notes and Pay functions are available in this mode.

Select a table from the Table Grid to access these buttons at the bottom of the screen:

 

 

To take payment for a table, select the table and press the "Pay" button.

Then follow the steps outlined within the Processing Payments for Quick Sale or Table section.

This option will show a Home Screen where the Clerk can enter either their Clerk Code or Login Code to login to the app.

This option can offer multiple benefits such as increased security (the operator needs to enter their Clerk ID instead of simply selecting their name from a list) as well as speeding up the Clerk logon process at sites which have a long list of available Clerks to choose from.

To enable this option, open the App Settings > Enter Password > Enable the "Show Home Screen" option then press "Save".

 

 

After pressing "Save", the app will Download Program Data and will then display the Home Screen.

 

 

You also have the option to enable Compulsory Clerk with the Home Screen.

When Compulsory Clerk and Show Home Screen are both enabled, the app will return to the Home Screen after each order is sent.

This can be used to further enhance security by forcing the Clerk to enter their Clerk Code/Login Code and prevent orders from being sent by unauthorised Users/Clerks.

The Pocket Pad Home Screen supports logging in with either the Clerk Code or the Login Code.

Controlling which type of code is used to login is configured via the "Use Login Code" setting in the app settings.

When "Use Login Code" is disabled, the Clerk will need to login using the Clerk Code or if "Use Login Code" is enabled, the Clerk will need to login using their Login Code.

 

 

Clerks are configured in Idealpos Back Office > Setup > Clerks.

The Clerk Code is displayed in the Code column and the Login Code is displayed in the Login Code column.

 

 

If required, a Login Code can be modified by selecting a Clerk from the list and pressing the "Modify" button.

 

 

 

Any modifications to Login Codes will require a Download Program Data on the device (in Pocket Pad, select the menu icon on the top-left corner > Download Program Data).

 

If Use Login Code is enabled, login by entering the Login Code.

Otherwise, login by entering the Clerk Code.

Press OK to login:

 

 

After logging in, the Clerk Name is displayed at the top-left corner of the app as per the below example:

 

This option makes it possible to view the Stock Notes of individual items from the app.

This feature may be beneficial for restaurants which cater for customers who have specific food requirements or allergies.

Each Stock Item in Idealpos can have Stock Notes entered which can contain information such as preparation instructions, ingredients, etc.

These details can be viewed by the Clerk from the app.

 

Stock Notes are entered in the Stock Notes field of Stock Items.

To enter or update Stock Notes, go to: Idealpos Back Office > File > Stock Control > Stock Items.

Select a Stock Item from the list > Modify > Advanced > Stock Notes.

Enter or update Stock Notes as required, then press "Save" to Save the changes.

 

 

Once Stock Notes have been entered/updated for the Stock Items that require notes, Pocket Pad will need to be configured to support this feature.

In Pocket Pad, go to the menu on the top-left corner > Settings > Enter Password > Enable the "Stock Notes" option and press "Save".

 

 

After pressing "Save", the app will Download Program Data.

After the data has downloaded, select a table from the Table Grid and press "Order".

Add a Stock Item to the Cart, then press the "Review Cart" button.

 

 

Long-press on the item for approximately 5 seconds.

The Stock Notes for the Stock Item will appear.

If the Stock Notes exceed the screen size, they can be scrolled by swiping up/down.

Once the Stock Notes have been reviewed, press the "Close" button to return to the order screen.