Portal

Product

How to Create or Edit the Menu?

Note: Make sure you have backend/portal menu management privilege in order to add or make any changes to the Menu.a
In this section, our quick and easy steps will include but not limited to – Creating Categories, Items, Modifiers, and selecting additional preferences which include Enabling web ordering.
Click the left navigation button, from here you can navigate to and from any section. From the Catalog section, you can create, add or modify your menu.

How to create a Super Category?

Super Category is the parent category that is created to track your revenue for various groups based on association. This is used to consolidate groups into broader categories such as Food or Alcohol for high sales reporting purposes.
Please note: Super Category is primarily used for high-level reporting and will not reflect in the physical menu on POS.
To create a Super Category, click on Super Category located on the top left of the Menu Management screen. Enter the name that you want to assign to the Super Category, select the Tax Class and click the ➕ Add & Setup icon.
Click ➕ Add, if you do not want to setup the Super Category right now.
Fill in all required fields as seen in the screenshot.
Now select a Background and Font Color from the color grid.
You may proceed to select other details if applicable.

After all applicable details have been created, click on the Save button to create a Super Category.

How to create a Category?

Categories and subcategories should reflect how your actual menu is organized or should be displayed or divided for easy navigation. Categories will inherit all settings for the Super Category and Subcategories will automatically inherit the Category settings; unless otherwise specified.

To create a new Category, click the Categories tab on top of the Menu Management screen. 

Enter the name that you want to assign to the Category, select the Super Category, select the Tax Class and click the ➕ Add & Setup icon.

Click ➕ Add, if you wish to setup the Category later.

In this example we have created the Soup Salad category.

Fill in all required fields as indicated in the screenshot. Add the image of the category in the image box. Enter the category name in the Category Name field. 

Tap the checkboxes next to Copy to Kitchen name, Copy to Receipt name and Copy to Web name (if you want to keep the same name of categories at these places).

Select the Super Category, Tax Class, and Other Tax Class from the dropdown.

Set the Background color and the Font color for the sub-category name in the POS.

Click the Assignment tab.

Now select the Printer, KDS, and Course that you want to associate this category with.

Click the Online Ordering tab.

To activate this category for online ordering, turn on the switch next to Enable Web and enter the name with which you want this category to be recognized in online ordering.

To mark this as a featured category, ✔️ the checkbox next to Mark as Highlighted/Featured.

Note: On enabling web at category level, all the associated sub-categories and items will inherit the same setting only if the Inherit Online is enabled for that sub-category or item. The sub-category will inherit the sub-category name as a web name. The item will inherit item price as web price, item name as web name, and item description as web description.

Now go to the Additional Settings tab.

Enter the name of the category you want to display in the Kitchen printer and Receipt

Select the Terminal to be associated with this category.

Fill in the other details and click Save at the bottom right corner.

How to create a Subcategory?

Creating subcategories will break things further for easier navigation for large categories.
Note: It may be important to minimize subcategories to reduce the number of taps needed to get to an actual item.

Open the Catalog page as shown in the screenshot. Click the Categories tab on the top.

Click on the ➕ Add Sub-category icon underneath the associated Category as displayed in the screenshot.

Fill in all required fields as indicated in the screenshot. Add the image of the sub-category in the image box. Enter the sub-category name in the Category Name field. 

Tap the checkboxes next to Copy to Kitchen name, Copy to Receipt name and Copy to Web name (if you want to keep the same name of sub-categories at these places).

Select the Parent Category, Super Category, and Tax Class from the dropdown.

Set the Background color and the Font color for the sub-category name in the POS.

Click the Assignment tab.

Now select the Printer, KDS, and Course that you want to associate this sub-category with.

Click the Online Ordering tab.

To activate this sub-category for online ordering, turn on the switch next to Enable Web and enter the name with which you want this sub-category to be recognized for online order. 

To mark this as a featured sub-category, ✔️ the checkbox next to Mark as Highlighted/Featured.

Note: Enable Web will be enabled automatically for this sub-category, if the Enable Web is activated for its parent category and the Inherit Online is enabled for this sub-category. In such a scenario, the sub-category name will automatically appear in the web name.

Click the Inherit Properties tab.

Here you will see that by default all boxes are marked. If you do not want the sub-category to inherit a specific setting, uncheck the box next to that setting.

Note: If Inherit Online is selected, this sub-category will inherit the settings from the Online Ordering tab.

Now go to the Additional Settings tab.

Enter the name of the sub-category you want to display in the Kitchen printer and Receipt

Select the Terminal to be associated with this sub-category.

Fill in the other details and click Save.

How to add an item to the menu?

Adding an item to the menu is the same as creating a category. Here you can now enable pricing, if applicable, and create more specific settings such as adding custom colors, modifiers, images, or changing printers.
Note: Later, if you make changes to categories or modifier groups, items may or may not inherit those changes. This ultimately depends on the type of changes being made or whether the inherited settings are checked or unchecked.

Click the Item tab located on the top of the Menu Management screen. 

Now enter the name that you want to add and enter the Sale Price

Click the box underneath the Category

On the drop-down list, select the category/subcategory to be associated with the item being created. 

Select the Tax Class and click the ➕ Add & Setup button (in Red). 

Fill in all required fields as indicated in the screenshot. Add the image of the item in the image box. Enter the item name in the Item Name field. 

Tap the checkboxes next to Copy to Kitchen name, Copy to Receipt name and Copy to Web name (if you want to keep the same name of the item at these places).

Enter the Sale Price. If you wish to keep the item price the same for the online orders, check the box next to Copy to Web Price.

Now select the Super Category, Category, and Tax Class from the dropdown.

Fill in other details including the Background color and the Font color for the item name in the POS.

Please note: After creating the item and changing the item name, you can choose to keep the same changes for printer, POS, and Web names.

Click the Assignment tab.

Now select the Printer and KDS that you want to associate this item with.

Enter the item name for the kitchen printer and receipt in the Kitchen Name and Receipt Name.

Click the Online Ordering tab.

To activate this item for online ordering, turn on the switch next to Enable Web.

Enter the item name in Web Name with which you want this item to be recognized for online orders. 

Enter the item price for online orders in the Web Price field. 

To mark this as a featured sub-category, ✔️ the checkbox next to Mark as Highlighted/Featured.

Enter the item description that you want to show up for online orders and select the Designer.

Note: If the Enable Web is activated for the parent category and Inherit Online is activated for this item, it will have Enable Web automatically turned on. The item price will be reflected as web price, item name as web name and item description as web description.

Click the Inherit Properties tab.

Here you will see that by default all boxes are marked. If you do not want the item to inherit a specific setting, uncheck the box next to that setting.

Note: If Inherit Online is selected, this item will inherit the settings from the Online Ordering tab.

Go to the Additional Settings, enable or disable the options in order to customize the POS as per your store’s requirement.

Under the Inventory tab, enter the existing in-hand quantity of an item in the QTY (in hand) field. 

Put the item-related details in SKU, MPN, and GL Account.

Click Generate UPC. It will generate a unique 12 digit number in the UPC field.

Enabling the negative inventory will allow you to put the negative value in the item quantity.

Fill other relevant fields and click Save.

How to create a modifier group?

A modifier group will contain multiple related modifiers, which are leveraged to structure your menu. It is recommended to use logical modifier groups, such as what type of dressing for the salad being ordered which would be called Salad Dressing or alcohol preparation modifier group called Drink Prep etc.
Note: It may be important to minimize the Modifier groups. Also, it needs to be ensured that groups are structured and labeled correctly. This will reduce the risk of replicating similar group types.
Click the Modifier Groups tab on the top menu bar.
Once this icon is highlighted, click on the ➕ icon on the right side of the screen.
Click the Detail tab and enter the Name, choose the Background and Font color as well.
Now click the Settings tab. It is recommended to select the box adjacent to Mark as Forced Modifier.
Then enter the Minimum and Maximum Forced Count in the respective field box. Once done, click Save.
Finally, click the Pre/Post Modifier tab and fill in the required details. Once done, click Save at the bottom right corner.

By setting pre/post on the modifier, the order accuracy enhances leading to efficient restaurant operations. 

Example: Condiment option is a modifier group and mustard and ranch are the modifiers under that group. With the help of pre/post modifiers, you can now associate the modifiers with prefixes such as “No Mustard” or “Light Ranch”. In this scenario, No and Light are the prefix for the modifiers. Another option will be to add the modifier with the suffix as “Ranch On the side” or “Mustard Extra”. In this case On the side and Extra are acting as a suffix for the modifier.

How to create a modifier?

Modifiers are the add-ons that a customer can choose while making a purchase. To start creating a Modifier, you must first create a modifier group, as modifiers need to belong to a particular group.
Click the Modifiers tab on the top-right menu bar.
Hit the box below Modifier Group and select the modifier group for which you want to create the modifier. Click the ➕ button on the top right side of the screen.
Click the Detail tab, enter the Modifier Name and fill in the other details.
If there is a fixed cost associated with the modifier being created, you may add the price in the Price field.
Finally, select the Background color and the Font color.
Now click the Assignment tab, select the POS name, Kitchen name, and Receipt name.
Similarly, fill in the details in the Online Ordering and Other Settings tab as well.

General modifier groups and associated items

Here are some modifier groups and associated items.
  • Meat Temperatures
    Blue, Rare, Medium Rare, Medium, Medium Well, Well Done, Black.
  • Alcohol Prep
    Bruised, Rocks, Neat, Dirty, Double, Stirred
  • Salad Dressings
    Blue Cheese, Ranch, Creamy Italian, Oil, Vinegar, House Italian, Balsamic Vinaigrette
  • Substitutions, Cheese Type
    Mozzarella Cheese, Feta Cheese, Cheddar Cheese, Provolone Cheese, Swiss Cheese
  • Bread Type Rye
    Country White, Multigrain, Sourdough, Whole Wheat
  • Egg Prep
    Scrambled, Sunny Side Up, Fried, Poached, Egg Whites

Employee Management

Quantic allows you to perform the labor management from the backend portal. It runs in sync with the Quantic POS. You can add new employees, assign privileges to them or generate the unique QR code for them.

How to add an employee?

Login to the Quantic backend portal, click Employees on the list. It will open a new screen as shown in the above screenshot. 

Click ➕ icon on the top right corner.

Click the Information tab.

Fill in the employee details – name, email address, phone number, select the assigned service area, landing area.

Click Add Role to select the multiple roles for the employee under the Assigned role tab. Also, fill in the details under Address, Payroll info, Details, and Settings. Once done click the Save button to create a new employee on the portal. 

How to give portal access to existing employees?

Select the employee name to whom you want to give the portal access.

Now click the Access Management button on the top right-hand corner.

A new screen will appear, here you can choose the type of portal access that you wish to assign to your employee. 

Once you are done with the selection, click Save.

How to generate QR code from the backend portal?

Login to the Quantic backend portal. 

Click the Left navigation button.

Click Employee as seen in the screenshot. 

Click the name of an employee for whom you want to generate the QR code.

Here you need to click on the QR code on the right side of the screen. 

The QR code will be downloaded in PDF format.

How to add a pay rate for an employee?

Login to the Quantic backend portal. 

Click the Left Navigation button and click Employees.

On the Employee screen, click the Edit button on the top right-hand side.

Click the Assigned Role field to expand the further sections.

Now simply update the current Hourly rate for a particular employee. 

Once done click the Save button.

How to set up Only Clock In access for an employee?

Login to your Quantic backend portal. 

Go to the Employee section under the left navigation bar. 

Click Access Management on the top right-hand side of the screen.

Search for Enable Only Clock in under the Access Management window (use Ctrl+F) and check the box that says enable only clock in. 

If you could not find it, click +Assign Additional Privileges and you’ll surely find it under the hidden settings.

Select the appropriate checkbox as seen on the screen and click Save.

How to use Enterprise Data Management?

Using Data Management in the Quantic backend portal you can upload a .csv file into the backend portal and push the data as well.

How to upload a .csv file to the backend portal?

After logging into the portal, click the navigation button on the top left.

Click   Data Management icon.

Once at the Data Management section, a link is provided that will allow you to download the excel template for 

  • Customer Data.
  • Import Menu/Catalog Item.
  • Modifier Group/Modifier.

The template will contain column headers that are required for uploading into the system.

All of the information does not need to be filled out. However, there will be an error if there is no product name

Once the appropriate information has been entered, we can return to the data management area and upload the .csv file.

Once the file has been chosen, click the Upload button as shown in the screenshot and a confirmation message will appear once the upload has finished.

How to push data to child locations?

From the backend portal, navigate to the Catalog section.

At the catalog/menu section, select the Super Categories or Categories that need to be pushed to the other locations. 

Then click on the chain symbol to select which locations the data will be pushed to.

Click the Save button once the appropriate locations have been determined.

Next, repeat the process to the categories, items, modifier groups, and modifiers that need to be pushed.

How to Transfer Sales?

The Transfer Sale section lets you transfer the sale after the order is closed/paid. For instance, if by mistake another server closed the order then s/he can transfer that sales to the correct server after the payment. Here is how you can transfer the sales.

Click the left navigation button and tap on the Transfer Sale button as seen in the screenshot.

Enter the unfinished order’s Reference Number in the space provided.

Click Next to proceed.

How to Enable Inventory?

Login to the Quantic backend portal, click the Navigation button on the top left corner. 

Click the Catalog icon on the list. 

Now click the Items tab on the top header. 

The list of items will be displayed at the bottom, click on any item for whom you want to enable the inventory. 

Now click the Inventory tab on the top header. 

Fill in the required information in the field boxes and make sure the box adjacent to Track Inventory is check-marked.

Finally, click Save. The inventory is enabled now.

Time Management

With Quantic POS, you can track the working hours of your employees with the help of Clock-In/ Clock-Out feature.  Under Time Management, you will be able to see all the employee’s clock-in and clock-out times. You can edit the clock-in/clock-out time or add clock-in and clock-out for an employee if he/she has forgotten for that day.

How to add Clock In/Clock Out time for any employee?

Click on the left navigation bar main menu, click on Time Management.

To add a new time entry click on the sign on the top right corner as shown in the image above. 

To edit an existing time entry for an employee click on   on the right-hand side of the employee’s name.

Tap the Employee drop-down and select an employee from the list. 

Once an employee is selected, select the role for that employee from the Role drop-down that lists all the associated roles of the employees.

From the Status drop-down, select the one for which you want to add the time entry. 

If it’s a Clock-In entry, the status will be Clock-in, enter the Clock-In time and click on Save

If you want to enter Clock-Out entry, the status will be Clock-out and enter Clock-Out time only.

Finally, click as seen in the screenshot.

How to Add Customers?

Login to the Quantic backend portal. 

Once you are logged in, click on the left navigation bar. 

Select Customers under the left navigation and click ➕ sign as seen in the screenshot.

A new window will pop up, enter the required fields like Name, email address, phone number, etc. 

If you wish to mark the customer as Tax-exempt, then Tax-Exempt should be enabled as seen in the screenshot. 

Click on Save to proceed.

How to Create a New Role?

You can use the Access Management section in the Quantic backend portal to create a new role for employees.

Begin with logging in to the Quantic backend portal. 

Click on the left navigation bar   click on Access Control.

To add a new role click on the sign on the top right corner as shown in the image.

A new screen will appear, enter the role name that you want to assign to an employee. 

Select the privileges for this role by selecting the checkboxes on the screen.

To edit an existing role, tap on the employee name and select an appropriate role on the new screen.

How to Create a Coupon?

After logging in to the Quantic backend portal, click the Coupon menu on the list. 

You will see the list of existing coupons on the screen. 

To add a new coupon, click the ➕ icon on the top right of the screen.

In the Add Coupon screen, enter the Coupon Name, Coupon Code (your customers will use to redeem this coupon), and enter the Available Quantity.

Set the issuing and expiry dates in the Issue Date and Expiry Date field box. 

Now choose the Discount Type as % or $. Enter the value in the box underneath. 

In Included Items, enter the item names for whom this coupon code shall be applicable. 

In Excluded Items, enter the item names for whom this coupon code shall not be applicable. 

Use the Customize Coupon Message field to post any interesting message on the coupons.

Inventory Management

With Quantic POS you can now track your inventory in real-time so you know what to reorder and when. Easily find thousands of items by organizing them in their respective categories. Quantic can update inventory count for you, send automatic stock alerts and generate purchase orders so you remain stocked always.

Creating a new Vendor

Go to the left navigation and click Inventory.

Now click the Vendors tab as shown in the screenshot.

The existing vendor’s list will appear on the screen.

You can tap on any vendor’s name to review or edit the vendor information.

Click to add a new vendor.

Enter the vendor information like name, address, contact number.

Click the Net Terms field and select the net payment term.

Once the information is filled in, click Save.

Adding a Designer

Note: The Designer tab is only meant for E-Commerce Enterprise users. It will appear in the Inventory section when the E-Commerce Enterprise module is enabled for that location in the backend portal.

Go to the left navigation and click Inventory.

Now click the Designers tab as shown in the screenshot.

The existing designers list will appear on the screen.

Click to add a new designer.

A new window will appear, enter the designer name, write a description and insert an image.

Once done, click Save.

Adding a new Manufacturer

Go to the left navigation and click Inventory.

Now click the Manufacturer tab as shown in the screenshot.

The existing manufacturer’s list will appear on the screen.

Click to add a new manufacturer.

A new window will appear, enter the manufacturer name.

Click Save.

How to add Inventory?

You can add stock or inventory from the Quantic backend portal. Once stock is added, the portal also allows you to filter the inventory by Stock Status (over or under), Category (item category) and Status (active or deactivated). Here are the steps you can follow to add inventory in the Quantic backend portal.

Login to your Quantic backend portal.

Click the Hamburger button on the top left corner.

Click Inventory (make sure you are on the Inventory tab) and click the ➕ icon on the top left.

The Add Stock screen appears. Here you can add item details with Item name, Sale Price and QTY (In Hand) being the mandatory fields. The description for other fields are as follows:

Note: The stock can only be created for those items that are already added in the backend portal. To add stock for any new item, you will need to create the item from the Category section by following this path – Catalog > Super Category > Category > Items.
Note: Before creating the item stock, make sure you have added the vendor and manufacturer in the Vendors and Manufacturers tab in the Inventory section.
  • Vendor: Select the name of the vendor (who is supplying the said item) from the drop down list. If you can’t find the vendor in the list, first add it from the Vendor tab under Inventory.
  • Manufacturer: Select the name of the manufacturer (who is manufacturing the said item) from the drop down list. If you can’t find the manufacturer in the list, first add it from the Manufacturer tab under Inventory.
  • Item: Select the name of the item from the drop down list. If you can’t find the item in the list, first add an item in the Catalog section.
  • UPC: Unique Product Code.
  • SKU: Stock Keeping Unit.
  • COG: Cost of Good 
  • Margin%: Put the margin in %.
  • Sale Price: Put the item sale price. If you want to set the sale price same as the item price, click Same for Item Price.
  • QTY (In Hand): Put the existing in-hand item quantity.
  • Reorder Point: Put the item quantity at which you want the item to be reordered.
  • Unit: Select the unit to measure the item, for example, number, kg, etc.
  • Item Size Unit: Select the item size measurement unit. 

Once done, click Save.

The item stock will be added in the Inventory section. See the screenshot.

You can filter the inventory by applying the appropriate filter:

  • Stock Status: Based on the Over inventory or Under inventory.
  • Category: Based on the item category.
  • Status: Based on the Active or Inactive items.

Moreover, you can also download the inventory in CSV CSVor PDF PDFby selecting the appropriate option.

Just filter the inventory by any of the three categories and click the CSV CSVor PDF PDFbutton to download the file in your system.

How to Generate a Purchase Order?

A purchase order is a legal document that a buyer sends to a vendor or supplier to authorize a purchase. Here are steps to be taken to create the one from the Quantic backend portal. 

Note: PO can only be generated for the items that exist in the backend portal. To create a PO for any new item, make sure to add an item and the vendor in the backend portal. Follow this path to add a new item Catalog > Super Category > Category > Items and associate it with a vendor in the Inventory tab.

Click the Hamburger button on the top left corner.

Click Inventory on the left navigation menu.

Click Purchase Order and click the ➕ icon.

Enter the details in the Create PO form.

Put the Vendor PO No., Bill To, Ship To.

Select the vendor from the Select Vendor drop-down list.

Select the item that you want to add in the PO from the Select Item field.

Once done, click Add Item.

Enter the details of the item you are creating the PO for.

In the QTY section, enter the item quantity that you want to order from the vendor.

In the Cost/Unit section, enter the per unit price of an item.

Enter the UPC, MPN and ALU details of an item. 

To add more items, repeat the steps from selecting the vendor till the above step. 

Click Generate PO or if you do not want to generate now, click Save & Hold.

On clicking the Generated PO button, the PO# Generated Successfully message will appear. Click the Download PDF button to download the PO in your system or you can click ✖️ if you do not want to download it now.  

Generating a Negative PO: You can create a negative purchase order by entering the negative quantity for the number of items (that you are returning, transferring or crediting to the vendor for any reason) in the QTY column. Negative purchase orders are also called reverse PO or credit PO.

Once the PO is generated, you will be sent back to the Purchase Order section. Here you can review the purchase orders under the Purchase Orders List tab.

    • Clickto edit the PO.
    • ClickMail iconto email the PO.
    • Clicktto receive the item(s).
    • ClickDelete (bin) iconto delete the PO# from the list.

Click the Purchase Orders Received tab to review the purchase orders that have been received in the past. 

Receiving a Purchase Order

After receiving the items ordered, you need to enter the actual quantity received in the backend portal. Doing this will update the item quantity (in-hand) in the portal. Here are the steps to receive the purchase order.

Once you create a purchase order, you will land on this screen. If you didn’t, make sure to click the Purchase Order List tab.

Clickto receive the PO.

Enter the items received in the QTY Received field.

Click the Receive button on the top right corner.

Click Ok on the confirmation screen.

The purchase order pop-up will appear.

Click   to print the purchase order or click to download the purchase order.

How to apply auto-gratuity based on the balance due?

Now the auto-gratuity (in $ or %) can be applied if the total amount due exceeds the preset Gratuity Amount Limit. This feature can be implemented from the Configuration > Service Area in the backend portal. Here are the steps.

Login to the backend portal.

Click the Hamburger button on the top left and click the Configuration option on the left navigation menu.

Expand the Setup navigation. 

Click Service Area.

Here you can edit the service areas to customize as per the need. 

Click pencil icon on the service area where you want to implement the auto-gratuity based on the amount due.

As an example, we have chosen the Quick Order service

In the Gratuity Amount Limit field, enter the amount due, which if exceeded, the gratuity will apply automatically. 

Select the Gratuity Type– % or $. 

Enter the gratuity value that should be added to the total amount due. 

Click Save.

For example, you have set $20 as the Gratuity Amount Limit and $2 as the Gratuity Value. Now, if the total amount due is $26 (exceeds $20 Gratuity Amount Limit), the $2 gratuity will be added automatically to the bill, and the new balance due will be $28 (amount due + gratuity). However, if the total amount due remains $19 (less than the Gratuity Amount Limit), the auto-gratuity won’t apply, and the balance due will remain the same, i.e., $19.