Using the till: the VidiPOS app (add-on)

This chapter describes the VidiPOS app on tablet and phone from the point of view of service staff and shift leads: from signing in through ordering, sending and checking out to the end-of-day closing. Names in “…” are the buttons and notes as they appear in the app. How to set up registers, devices, operators and printers in the back office is described in POS: registers, devices & journal; what applies without internet in POS: emergency mode. The app is part of the “POS” add-on.

Contents

• Signing in, switching operator, signing out
• Table plan and quick register
• Ordering
• Sending to kitchen and bar
• Courses: sections on the receipt, sending and calling
• Changing and voiding
• Checking out
• Receipt: print, QR code, e-mail
• Halted transactions
• Training mode
• End of shift and Z closing (shift lead)
• Menu and statistics
• Settings on the device

Signing in, switching operator, signing out

Once the device is paired with a register, the app shows the “Choose operator” screen with one tile per operator (short code in a circle, name, role). On a tablet the PIN pad is on the left and the operator tiles on the right; on a phone the PIN pad follows the tile as a step of its own (the arrow at the top left goes back to the tiles). To sign in:

1. Tap your tile; it gets a blue outline. “PIN for <name>” appears with a number pad.
2. Type your PIN (4 to 6 digits) and tap “OK”. The table plan appears.

A wrong PIN is reported with the attempts left; after five wrong attempts the app shows “Too many wrong PINs — locked until <time>”. The owner lifts the lock at once in the back office with Unlock. A tile showing “PIN missing — set it in the back office” or “locked” cannot sign in until this is sorted out in the back office.

Last signed in: the operator who last signed in on this device is already chosen when “Choose operator” opens — after a sign-out only the PIN is missing. For this the device only remembers who it was, never the PIN. Anyone else simply taps their own tile.

Switch operator: the “Switch operator” button at the top of the table plan goes back to “Choose operator” without losing anything — open tables stay open, unsent bookings stay on the device. This lets a shift lead sign in briefly for an approval or a void, for example. Signing out at the end of the shift: menu ☰ → “Settings” → “Sign out” → “Sign out operator”. If the device stays unused for a longer time, the app signs the operator out by itself (after 15 minutes by default; the register sets the time in the back office, 1 to 60 minutes — also for a sign-in without internet).

Sign-out when the app goes to the background

If you switch to another app, go to the home screen or press the lock button, the app signs the operator out at once — just like after idle time, so also on the server. Whoever picks up the device afterwards sees “Choose operator” with the operator last signed in and only needs the PIN. Open tables and unsent bookings are kept. Pulling down the notifications or a system message does not count.

• Card payment or printing in progress: while a card payment runs at the reader or a receipt is printing, nobody is signed out, not even after idle time — the payment and the print run to the end. If the app comes back while they run (e.g. after the card was tapped with Tap to Pay), you stay signed in. If the app stays in the background until the end, the sign-out follows as soon as the payment or the print is done.
• Without internet: in emergency mode you then sign in as usual with your PIN on the device (see Signing in without internet).
• The shift lead can switch the sign-out off per register in the back office: POS → Registers & devices → edit register → “Sign out when the app goes to the background or the device is locked” (see Operating the register).

Table plan and quick register

After signing in, the table choice appears. On the tablet the list “Open tables” sits on the left under the blue bon head (for example “6 open · 4 own”): per row the table, operator code, open amount and “since 19:42”. The total at a table shows all open transactions of the table — including those of other devices and operators; together they form one bill. Your own tables come first, then your colleagues’, each by opening time; another operator’s table carries a lock and occupied, a transaction with a problem halted (see Halted transactions). Below the list is the quick register — it is named after the register’s default table, for example “Theke” (counter). At the top right are the field “Table no.”, the switch “Grid | Plan”, “Switch operator” and the menu ☰, below them the areas as tiles (inside, terrace …) and the tables of the chosen area.

• Open a table directly: tap “Table no.”, enter the number on the digit pad and tap “Open” (with a keyboard, Enter is enough). A free table asks for the guests, an open table opens its bon at once. The digits are enough: “13” finds T13, “3” finds T3 and BG3 — below the display you see beforehand which tables “Open” reaches. If several tables fit, pick the table from a short list with its area; an unknown number reports “There is no table 99”.
• Grid: the tiles show the status without a legend: white card = free (with seats), orange outline with time = reserved, light blue with a blue bar and the amount = your open table, grey surface with a code = another operator’s table, red sign = halted. Screen readers announce the status in words (for example “Table 12, open, €19.60, LS”).
• Plan: if the tables of an area have a place in the backoffice under Floor Plan, “Plan” arranges them as there (square or round, rotated), in the same colours. Tables without a place are listed below under “Not placed in the plan”. Each device remembers whether it shows grid or plan.
• Phone: “Table no.” at the top (numeric keyboard, Enter opens), below it “Open | All”: “Open” is the list of open tables, “All” the grid by area. The plan view exists on the tablet only.

• Open a table: tap a free table. In the “Open table <no.>” dialog set the number of guests with “Fewer guests” / “More guests” and tap “Open table”. For a reservation its name and time are shown. If another device has opened the table meanwhile, the app says “Another device opened this table meanwhile …”, discards the transaction just begun and opens the table with the existing transaction — so no two open transactions sit side by side at one table (in emergency mode without a connection this cannot be checked).
• Another operator’s table shows operator, guests and open total “read only”. With “Request approval” a shift lead releases it with their PIN, or you hold the permission “Other staff’s tables”.
• Quick register (default table): for counter sales tap the button with the default table’s name (for example “Theke”), order and check out right away. The row in “Open tables” — also for open counter sales of other devices of this register —, the bon head, the checkout, the archive, the receipt (“Table: Theke”) and the production ticket carry the same name. You set the name in the backoffice under POS › Registers & devices › Edit register in the field “Name of the default table” (1 to 20 characters); without an entry the app shows the register’s name. Technically it stays a transaction without a real table: every counter sale is settled on its own and never combined with others into one collective bill.
• If the table plan is switched off for the business, start transactions with “New transaction” (without a table).

Table attention: “for 12 min”

So that no table is forgotten, the register can highlight tables where nothing has happened for a while. Activity is the last order, sending to kitchen and bar, calling a course or payment — over all open checks of the table, on every device of the register. With nothing booked yet, opening the table counts.

• Level 1 (for example after 10 minutes): the tile gets an amber outline and the line “for 12 min”; the same line shows in the list “Open tables” (on the phone in the tab “Open”).
• Level 2 (for example after 20 minutes): the same in red.
• The minutes count on by themselves in the table choice (every minute) and are worked out again with every refresh of the table plan (every 30 seconds) — when someone books at the table, the colour goes with the next refresh. The time comes from the server, a wrong device clock does not distort it. Screen readers say “no activity for 12 min”.
• The check row on the receipt (several checks at a table) is not affected.
• Set up in the back office under POS › Registers & devices › Edit register, section “Table attention” (see Operating the register). Default: off.

Changing the table

When guests move, take the whole table along: in the bon head tap ⋮ next to your short code (on the phone at the top right) and then “Change table”. “Change table — choose the new table” opens with the sections as tiles and the section's tables: free tables read “free”, the current table “current”, tables with an open transaction are greyed out and read “occupied”. At the top is the default table (for example “Theke”) — there the table becomes a transaction without a table. Tap the new table: every open transaction of the table — also those of other devices — moves along, the reservation stays, and the bon head, the table plan, the production ticket and the receipt name the new table from then on (“Moved to Table 12.”).

• Permission: as for booking (“Order entry”). Another operator's table needs “Other staff's tables” or the approval of a shift lead.
• Not possible while the table is being settled (“The table is being settled …”), when the new table has become occupied meanwhile (“The new table is occupied — merging is not possible yet.”; the table plan is reloaded) or when the table does not belong to this register's sections. Without a connection “Change table” is greyed out (“needs a connection”).
• The POS journal records the change as a note “table changed” (from table, to table, operator) at every open transaction; it is no booking and does not appear in the DSFinV-K export.

Several checks at one table

A table can hold several open checks — each one is a bill of its own. This happens when you begin a further check (for example a new guest at the same table who pays separately) or when you bring back an already settled receipt of this table from the archive with “Restore table” while new orders are being taken there. Nothing disappears and nothing is merged silently.

• New check: In the receipt header tap ⋮ and then “New check” (with several checks open, also “+” at the end of the check row). As when opening a table, the app asks for the number of guests; then you order into the new check. This also works while another check of this table is being settled.
• Check row on the receipt: With two or more open checks at a table, a field “Check 1 · LS · €12.40” with short code and total stands under the receipt header for each check (on the phone at the top of the “Receipt” tab). Notes such as “being settled · Device 11”, “Training” or “restored” appear below it. The highlighted check is the active one: receipt, courses, “Send” and “Check out” refer to it only, and new items always go there. Tapping another check switches to it. Equal items are only combined within one check.
• Numbers: Every check gets a fixed number when it is opened, counted per table and business day; it never changes afterwards, even when other checks are settled. A restored receipt gets the next number; after “Change table” the check carries the next free number of the new table. A check just begun that the table plan does not know yet shows provisionally as “Check 3 (new)” in the row. The production ticket shows “Table 9 · Check 2” as soon as more than one check is open.
• Table plan: The tile and the “Open tables” list show the state of the main check, the total of all checks and “2 checks”. Tapping the table opens the check you last used on this device, otherwise your own, otherwise the oldest one. If that opens another operator's check, “Open my check” leads to yours.
• Other operators' checks: Without the permission “Other staff's tables” you only see “Check 2 · occupied” — without items or total — and cannot open it.
• Two devices at the same time: If another device has opened the table in the meantime, the app opens the existing check. If you had already ordered items, your check stays as a further check of the table — nothing is discarded.
• Permission: as for booking (“Order entry”).

Move positions to another check

“Move positions” takes positions — all of them or only some, also part of a quantity — from the active check to another one: a further check of the same table, a New check at the same table, or another table. If the other table is occupied, the positions join its check (you merge the tables), otherwise a new check begins there. In the target they come as a new order of their own — a discount already there does not apply to them. Use it to separate guests paying apart, to move part of a group to another table or to merge two tables into one bill.

1. Tap ⋮ in the receipt head and then “Move positions”. “Move positions — choose positions” opens with the positions of this check.
2. Tap positions (check mark) or “Select all”; “None” clears the choice. For a position with several pieces the app asks “How many?” — so part of a quantity moves, say 1 of 3 schnitzel; the rest stays here. The sum of the choice is shown next to it.
3. Under “Target” choose another check of the table (“Check 2”), “New check” or “Other table …”. “Other table …” shows occupied tables too; if the chosen table has open checks, the app asks which one the positions go to (or “New check”).
4. Tap “Move”. The message names the target (“Moved to Table 12 · Check 2.”); both receipts and the table plan show the new state.

• What goes along: course, note, options, “take-away” and the tax rate stay with the position. A lower price from an option (say “small dish”) and a “Change price” go along in proportion — for part of a quantity rounded commercially as when splitting; source and target together keep the old value to the cent. A discount on the whole check stays with the old check.
• Kitchen and bar: positions already sent stay sent — there is no new production ticket. With “Note ticket when moving positions” switched on for the register, the station of the moved positions prints a note ticket “Moved Table 9 → Table 12 · Check 2” with the positions.
• The old check: when every position of an order goes along, the server finishes that order with the move (regularly, total 0.00 €). With nothing else open at the table the check is closed and the table free — the message then reads “Check closed (moved to Table 12 · Check 2)” and the app goes back to the table plan. For part of a quantity the old check stays open. Move a whole check with “Select all”.
• An empty check without open positions (total 0.00 €, say after a move with an older app or when everything was voided): ⋮ in the receipt head then offers “Release table” — the empty orders are aborted and the table is free. This needs the right “Void before sending” (another operator's checks also “Tables of other operators”) and a connection.
• Not possible while one of the two checks is being settled (“A check involved is being settled …”), when a fixed discount on the whole old check would be more than what stays there (adjust the discount first), in training mode, between different registers or business days, and for positions not at the server yet (wait a moment, the app sends them). Moving needs a connection — without one the entry is greyed out.
• Right: like ordering (“Ordering (order pad)”); another operator's check — as source or target — also needs “Tables of other operators” or a shift lead's approval.
• Cash journal and audit: every move is a transaction of its own, closed at once, “Transfer” (no receipt number, no payment, total 0.00 €) in the journal, signed by the TSE and in the DSFinV-K export as “AVTransfer”. Revenue and tax do not change — the receipt counts when the check is settled.

Menu and statistics

The button menu ☰ at the top right of the table plan opens the menu as a panel: on the tablet on the right beside the table plan, on the phone as a page of its own. Close it with ✕ or by tapping beside it. At the top are your short code, your name and your role with the button “Switch operator”. Below follow the entries in groups — each entry only shows with the matching permission:

• Work: “Tables” (back to the table plan) and “Archive” (the receipts of the business day, permission “Receipt archive & journal”).
• Till & reports: “Cash register” with cash book and closing (permission “Cash book” or “Open/close shift, cash count”) and “Statistics” (permission “Open/close shift, cash count”, like the X report).
• Device: “Settings” (see Settings on the device).
• Manage in the back office: “Items & product groups”, “Staff & permissions”, “Printers & stations”, “Courses” and “Registers & devices”. These entries are shown to whoever may change “Open/close shift, cash count” (shift lead) or has the permission “Settings (features, cash movement types, DATEV accounts)” (owner). They open the matching back-office page in the browser; sign in there with the VidiReserve account — the app never signs anyone in automatically. Without a connection the entries are greyed out with “Only with a connection to the server.”; if no browser opens, the app shows the address and a QR code.

Statistics

Menu ☰ → “Statistics” shows the open business day of this register at a glance: “Gross revenue”, “Receipts”, “Tips” (employee and employer tips together), “Voids” (number and amount of voided receipts and voided items) and the “Payment methods” with number and amount. The figures come from the X report and are provisional — the statistics close nothing. At the top are the business day, the register and “As of <time>”; the arrow symbol “Refresh” fetches the figures again. Without a connection to the server it says “Statistics need a connection to the server.” instead of the figures. With the back-office permission, “Open in the back office” leads to POS › Reports with all evaluations.

Ordering

After opening, the order pad “Table <no.> · <guests>” shows the receipt with the positions on the left and the items on the right (on a phone as the tabs “Items” and “Receipt”). Every tap on an item books one position; the tile shows the quantity on the receipt as a green badge in the top right corner.

Choosing items: super groups, product groups, search

The item side leads to the item in three steps — just as the menu is set up in the back office under POS › Product groups (each product group can belong to a super group):

1. Super groups (e.g. “Soft drinks”, “Beer & wine”, “Food”): one tile each with the number of its product groups. Before them sits the “Favourites” tile (the best sellers marked in the back office, only if there are any), after them “More” for product groups without a super group.
2. Product groups of the chosen super group (e.g. “Beers”, “Wines”) with the number of their items.
3. Items of the product group as white cards: name, price and a coloured stripe on top in the group's colour.

The first tile on steps 2 and 3 is “Back” and goes up one step. The line at the top right shows where you are, e.g. “All › Beer & wine › Beers” — every part can be tapped and leads straight back there. If the catalog has only one super group, the view starts with its product groups; if it has none at all, it shows all product groups at once.

“Search items” searches all items (name, English name, short name, PLU) across all groups from the first letter on; the steps are hidden meanwhile. The “×” in the search field clears the search and you are back on the step from before. The app remembers per transaction where you were last: back at the same table, the item side shows the same group again; a new transaction starts with the super groups.

Which product groups a register shows is set in the back office under POS › Registers & devices › edit the register (field “Visible product groups”; none ticked = all). Hidden groups and their items appear at this register neither as a tile nor in the favourites or the search — handy e.g. for a bar register without food. Super groups without a visible product group disappear as well.

• Finding items: via super groups and product groups, via “Favourites” or via “Search items” (see above). Items marked “sold out” (dashed frame) cannot be ordered.
• Choices & extras: if an item has options (side, doneness, mixer …), a dialog opens. Groups marked “Required” must be chosen; the preview shows quantity × price. “Add” puts the position on the receipt.
• Note: the same dialog has the “Note” field with quick notes to tap (e.g. “no onions”); it is printed on the kitchen or bar ticket.
• Course: if courses are switched on, a new item goes to the section you tapped on the receipt, otherwise to its item group’s course preset or the active course. The dialog’s “Course” field already shows that course; another choice there always wins (see Courses).
• Any amount / misc items: items with “Any amount” ask for a name and an amount (permission “Misc items & open price”).
• Takeaway is set for the whole bill when checking out (section Checking out).

The receipt is on the left (tablet) or on the “Receipt” tab (phone). Its blue head shows table, guests and your name, your short code on the right. Each position shows the quantity on the left, the item with choices and note next to it and the price on the right. New positions carry no extra mark while they are not sent; sent ones show a green tick with the time, a position whose course still waits a yellow pause sign, a voided one is struck through with its reason. If another operator booked the position, their short code is shown. “Back to the table plan” (arrow in the head) leaves the table; everything stays saved.

Sending to kitchen and bar

“Send” sends the new positions to the server and — if stations are set up in the back office — as a production ticket to the station’s printer (kitchen, bar / counter, pass, pastry). The position then shows a tick with the time. Without courses “Send” sends every new position. With courses switched on the send rule in the next section applies: the bar below the receipt tells you beforehand what goes and what waits.

If a station printer does not print, the app shows “Production ticket <station> not printed” with “Print again” and “Discard”. Check paper, power and network cable of the printer and tap “Print again”. Use “Discard” only if you tell the station about the order some other way. Production tickets are printed over the local network — in emergency mode too.

Courses: sections on the receipt, sending and calling

If courses are set up in the back office (e.g. “Drinks”, “Starter”, “Main course”) and the “Courses” feature is on, the receipt is split into sections per course in the order of the courses; positions without a course are listed first under “No course”. Each section head shows the name, the number of positions and the state: “goes with “Send””, “waiting to be called” (yellow pause sign) or “called 19:42” (green tick; the time of the course’s first send). There is no separate “Courses” tab any more — everything is on the receipt.

• Active course: on a new table the first course is active automatically (light blue, blue bar on the left). Tap a section head — “No course” too — and it becomes active and also gets a small pin: you chose it by hand. Where a new item goes is decided in this order:
  1. your explicit choice in the “Course” field of the choices dialog,
  2. the section tapped by hand (with the pin) — tap “No course” and even a juice spritzer goes without a course, although its item group presets “Drinks”,
  3. the item group’s course preset (set on the item group in the back office) — without a tap, drinks go to “Drinks” even while another course is active automatically,
  4. the course active automatically (the first one on a new table, the new one after “Add course”).
  The choices dialog starts with the result of this order; items without choices are booked by it directly. The pin stays until you tap another section or leave the table — then the course preset applies again.
• “Add course” at the end of the receipt adds the next course that is not on the receipt yet as an empty section and makes it active automatically (no pin: the item group’s course preset still applies). Once every course is there, the button is greyed out. Empty sections disappear when you leave the table.
• Send rule: “Send” sends the new positions of “No course”, of every course already called and — only as long as no course has been called — of the first course with new positions. All other courses wait. A course counts as called as soon as one of its positions is sent.
• Example: three drinks, one starter and one main course are ordered, nothing is sent. The bar shows “Send — 3 items · 2 waiting (Starter, Main course)”. “Send” sends the three drinks. Then “Send” is empty and next to it you find “Call Starter”; later “Call Main course”. If the table orders another drink after the starters, it goes out with “Send” at once, because the drinks have been called already.
• “Call” in the head of a waiting section sends exactly the new positions of that course — including those another device booked at the same table. The production ticket stays grouped by course.
• Only one course in play: if all positions of a table are in the same course (say everything under “Drinks now”) or without a course, nothing ever waits: “Send” sends everything, and the quick button on the receipt sends what is unsent like a normal “Send” — without a hint about waiting courses. Courses only wait for their call once a table has positions in at least two courses.
• Register without “Call courses”: if the setting “Call courses” is switched off for the register in the back office (see Operating the register), the sections stay on the receipt as order, but there is no “Call”, no “Call ‹course›” and no “waiting to be called”: “Send” sends the new positions of all courses at once. The production ticket is still grouped by course; a sent section shows “sent 19:42”.
• Moving: press and hold a position that is not sent yet and drag it onto the head of another section. Sent positions are moved via the position → “Change course”, because the station then gets a change ticket.
• Without the “Courses” permission (level edit) you see the sections and can call them, but new items only follow the item group’s course preset; “Add course” and the active course are not offered.

Changing and voiding

Tap a position on the receipt. Depending on its state and your permissions the app offers: “Quantity − 1”, “Quantity + 1”, “Note”, “Change course”, “Change choices & extras”, “Change price”, “Void” and the position’s “History”.

• Before sending a void is a simple correction: “Void”, pick a reason (“Booked by mistake”, “Guest declined”, “Change”, “Complaint” or “Other” with a text) and “Confirm”.
• After sending a void needs the permission “Void after sending”. Without it the app shows “Approval needed: Void after sending”. “Request approval” opens “Approval by shift lead”: “Who approves? Choose an operator”, the shift lead types their PIN. The approval is valid for 60 seconds for the whole table. With the next “Send” the station prints a STORNO (void) ticket.
• “Change price” lowers a position’s unit price with a required reason (never above the catalogue price; permissions “Misc items & open price” and “Discount”, otherwise approval). If the position has a price reduction as line discount (e.g. “small portion (−€2.00)”), the price after that discount is the starting point — it cannot go below €0.
• Swiping on the receipt is quicker than tapping. Swipe right = “One more” (green area with “+1”): one more piece with the same choices, note and course is booked — like a tap on the tile, also after sending. Swipe left = “Remove”, after sending “Void” (red area with a bin): the same reason dialog as for “Void” opens, and “Cancel” leaves everything as it was. There is no “Undo”, because every void is kept in the journal — that is why the app asks for the reason first. A swipe only counts from about 40 % of the line’s width; a shorter one springs back. Scrolling the receipt up and down never triggers it, and pressing and holding still moves an unsent position between courses. Voided, changed and refused positions cannot be swiped. The same permissions apply as for tapping: where an approval is possible, the app asks for it; if a permission is missing altogether, the line springs back and a note names it (“Void not possible — missing permission: …”). With a screen reader, “One more” and “Void” or “Remove” are available as actions of the position.
• Equal items combined: tap “Gold Ochsen Ulmer Hell 0,5l” three times and the receipt shows one line “3 × Gold Ochsen Ulmer Hell 0,5l · €12.90” instead of “1 ×” three times. Only what is really equal is combined: item, choices with their prices, note, course, unit price and state — sent and unsent pieces never share a line, nor do voided ones. The operator’s short code only shows when the same person booked every piece; a sent line shows the time of the latest send. “Settle”, the receipt and the production ticket combine equal positions the same way (quantity × the same unit price), the total stays the same. In the journal and the DSFinV-K export every booking remains a line of its own. A tap on the combined line opens the actions for all pieces: “Void” first asks “How many?” (1 preselected, with plus and minus), “Change course” and “Note” as well (all preselected) — always the most recently booked pieces are taken, and you need at most one approval. Swiping right books one more piece, swiping left voids one piece. Pressing and holding unfolds the line: the single bookings are listed indented below it, each can be tapped, swiped and (not sent yet) dragged into another course on its own; pressing and holding the head line again folds it back. A folded line is not dragged — for all pieces at once use “Change course”. The counter “n items” at the bottom of the receipt counts pieces, like the green number on the item tile.

Approvals need a connection to the server. Every change is kept in the position’s history and in the journal — nothing is deleted.

Checking out

Tap “Check out” on the order pad. The receipt is on the left (table, positions, discount, “Total”), and on the right in large type the amount that is still “Open”. On a phone, open the positions with “3 items”.

1. Tip (optional): The row below “Open” is set to “none” every time the screen opens. Choose “5%”, “10%”, “round up to €27.00” (to the next whole euro) or “custom”: type the tip under “Tip”, or under “Total amount” the sum the guest names (“Make it 30”) — the app works out the tip.
2. One tap, done: The large quick keys pay the whole open amount (with the chosen tip) and finish the receipt at once:
   • “Pay €26.80 cash and finish” — exact cash, the cash drawer opens.
   • “Pay €26.80 by card” (card reader paired) — the guest holds the card to the reader; after “Payment successful” the receipt is finished. Details in POS: card terminal.
   • “€26.80 external card” — payment on a separate terminal. The app asks “Payment of €26.80 done on the external device?” → “Confirm and finish”.
   The register decides which quick keys appear (back office “Quick buttons in the order pad”, otherwise the default payment method, otherwise cash). Once a key is accepted, all others are locked: “Payment in progress …”, then “Payment successful – finishing …”.

   Quick keys in the order pad: The same keys already sit in the bon below “Send” (tablet: at the bottom of the bon, phone: in the bar at the bottom), short with the amount: “Cash €26.80”, “Card €26.80” or “Ext. card €26.80”. One tap first sends everything not yet sent to kitchen and bar — including courses still waiting to be called (paying means “everything is ordered”); the key says so beforehand with “+ 2 courses”. Then “Check out” opens and pays with exactly this key: cash finishes at once, card brings up the card reader, “Ext. card” asks for a confirmation. The tip is never preselected. Only operators who may check out see the keys, and only while the table is not halted, no approval is pending and the total is above €0.00. If an approval is missing, there is no connection or the receipt cannot be finished for another reason, “Check out” stays open and names the reason — nothing is charged halfway or twice. If the receipt already has a payment, “Check out” opens in “Split payment” without paying by itself. A double tap triggers only once.

3. “Calculate change”: tap the amount handed over (“€50.00”) or type it; the app shows the change in large type → “Finish €26.80 cash · change €23.20”. The change never becomes a tip — choose a tip beforehand in the tip row. With the register setting “Show change calculator for cash” this key sits large next to the cash key.
4. “Split payment (e.g. cash + card)” — several payment methods for one receipt, e.g. €10 cash and the rest by card: the top reads “Split payment” with the explanation “Several payment methods for one receipt: choose a part amount, tap the method, pay the rest with the next method.” The methods read “Cash · amount …”, “Card · amount …” or “Card (external) · amount …”: one tap opens the amount field, already preset with the rest — type the part amount (the first digit replaces the rest) → “Apply” or “Paid at the terminal”. Above, the screen shows “Paid: Cash €10.00 · Card €15.00” and, in large type, “Still open” with the rest; every payment is listed below with its state and “Remove” (card reader payments are booked already and stay). Voucher, invoice and deposit work through their dialogs as usual. At “Still open €0.00” tap “Finish receipt” at the bottom — “Split payment” never finishes by itself. “End split payment” goes back as long as no payment is entered.
5. “Split bill”: the receipt on the left becomes the selection itself (“Tap the items this receipt pays”): every item has a check box on the left, one tap selects it (light blue background) or deselects it; “Select all” and “None” sit on top. For an item with several pieces (“3 × Beer”) the app asks “How many?” — all are preset, change it with “−” / “+” and tap “Continue”; the item then shows e.g. “2 of 3 on this receipt”. On the right (on a phone at the bottom), instead of the payment methods, you see “Selection €21.20 of €30.40” and how many items are selected. “Settle selection” settles “Receipt 1 of n” as usual (quick key, split payment …); the rest stays open at the table and the app continues with the next receipt. “Cancel” goes back without a change, “Whole bill” cancels the split.
6. “More payment methods”: every other method of the register — “Voucher” (“Voucher code”, “Voucher PIN” if needed → “Check”; discount vouchers with “Redeem as discount”), “Invoice” (the invoice is created in the back office), “Deposit …” from the reservation, and card or external card when they are not quick keys.
7. “More” › “Discount”: “Discount on the receipt”: “Amount” or “Percent”, “Reason (required)” → “Apply discount” (permission “Discount”, otherwise approval). An option’s price reduction is already a line discount on its position (reason = option name); the receipt discount is spread over the rest — 10 % on a schnitzel at €8.00 with “small dish (−€2.00)” and a cola at €4.00 are 10 % of €10.00.
8. “Takeaway”: switch in the blue receipt header — the whole bill with the takeaway tax rates.

After the finish the app shows the receipt (“Receipt … finished”) with “Done”. There is no undo; voids are made in the archive. If only the finish fails after a successful card payment, the screen reads “Payment taken – only finish the receipt”: tap “Finish receipt” — nothing is charged again. If the result of a card payment is unclear, the app checks it first (“Card payment in progress …”) and locks every new payment until then.

After the last receipt of a table the app asks “<table>: nothing open”: “Release table” frees it, “New order” starts again at the same table.

Receipt choice, entertainment receipt and invoice recipient above €250

Above the payment keys you choose what happens with the receipt after finishing. The back office sets the preselection per register (Register › Registers & devices › Edit register, “Receipt when settling”); you can change it for every receipt:

• “Receipt” — the receipt prints on the register’s receipt printer as usual.
• “Entertainment receipt” (only with the “Invoice” feature) — the same receipt with the same receipt number and the same TSE data, followed by the block “Entertainment expense record” under Sec. 4 (5) No. 2 of the German Income Tax Act: place and date are printed, the host too when an invoice recipient was entered; occasion, persons entertained, tip (if none was booked) as well as place, date and signature are filled in by hand on the blank lines.
• “Digital only” — nothing is printed, the QR code is shown large on screen and “Receipt by e-mail” is highlighted.
• “No print” — the guest does not want paper; the QR code stays visible on screen, so the receipt has been provided.

Without a receipt printer at the register, “Receipt” and “Entertainment receipt” are greyed out; “Digital only” and “No print” remain. The cash drawer always opens for a cash payment, even without printing. On the receipt screen you can tap “Print” or “Print as entertainment receipt” at any time; a second print of the same receipt says “COPY”.

Invoice recipient above €250: When the receipt total is above €250.00 and the “Invoice” feature is on (and the register has “Ask for the invoice recipient above €250” switched on), the app asks for the invoice recipient before finishing. At exactly €250.00 it does not ask — up to that amount a small-amount receipt is enough. It suggests the billing address of the reservation (otherwise the company or guest name) and earlier recipients of your business from the last twelve months (search by name). You can also type name, street, postcode, city and country yourself; only the name is required. “None (private guest)” finishes without a recipient. With a recipient the choice switches to “Entertainment receipt” and only this receipt prints — with the invoice recipient, the business’s tax number or VAT ID and all details of an invoice. The recipient is stored unchangeably with the finish; afterwards it can only be corrected by hand on the printout. Without a receipt printer or in emergency mode you still enter the recipient — it then shows on the digital receipt (QR code, PDF, e-mail).

Settling per check and “Settle all checks”

When several checks are open at a table, “Check out” — and every quick key such as “Cash €26.80” — always settles only the active check (the highlighted one in the check row). The other checks stay open unchanged and are settled one by one, so guests at the same table can pay separately.

To put the whole table on one receipt, tap ⋮ in the receipt head and then “Settle all checks (3 · €41.20)” — the number counts the checks, the amount is their sum. The entry only appears when more than one check is open and you may settle.

1. The app asks first: “Settle all checks at the table” with the checks that are merged, the active one (“Check 1 · LS · €12.40 (this check)”) and the sum “Together …”. Checks that are not included are listed below with the reason, for example “Left out: Check 3 — being settled”.
2. “Merge and settle” moves every position of the other checks into the active one (like “Move positions” with “Select all”, one move per check). The server closes the emptied checks with the move already; whatever stays open and empty afterwards the app closes itself if you have the right “Void before sending” — otherwise it stays open and empty and is closed later.
3. Then the usual “Check out” of the active check opens — the result is one receipt with every position. Price reductions and “Change price” go along; the total and the gross amount per tax rate are exactly those of the single checks (the receipt calculates the tax from its sum per rate, which may be rounded one cent differently from the sum of separate receipts).

• Left out are checks that are being settled on a device (also a hanging receipt — it stays a check of its own marked “being settled”), training, other operators' checks you may not see, checks with positions given back by a left settlement and checks with a discount on the whole check (it would stay behind) — settle these on their own. If none is left, the app says “No other check can be included here.”
• If a move fails (for example because another device started settling meanwhile), the app stops: “Merging stopped at Check 2: … Nothing was settled.” Positions already moved stay in the active check.
• Restoring a receipt in the archive always opens a check of its own; a check open at the table is never changed by it. The restored check is marked “restored” — in the check row or above the receipt — and the archive shows “Restored from receipt …” at the new receipt.
• Needs a connection; without one the entry is greyed out. Right: “Take payments” and “Order entry”; other staff's checks also “Other staff's tables” or a shift lead's approval.

Cancel settling

If you do not want to settle after all — the guest orders something else or you opened the wrong table —, tap “Cancel settling” at the top (the ✕ on the phone) or simply back (the arrow at the top left or the device's back gesture). As long as no payment was taken, the app aborts the receipt it started (in the journal with the reason “Abrechnen abgebrochen”) and returns to the order pad. The positions are back on the bill there with the same total — they were sent already and cannot be changed or voided there (“Taken over when settling”). You can go on ordering; the next “Check out” takes the given-back positions over together with the new ones into a new receipt — on this or on any other device of the register. The table stays occupied in the table plan with its total; “Release table” is not offered while positions are open.

• Partial payment taken: If a payment was taken already (also cash in the partial payment mode), the app asks “Partial payment taken” — the receipt stays open. “Stay here” goes on settling; “Back, receipt stays open” leaves, and the next time the table is opened on this device the same receipt continues.
• Card payment running: While a payment at the card reader runs or its result is unclear, the receipt is never aborted — back shows “Card payment running — the receipt stays open”. A card payment is never booked half.
• Training mode: back leaves the training transaction open — it is the bill.
• Right: Your own receipt that carries only positions taken over and has no payment yet may be aborted by anyone who may check out (right “Take payments”); nothing is lost. A receipt with positions ordered only there needs the right “Void before sending” like every abort.

What happens to a settlement in progress when you leave the screen another way:

On another device of the register the table is locked (“being settled”) while the receipt is open; after the cancel it shows the positions with its next refresh and can settle the table. The Z closing lists a table with given-back positions among the open transactions (“Settling cancelled — positions not settled”) — settle it first, then close.

Receipt: print, QR code, e-mail

After “Finish” the app shows “Receipt <no.> finished” and prints the receipt on the register’s receipt printer by itself for “Receipt” or “Entertainment receipt” (see Receipt choice). With the receipt you also find:

• a QR code “Scan for the digital receipt”: the guest opens the receipt on their phone, no paper needed;
• “Receipt by e-mail”: only when the guest asks, type the address or take the suggestion from the reservation (needs a connection);
• “Share” (permission “Share receipt digitally”) and “Done” back to the table plan.

If the printer does not print, the app reports “Printer not reachable” — the receipt is finished anyway, nothing is lost. Show the QR code or tap “Print again” once the problem is fixed. In emergency mode the receipt is “Provisional — not yet confirmed by the server (emergency mode)”; the QR code follows once the connection is back.

Menu ☰ → “Archive” lists the receipts of the business day (with “Previous day” / “Next day” and filters by operator and payment method). There you find “Print copy” (permission “Print receipt copy”) and, for shift leads, “Void receipt” with a reason (permission “Cancel receipt”, only with a connection) — the void receipt then appears in the archive.

The archive has three tabs for the same business day: “Receipts” (as above), “Orders” and “Print jobs”. “Orders” lists the day’s orders from this register’s data — open, settled and cancelled — with table, operator, total and time; “being settled” means “Check out” was opened but nothing is paid yet (“settled” only once the receipt is finished, “voided” when that receipt was voided; in training an entered payment counts as a begun settlement); the view shows each item with its course and send time (“sent 19:42”), voided items and their void lines. Open an open order of this device with “Go to table”. “Print jobs” (permission “Print receipt copy”) shows everything this device printed — receipts, production and void tickets, X and Z report, cash drawer, test page — newest first, with printer, time and result; “Errors only” keeps the failed ones. Production and void tickets, the X report and the test page can be sent to the same printer again with “Print again”. A receipt is never printed a second time as an original there: “Open receipt” leads to the receipt, which offers “Print copy” (marked “COPY”). Reprint the Z report under Cash › Closing. Other devices keep their own log; it stays on the device for 14 days and is not sent to the server.

Halted transactions

If the server does not accept a booking (for example because a price no longer matches or the table was settled on another device meanwhile), the app halts that transaction: the table shows “halted”, the order pad shows “Transaction halted — not accepted: <cause>”, and further positions are not sent until it is resolved. Tap “Resolve”. The “Transaction halted” window names the cause and the positions concerned and offers what fits:

• “Discard the refused position and send on” — the refused position goes, the rest is sent;
• “Discard the refused step and settle again” — when a step of checking out was refused;
• “Discard local changes” — when the server has already closed the transaction;
• “Abort transaction” — as long as no payment is booked on the server.

Resolving needs the permission “Resolve held transactions” or a shift lead’s approval. Shift leads see halted transactions of other devices under menu ☰ → “Settings” → “Sync”.

Training mode

To practise, an operator with the permission “Training mode” switches on “Training mode” under menu ☰ → “Settings” (the register must allow training in the back office). The app then shows “Training mode — bookings and receipts (T-…) are practice only”. All bookings are practice: receipts are numbered T-…, carry “Training receipt — not a till receipt”, only cash and card (external) are possible, and nothing counts as revenue. Switching it on is only possible when the device has no open real transactions — training and real bookings never mix at one table.

• Ending training: If you switch “Training mode” off while training transactions are still open on this device, the app asks “End training?” with their number, for example “2 training transactions will be discarded.” “Discard and end” aborts them (reason “Training beendet”, no void permission needed — your own training only needs the permission “Training mode”) and switches training off; “Cancel” leaves everything as it is.
• Signing out: Training belongs to one sign-in. When you sign out — switching or signing out the operator, idle time or the app going to the background — the app discards this device's open training transactions without asking. The next sign-in shows “Training ended — 2 training transactions discarded.” once. Without a connection it says “Training ended — 2 training aborts are waiting for a connection.”: they go to the server with your next sign-in.
• Training transactions of other devices stay untouched: their table shows the badge “Training” and is read only here.

End of shift and Z closing (shift lead)

The following steps are for shift leads and the owner (permission “Open/close shift, cash count”, for cash movements “Cash book”). They are under menu ☰ → “Cash register” with the tabs “Cash book” and “Closing” and need a connection to the server.

• Start of shift: tab “Cash book” → cash movement with “Kind” = “Opening float” and the change money → “Book”.
• X report: tab “Closing” shows “X report – provisional” with revenue by tax rate, payment methods and expected cash; “Print X report”. It is not a daily closing.
• Cash count: count without closing, “Save count” — shows the difference but books nothing.
• Z closing: “Z closing” → “Z closing <date>: count”: type notes and coins → “Next” → “Close business day <date>?” → “Book Z closing” → “Z report no. …” → “Print Z bon”. The register books a difference as a cash movement. The Z is final.
• Transactions still open: if tables of the day are still open, the app lists them under “Transactions still open” — settle or abort them first. “To the list” opens “Open transactions” (also via the button in the “Closing” tab): per transaction the table, “for …”, device with “last seen …”, operator and amount. Abort a stuck receipt or training without a payment there with “Abort” (reason “Abgebrochen durch Schichtleitung”, otherwise with an approval). An open order of another device can only be aborted once it has not reported for 15 minutes or is blocked — until then it says “Device is active — abort on the device”; abort an order of this device in its order pad. At an order with open positions “Open table” leads into the order pad to check it out. Then repeat the Z.
• “Still on shift”: if another device of the register still has unsent bookings or a signed-in operator, the app lists it with “Device <no.> · <name>” and “<n> unsent rows since …”. Switch the device on, connect it to the network, sign the operator out — then repeat the Z.
• “Confirm lost/broken”: only if a device really is lost or broken. The confirmation is logged with your name and ends the sign-in on that device; the Z is then sent again.

Background on the business day, the day lock and “Still on shift” is in POS: daily closing.

Settings on the device

Menu ☰ → “Settings” shows the settings in groups — viewable or changeable depending on the permission “Device settings”. On the tablet the groups are on the left and the content of the chosen group on the right; on the phone every group opens a page of its own (back with the arrow at the top left). The groups:

• “Language & appearance”: “Language” (Deutsch / English / System) and “Appearance” (Light / Dark / System);
• “Device”: register with serial number, business, “Device no.” (the device’s fixed number at this register, part of the receipt number in emergency mode), “Emergency mode allowed” (yes/no, “Offline allowed” in the back office), “Receipt counter”, “Queue” (“<n> unsent”), catalog version and app version;
• “Receipt printer”: the assigned printer with address and paper width and “Test print”;
• “Training mode” (see above);
• “Sync”: “Waiting (not sent yet)”, “Blocked (approval needed)”, “Refused (halted)” and “Send now”;
• “Back office” → “Open back office”: opens the back-office sign-in in the browser (sign in there with the VidiReserve account; only with a connection). If no browser opens, the app shows the address and a QR code for another device;
• “Help” with links to these chapters (tap to share, “Copy link”);
• “Sign out”: “Sign out operator” and — outlined in red, with a confirmation — “Unpair device” (the device then needs a new pairing code).