InterCafe 2010

User Manual

InterCafe 2010
User Manual

InterCafe 2010 This manual and the appendant software belong to blue image GmbH Germany and are subject to the license agreements and copyright regulations. 2009 blue image GmbH Manual Version of October 31, 2009.

Important Notice: The software is constantly being expanded and improved. Therefor it is possible that this manual is not yet showing all functions of the software. Please inform yourself about new versions of the manual on our homepage www.blueimage.de. The blue image GmbH Germany assumes no liability for the correctness of this documentation.

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InterCafe 2010
User Manual

Contents
1 First Steps 1.1 Installation and Conguration . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 The Start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 InterCafe 2010 Server 2.1 Starting a Client . . . . . . . . . . . . . . . . . . . . . . . . 2.1.1 Starting a Client-PC . . . . . . . . . . . . . . . . . . 2.1.2 Starting an Additional Machine . . . . . . . . . . . . 2.1.3 Starting a phone/cabin . . . . . . . . . . . . . . . . 2.1.4 Manual start of a Client . . . . . . . . . . . . . . . . 2.1.4.1 Postpaid: Pay after use . . . . . . . . . . . 2.1.4.2 Prepaid: Start Client for a specic time . . 2.1.4.3 Prepaid: Start Client for a specic amount 2.1.5 Self-Login at the Client . . . . . . . . . . . . . . . . 2.1.6 Pause . . . . . . . . . . . . . . . . . . . . . . . . . . 2.1.7 Transfer customer . . . . . . . . . . . . . . . . . . . 2.1.8 Maintenance . . . . . . . . . . . . . . . . . . . . . . 2.1.9 ClientControl . . . . . . . . . . . . . . . . . . . . . . 2.1.9.1 Screenshot . . . . . . . . . . . . . . . . . . 2.1.9.2 Remote Help . . . . . . . . . . . . . . . . . 2.1.9.3 Task Manager . . . . . . . . . . . . . . . . 2.1.9.4 Admin Shell . . . . . . . . . . . . . . . . . 2.1.9.5 System Manager . . . . . . . . . . . . . . . 2.2 Settling a Client . . . . . . . . . . . . . . . . . . . . . . . . 2.2.1 Logout customer . . . . . . . . . . . . . . . . . . . . 2.2.2 Settle Computer, Additional machine, cabin or table 2.2.3 Split bookings . . . . . . . . . . . . . . . . . . . . . 2.2.4 Edit price . . . . . . . . . . . . . . . . . . . . . . . . 2.2.5 Summarize several customers . . . . . . . . . . . . . 2.2.6 Edit call charges . . . . . . . . . . . . . . . . . . . . 2.2.7 Refund of prepaid credit . . . . . . . . . . . . . . . . 2.3 LoginCodes . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.3.1 Create LoginCodes . . . . . . . . . . . . . . . . . . . 2.3.2 LoginCode Overview . . . . . . . . . . . . . . . . . . 2.3.2.1 Sorting . . . . . . . . . . . . . . . . . . . . 2.3.2.2 Search . . . . . . . . . . . . . . . . . . . . . 2.3.3 Edit LoginCode . . . . . . . . . . . . . . . . . . . . . 8 8 8 9 9 9 10 10 11 12 12 12 12 12 13 13 14 14 14 14 15 15 15 15 15 16 17 17 17 18 18 19 20 20 20 21

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InterCafe 2010
User Manual

2.4

2.5

2.6

2.3.3.1 Deactivate LoginCode . . . . . . . . . . . . . . 2.3.3.2 Delete LoginCode . . . . . . . . . . . . . . . . 2.3.4 Sell LoginCodes . . . . . . . . . . . . . . . . . . . . . . . 2.3.4.1 Sell existing LoginCode . . . . . . . . . . . . . 2.3.4.2 Create new LoginCode and sell it immediately 2.3.5 Sales campaign with LoginCodes . . . . . . . . . . . . . 2.3.5.1 LoginCode campaign for opening event . . . . 2.3.5.2 LoginCode as promotional gift . . . . . . . . . Member Management . . . . . . . . . . . . . . . . . . . . . . . 2.4.1 Create Member . . . . . . . . . . . . . . . . . . . . . . . 2.4.1.1 Member Data . . . . . . . . . . . . . . . . . . 2.4.1.2 Account . . . . . . . . . . . . . . . . . . . . . . 2.4.1.3 Bonus . . . . . . . . . . . . . . . . . . . . . . . 2.4.1.4 Loyalty Points . . . . . . . . . . . . . . . . . . 2.4.1.5 Usage . . . . . . . . . . . . . . . . . . . . . . . 2.4.1.6 Groups . . . . . . . . . . . . . . . . . . . . . . 2.4.1.7 Customer drive . . . . . . . . . . . . . . . . . . 2.4.1.8 Other . . . . . . . . . . . . . . . . . . . . . . . 2.4.1.9 Journal . . . . . . . . . . . . . . . . . . . . . . 2.4.2 Tari Manager . . . . . . . . . . . . . . . . . . . . . . . 2.4.2.1 Duration of membership . . . . . . . . . . . . 2.4.2.2 Last usage . . . . . . . . . . . . . . . . . . . . 2.4.2.3 Last deposit . . . . . . . . . . . . . . . . . . . 2.4.2.4 Age . . . . . . . . . . . . . . . . . . . . . . . . 2.4.2.5 Deposit . . . . . . . . . . . . . . . . . . . . . . 2.4.2.6 Minimum charge . . . . . . . . . . . . . . . . . 2.4.3 Bonus Manager . . . . . . . . . . . . . . . . . . . . . . . 2.4.3.1 Periodical addition . . . . . . . . . . . . . . . . 2.4.3.2 Usage time . . . . . . . . . . . . . . . . . . . . 2.4.3.3 Deposit . . . . . . . . . . . . . . . . . . . . . . 2.4.3.4 Minimum charge . . . . . . . . . . . . . . . . . Cafeteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.5.1 Main Overview . . . . . . . . . . . . . . . . . . . . . . . 2.5.2 Take order . . . . . . . . . . . . . . . . . . . . . . . . . 2.5.2.1 Free item . . . . . . . . . . . . . . . . . . . . . 2.5.2.2 PLU . . . . . . . . . . . . . . . . . . . . . . . . 2.5.2.3 Refund item . . . . . . . . . . . . . . . . . . . 2.5.3 Assigne Member . . . . . . . . . . . . . . . . . . . . . . 2.5.4 Create guest . . . . . . . . . . . . . . . . . . . . . . . . 2.5.5 Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.5.5.1 Charge for selected items only (Split booking) 2.5.6 Split bookings . . . . . . . . . . . . . . . . . . . . . . . 2.5.7 Cash Sale . . . . . . . . . . . . . . . . . . . . . . . . . . 2.5.8 Internal needs . . . . . . . . . . . . . . . . . . . . . . . . 2.5.9 Stock Management . . . . . . . . . . . . . . . . . . . . . 2.5.9.1 Book new stock arrivals . . . . . . . . . . . . . CallingCards . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.6.1 Sell CallingCard . . . . . . . . . . . . . . . . . . . . . .
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InterCafe 2010
User Manual

2.7

2.8

2.6.2 Use CallingCard . . . . . . . . . . . . . . . . . . . . 2.6.3 Transaction Information . . . . . . . . . . . . . . . . Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.7.1 Open cash drawer . . . . . . . . . . . . . . . . . . . 2.7.2 Cash Journal . . . . . . . . . . . . . . . . . . . . . . 2.7.2.1 Cancel receipt . . . . . . . . . . . . . . . . 2.7.3 Deposit/Payout . . . . . . . . . . . . . . . . . . . . . 2.7.4 Cash Report . . . . . . . . . . . . . . . . . . . . . . Statistic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.8.1 Revenue . . . . . . . . . . . . . . . . . . . . . . . . . 2.8.1.1 Revenue: Daily revenues . . . . . . . . . . 2.8.1.2 Revenue: Shift revenues . . . . . . . . . . . 2.8.1.3 Revenue: Cash Report . . . . . . . . . . . 2.8.1.4 Revenue: Product groups . . . . . . . . . . 2.8.1.5 Revenue: Value added tax (VAT) . . . . . 2.8.1.6 Revenue: Cancellations . . . . . . . . . . . 2.8.2 Evaluation . . . . . . . . . . . . . . . . . . . . . . . 2.8.2.1 Evaluation: Categories . . . . . . . . . . . 2.8.2.2 Evaluation: Server . . . . . . . . . . . . . . 2.8.3 Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . 2.8.3.1 Cash: Payment methods . . . . . . . . . . 2.8.3.2 Cash: Deposits/Payouts . . . . . . . . . . . 2.8.3.3 Cash: Payment devices . . . . . . . . . . . 2.8.3.4 Cash Sale . . . . . . . . . . . . . . . . . . . 2.8.4 Cafeteria . . . . . . . . . . . . . . . . . . . . . . . . 2.8.4.1 Cafeteria: Price list . . . . . . . . . . . . . 2.8.4.2 Cafeteria: Stock . . . . . . . . . . . . . . . 2.8.4.3 Cafeteria: Stock changes . . . . . . . . . . 2.8.4.4 Cafeteria: Internal needs . . . . . . . . . . 2.8.5 Member Accounts . . . . . . . . . . . . . . . . . . . 2.8.5.1 Member Accounts: Member list . . . . . . 2.8.5.2 Member Accounts: Birthday list . . . . . . 2.8.5.3 Member Accounts: Bookings . . . . . . . . 2.8.5.4 Member Accounts: Deposits/Payouts . . . 2.8.5.5 Member Accounts: Loyalty Points . . . . . 2.8.5.6 Member Accounts: Member bonus amounts 2.8.5.7 Member Accounts: Member ranking . . . . 2.8.5.8 Member Accounts: Usage protocol . . . . . 2.8.6 LoginCodes . . . . . . . . . . . . . . . . . . . . . . . 2.8.6.1 LoginCodes: Protocol . . . . . . . . . . . . 2.8.6.2 LoginCodes: Bonus-LoginCodes . . . . . . 2.8.7 Credit Overview . . . . . . . . . . . . . . . . . . . . 2.8.8 Callshop . . . . . . . . . . . . . . . . . . . . . . . . . 2.8.8.1 Callshop: Call data . . . . . . . . . . . . . 2.8.8.2 Callshop: Destinations . . . . . . . . . . . 2.8.8.3 Callshop: Private usage . . . . . . . . . . . 2.8.9 SoftPhone . . . . . . . . . . . . . . . . . . . . . . . . 2.8.9.1 SoftPhone: Call data . . . . . . . . . . . .
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InterCafe 2010
User Manual

2.8.9.2 SoftPhone: Destinations . . . 2.8.10 Other . . . . . . . . . . . . . . . . . . 2.8.10.1 Other: Maintenance protocol 2.8.10.2 Other: Pause protocol . . . . 2.8.10.3 Other: Usate report . . . . . 2.8.10.4 Other: Program Billing . . . 2.8.10.5 Other: Text messages/MMS 2.9 Shutdown Manager . . . . . . . . . . . . . . . 2.10 View . . . . . . . . . . . . . . . . . . . . . . . 2.10.1 Overviews . . . . . . . . . . . . . . . . 2.10.1.1 General Overview . . . . . . 2.10.1.2 Computer Overview . . . . . 2.10.1.3 Callshop Overview . . . . . . 2.10.1.4 Graphical Overview 1 and 2 2.10.1.5 CallingCards . . . . . . . . . 2.10.1.6 Cafeteria . . . . . . . . . . . 2.10.2 Display time . . . . . . . . . . . . . . 2.10.3 Info bar . . . . . . . . . . . . . . . . . 2.10.4 Message Board . . . . . . . . . . . . . 2.11 Other . . . . . . . . . . . . . . . . . . . . . . 2.11.1 Change language . . . . . . . . . . . . 2.11.2 User logo . . . . . . . . . . . . . . . 2.11.3 User Logo and shift change . . . . . 2.11.4 Callshop Price Information . . . . . . 2.11.5 Communication . . . . . . . . . . . . . 2.11.5.1 InterMessage . . . . . . . . . 2.11.5.2 Send text messages . . . . . 2.11.6 ShopPoints . . . . . . . . . . . . . . . 2.11.6.1 Warnings . . . . . . . . . . . 2.11.7 Provicer credit . . . . . . . . . . . . . 2.11.8 Support . . . . . . . . . . . . . . . . . 2.11.8.1 Send support request . . . . 2.11.8.2 Activate Remote Help . . . . 2.11.8.3 Frequently Asked Questions 2.11.9 InterCafe 2010 Website . . . . . . . . 2.11.10 CustomerCenter . . . . . . . . . . . . 2.11.11 Info ... . . . . . . . . . . . . . . . . . . 2.11.12 Shortcuts . . . . . . . . . . . . . . . . 3 InterCafe 2010 Client 3.1 Login Screen . . . . . . . . . . . . . . . . 3.1.1 Login at the Client . . . . . . . . . 3.1.1.1 Login with Coins . . . . . 3.1.1.2 Login with Nickname and 3.1.1.3 Guest Login . . . . . . . 3.1.1.4 Login with LoginCode . . 3.1.1.5 Login with Chipcard . . . 3.2 Client-Menu . . . . . . . . . . . . . . . . .

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3.3

3.4 3.5

3.6 3.7

Communication . . . . . . . . . 3.3.1 Text Messages . . . . . 3.3.2 MMS . . . . . . . . . . 3.3.3 VoIP calls (SoftPhone) . 3.3.4 e-mail . . . . . . . . . . 3.3.5 InterMessage . . . . . . 3.3.5.1 Settings . . . . 3.3.5.2 Send message . Cafeteria . . . . . . . . . . . . . Status . . . . . . . . . . . . . . 3.5.1 Transfer credit . . . . . 3.5.2 Add credit . . . . . . . Edit member data . . . . . . . Logout . . . . . . . . . . . . . . 3.7.1 Create member account

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4 InterCafe 2010 Kiosk 4.1 Shutdown/restart Kiosk Terminal . . . . . . . . . . . . . . . . . . . . . . . . . Index

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InterCafe 2010
User Manual

Chapter 1

First Steps
1.1 Installation and Conguration

Before you can use the software InterCafe 2010 you rst need to install and congure the program. For more information please refer to the InterCafe 2010 Installation- and Conguration Manual and follow the instructions given there. This manual will only give you information on how to use the software InterCafe 2010.

1.2

The Start

Start the Server PC and the InterCafe 2010 Server software. The Service is usually installed on the same computer and will automatically be started with the Server Software. The General Overview will show all tables and Clients which you have created (Client-PCs, Additional machines, Phones) in a list. In case that the Client-PCs will not be displayed automatically, you need to check if the Client-PCs have been started, if the InterCafe 2010 Client software runs (Login Screen needs to be visible at the Clients) and you may have to enter the computer name or the IP address of the computer on which the Service runs in the Client Conguration at the Client-PCs. InterCafe 2010 is now ready for use.

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InterCafe 2010
User Manual

Chapter 2

InterCafe 2010 Server

2.1 Starting a Client

After the successfull installation and conguration of the InterCafe software you will see all Clients (Client-PCs, Additional machines, phones) and tables in a list in the General Overview at the Server. InterCafe 2010 is now redy for use.

2.1.1

Starting a Client-PC

The start of a Client-PC can be done as following: Manual start from the Server
The Client is being started from the Server, the customer will pay after he has nished using the Client (Postpaid) The Client will be started from the Server for a specic time (Prepaid) The Client will be started from the Server for a specic amount (Prepaid)

Self-Login at the Client

The customer can login with nickname and password at the Client (Member) The customer can login by entering a LoginCode at the Client The customer can login by entering a code of a Prepaid Card at the Client The customer can login with a chipcard at the Client The customer can login by inserting a coin at the Client The customer can login by using the Guest Login at the Client

For some of these login types preperations are necessary, such as creating a member account or a LoginCode before the customer can actually perform the Login. These operations are also being described in this manual.

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2.1.2

Starting an Additional Machine

Since there is no Client software installed on Additional machines (e.g. billiard tables, dart systems, X-Boxes, PlayStations etc.) you can only start these Clients manually from the Server. The following options are available: Manual start from the Server
The Client is being started from the Server, the customer will pay after he has nished using the Client (Postpaid) The Client will be started from the Server for a specic time (Prepaid) The Client will be started from the Server for a specic amount (Prepaid)

A self-login can be done by using the Payment Terminal in connection with remote power plugs. For more information please read the manual for the Payment Terminal or contact your dealer.

2.1.3

Starting a phone/cabin

Phones or cabins can only be blocked and unblocked if the phone system or VoIP router that you are using supports this feature. To start or unblock a phone, you need to select the phone in the General, the Graphical or the Callshop Overview and make a double click on the phone or use the start button with the green arrow in the symbol bar. The phone will change its color to green. The customer can now use the phone.

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2.1.4

Manual start of a Client

Select the Client you wish to start in the overview. Click on the button Start Client or double click on the row (except rst column) or make a right mouse click on the entry to get to the window where you can dene the settings for the customers session. Tari and policy settings Select the tari you wish to use for the session. For Client-PCs you will automatically see the policy setting which has been dened for this tari. If necessary you can change the settings here. For additional machines and cabins you cannot use any policies and therefor the policy option will not be visible. Selecting a policy here is only necessary if you want to use a dierent policy than the one that has already been transferred to the Client. So if you are using the same policy settings for all customers you need to select the symbol - as policy. Member/Walk-in customers Select the option Walk-in customers to start a Client for a customer. If the customer has already signed up as Member he can perform a self-login at the Client-PC by entering his nickname and password directly on the Login Screen at the Client. For Clients (e.g. additional machines such as billiard tables) where a direct member login is not possible you can here select the member and start the Client for him. Comments You can enter and save comments for every Client. These comments will be saved until the Client will be settled.

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2.1.4.1

Postpaid: Pay after use

To start a Client in the postpaid mode you need to select the option Postpaid. The cost will be added up and displayed, the customer will pay after he is done using the Client. 2.1.4.2 Prepaid: Start Client for a specic time

To start a Client for a specic time you need to select the option Prepaid. Enter the Time in minutes for which you wish the Client to be started. The software will automatically display the amount which the customer has to pay. 2.1.4.3 Prepaid: Start Client for a specic amount

To start a Client for a specic amount you need to select the option Prepaid. Enter the amount for which you wish the Client to be started in the box Start credit. The software may change the amount if the amount you have entered is not valid for the tari you have seleceted. For example, if you enter an amount of EUR 1.00 but the minimum amount of the tari is EUR 1.50, the software will change the amount you have entered as start credit to EUR 1.50. The software will automatically display the time which the customer will get for the amount. Select the payment method. If you want to print a receipt for the customer you need to activate the option Print receipt.

2.1.5

Self-Login at the Client

In addition to the manual start of a Client from the Server there are several self-login options directly at the Client-PC, such as using a coin acceptor, entering nickname and password (Members) or entering a LoginCode. For more information please read the chapters on the LoginCodes and Member Management in this manual.

2.1.6

Pause

With the pause button in the icon bar of the software you can pause a Client temporarily and interrupt the billing. This is for excample useful if the customer has to leave the Client computer (e.g. to make a phone call) for a short time. In the pause mode a pause screen will be displayed at the Client-PCs so that other customers know that they cannot login at this Client. After deativating the pause mode the billing will be continued.

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2.1.7

Transfer customer

With the button Transfer customer in the icon bar or by making a right mouse click on the Client you can transfer a customer from one Client to another. All costs will be transferred to the new Client or table. The old Client will then be available for the next customer. If the tari of the old and the new Client is the same, the billing will be continued. If the new Client has a new tari, you will have the following options for the billing: Save current charges and start new billing Select a new tari. The current charges will be saved (on the basis of the old tari). The new tari will only be valid for the new Client. Continue billing with new tari Select a new tari. The billing will be based on the settings in the options. If you have dened that the minimum amount is depending on the time of login the minimum amount if the rst tari will be used. This way you can dene that a customer who will be transferred to a dierent Client (e.g. from a PC to a billiard table) will not have to pay another minimum amount. If you have dened that the minimum amount depends on the actual time, the minimum amount will be billed as dened in the new tari. The same happens with the settings of the price per hour and the max. price (see Installationand Conguration Manual).

2.1.8

Maintenance

With the button Maintenance or by making a right mouse click on a selected Client the Client-PC will be put into maintenance mode. This means that you hav full access to the computer to perform changes in the conguration.
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2.1.9

ClientControl

The ClientControl module is a Special Module, which allows you to perform several control functions which will be described here. To be able to use these functions your license needs to include the Special Module ClientControl. 2.1.9.1 Screenshot

Make a right mouse click on the Client and select the option ClientControl Screenshot from the menu. A new window will open and a screenshot of the Client will be displayed. Click on the button Refresh to refresh the screenshot. Click on Save to save the screenshot as jpg-le. 2.1.9.2 Remote Help

Make a right mouse click on the Client and select the option ClientControl Remote Help from the menu. Select the IP address to which the Client shall connect (IP address of the Server). If the correct IP address has been selected, the Client remote screen will be displayed in a separate window at the Server. You can then operate the Client with the mouse and keyboard of the Server to help the customer or dene new settings etc. To determine the remote session you just need to close the remote window at the Server. 2.1.9.3 Task Manager

Make a right mouse click on the Client and select the option ClientControl Task Manager from the menu.

A new window will be displayed showing the Task Manager of the Client. All running processes will be listed. To close a process you need to select it from the list and click on Kill task. To start a new process, click on New process. Enter the program path (e.g. C:\windows\system32\calc.exe) and click an Start process. Start the program as system process if the user rights are not sucient for the execution of the program (e.g. for virus protection software).
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2.1.9.4

Admin Shell

Make a right mouse click on the Client and select the option ClientControl Admin Shell from the menu. You will then see a command promt window for the selected Client. 2.1.9.5 System Manager

Make a right mouse click on the Client and select the option ClientControl System Manager from the menu. The System Manager shows all important system information of the Client, such as information on the memory, the operating system etc.).

2.2
2.2.1

Settling a Client
Logout customer

To logout a customer you can make a righ mouse click on the Client and select the option Logout customer. The Client will be blocked and the billing will be stopped. This is useful for example when the customer has nished using the Client but he has to wait in line at the cash desk, this way he will not be charged for the time he is waiting in line.

2.2.2

Settle Computer, Additional machine, cabin or table

To settle a Client, you need to select it from the overview and then click on the button Settle Client in the icon bar or double click the Client or use the option in the right mouse menu. All options lead to the billing window.

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Total cost The total cost is the amount of the actual costs. Beneath the line you will see a detailed list of how the cost break down to usage and additional cost and which cost have eventually been already cleared by rebate or bonus amounts or prepaid credit. Usage costs Usage costs are all costs which occur by using Clients. If the billing window stays open for too long without any progress the billing procedure will be disrupted and the billing for the usage will be continued. Additional charges Additional charges are all costs which occur besides the usage of a Client, such as phone calls, items, prints etc. Items In the billing window you will see the items which are scheduled for the billing int he list of Items charged for. If the customer only wants to pay for some of the listed items (e.g. if several guest are sharing a table and they want to pay separately), you can transfer items to the list Open items by double clicking the item or transfer all items at once by using the arrow symbol. Prepaid credit If the customer has a prepaid credit (an amount he has already paid), the prepaid credit and the costs that have been deducted will be displayed here. If the prepaid credit is higher than the costs it can happen that the customer will get a refund or the remaining credit may lapse. This depends on the settings dened in General Options Cash (see Manual for Installation and Conguration). Amount ot be paid The amount to be paid is the amount that the customer has to pay. If the amount is displayed in red and shows a negative amount (with minus) the amount has to be refunded to the customer. Payment method Select between Cash, Debit card, Creidt card and Cheque as payment method. If the cash option is activated the amount will be booked into the actual cash (what is in your cash drawer) whereas all other amounts will be booked under the respective payment method. This way only the actual cash amounts will be visible in the cash (amounts that you received in cash/coins). Execute action If the option Execute action is activated, the action that has been dened in Settings Options General Options in the part Client End of session will be executes (e.g. Restart computer). This option is only available for Client-PCs. Print receipt Activate this option to print a receipt on your receipt printer.

2.2.3

Split bookings

If several customers want to share the costs, you can do a split booking. To do so click on the item in the list Items to be charged and select Split the order or use the little icon above the list. Enter the quantity which you wish to charge for. The remaining quantity will be added to the Open items list and can be settled later.

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2.2.4

Edit price

If you want to edit a price of an item to be billed for select the item from the list Items to be charged, make a right mouse click and select the option Edit price or simply use the little icon above the list. You will see the name or description of the item, the quantity, the unit and the total price. Enter the new value in unit or total price and click on OK. This allows you to give a one-time discount to the customer. To dene permanent discounts it is better to use the rebate group settings of the Cafeteria Manager (see Manual for Installation and Conguration).

2.2.5

Summarize several customers

To summarize the cost of several customers to one billing operation you can transfer all customers to one table and then do the billing for that table. The billing window will then show the items of the selected customer in the list Items charged for. All other items will be displayed in the list Open items. Use the arrow icon to transfer all items to the bottom list and select the option Remove all customers so that the table will be available for new customers.

2.2.6

Edit call charges

For phones the list of Items charged for will show all calls since the last billing of the phone. You will see the destination and the duration of the call. To see the call details and eventually edit the call data you can click on the entry and select the option Edit call charges from the right mouse menu.

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You will see the phone number, the destination, the start, the end and the duration of the call. In addition the usage fees, the basic fees and the connection fees will be displayed. These can be edited or deleted if wished.

2.2.7

Refund of prepaid credit

If a customer has paid a prepaid credit and has not completely used this prepaid amount, you can refund the remaining credit to the customer. This amount will be displayed as negative amount in Amount to be paid in red and with minus and also be shown as Change. If you do not want to refund prepaid credit you can activate the option Do not refund prepaid credit (Walk-In customers) in General Options. The remaining (and not refundable) credit will then be listed as Non-refundable credit in the Usage cost report.

2.3

LoginCodes

The software InterCafe 2010 allows you to create LoginCodes. These codes can be saved in a text le and then be printed (e.g. by using a serial print option to print the codes on little cards or yers). The LoginCodes can also be printed directly from the software on a POS printer. The customer can then login by entering the LoginCode directly in the Login Screen of the Client-PC. Login with LoginCodes To enable the Login with LoginCodes at the Client-PCs the option Login with LoginCodes needs to be activated (see Options Login in the Manual for Installation and Conguration).

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2.3.1

Create LoginCodes

To create LoginCodes, click on LoginCodes Create LoginCodes in the menu or in the LoginCode Overview. Quantity, Credit and Tari Dene the quantity of the LoginCodes you with to create as well as the amount for each LoginCode. Select the tari which you wish to be used for the LoginCodes. Export With the option Activate LoginCodes immediately the LoginCodes will immediately be activated which means that they can be used immediately (recommended when exporting the LoginCodes). To save the LoginCodes to a le (e.g. for a serial print) you need to enter the path for the export. The software will then automatically create a text le in the dened export folder (path) which holds the created LoginCode. The LoginCodes can then be printed with any software (e.g. serial print in Word, Excel or Corel Draw). Validation If a LoginCode shall only be valid in a certain time frame (e.g. in a weekend or until a specic date) the start and expiry date can be dened here. Restrict Usage If you want to restrict the usage you can dene the weekdays and times on which the LoginCodes can be used. Client and program groups Select the Client and program groups, to which the customers with LoginCodes may have access. The group settings can be dened in Member Client groups and Member Program groups. For more information please refer to the Installations and Conguration Manual. Click on OK to create the LoginCodes. The new LoginCodes will be displayed in the LoginCode Overview.

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2.3.2

LoginCode Overview

Go to LoginCodes LoginCode Overview. Here you can see all existing LoginCodes in a list. 2.3.2.1 Sorting

To sort a column ascending or descending just click on the according head of the column. 2.3.2.2 Search

Select the search criteria from the drop-down menu. Click on Search to see all LoginCodes which meet the selected criteria. LoginCode Select LoginCode and enter the LoginCode or parts of the LoginCode you wish to search for. Last Login
equals smaller than greater than smaller / equals greater / equals

Select Last Login and select from the following search criteria:

Select a date from the calender. You can for example select all LoginCodes which have not been used since a specic date in order to delete them.

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Credit To display all LoginCodes with a specic credit for example, you can select Credit and select from the following search criteria:
equals smaller than greater than smaller / equals greater / equals

Enter the desired amount and click on Search. You can for example select all LoginCodes with a credit smaller than a certain amount to eventually delete them. Logged in Select Logged in and select Yes or No to see a list of all LoginCodes that are logged in or not logged in. Sold Select Sold and select Yes or No to see a list of all LoginCodes that have been sold or not sold yet. Tari Select Tari and seelct the tari from the list to receive a list of LoginCodes that use this tari.

2.3.3

Edit LoginCode

To see are edit the settings of a LoginCode, select the LodinCode from the list in the LoginCode Overview, make a right mouse click and select the option Edit LoginCode or simply hit the ENTER key on the keyboard. Here you can make changes on the settings for a LoginCode, for example dene a password or add credit.

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Dene a password Here you can dene a password for a LoginCode. The customer will then need to enter the LoginCode and the password to access the computer. The password can be changed by the customer directly at the Client computer. Add credit In Account you can add more credit to the LoginCode by using the Deposit/Payout button. In addition you can see the date of the last Login, the validation date and if the LoginCodes is currently in use. 2.3.3.1 Deactivate LoginCode

To deactivate a LoginCode select the option Edit LoginCode and activate the option Account is deactivated in Account. 2.3.3.2 Delete LoginCode

To delete a LoginCode select it from the LoginCode Overview (if necessary using the search options) and delete the entry by using the red X or by making a right mouse click and selecting the option Delete LoginCode. If you want to delete several LoginCodes at once you can select them all from the list and use the red X button.

2.3.4

Sell LoginCodes

To sell a LoginCode click on LoginCodes Sale of LoginCodes or use the F4 key on your keyboard.

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2.3.4.1

Sell existing LoginCode

Select the option Sell existing LoginCode to sell and activate an already existing LoginCode which has been created by using the option Create LoginCodes. Select a tari ad the credit. In Available LoginCodes you can select a LoginCode from the available LoginCodes. If the LoginCode shall be printed on a POS printer the option Print LoginCode needs to be activated. Select the payment method.

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2.3.4.2

Create new LoginCode and sell it immediately

Select the Option Create new LoginCode and sell it immediately. Here you can create an individual LoginCode and sell and activated it immediately. Select the tari and enter the credit. In addition you can make further settings for the validation and restriction on the usage. For a detailed description on these settings please refer to Create LoginCodes in this manual. If the LoginCode shall be printed on a POS printer you can activate the option Print LoginCode. To print a receipt activate the option Print receipt. Select the payment method.

2.3.5

Sales campaign with LoginCodes

There are many interesting ways to use LoginCodes for special sales campaigns. For example for the opening event of your cybercafe you can print LoginCodes on Flyers to advertise your business. Here you can nd some ideas for the use of LoginCodes. 2.3.5.1 LoginCode campaign for opening event

Create for example 500 LoginCodes with a value for 30 minutes free Internet usage. Export the LoginCodes when creating them and print them on yers using a serial print option of Word or Excel or any othe program. Limit the validation to 10 days starting with the day when you hand out the yers (dont forget to mention this on the yers so that the customers

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react within this time). Hand out the yers to advertise your business and look forward to seeing many new customers! 2.3.5.2 LoginCode as promotional gift

Create LoginCodes with a credit for a free half hour of Internet usage. Export the LoginCodes and print them on little business cards. Hand out the cards to customers as little giveaways or to customers who have come to your coee shop several times but have never tried the Internet yet!

2.4

Member Management

One of the most important functions for the professional management of an Internet cafe is the Member Management (customer accounts). With this option customers (Members) can benet of better pricing and extended usage options and the owner has less work with the billing and a higher potential of winning regular customers. Go to Member Member Overview or use the F12 key on your keyboard to get to the Member Overview.

2.4.1

Create Member

To create a new member go to Member Create Member or use the icon Create Member in the icon bar. You can also use the shortcut CTRL+E to create a new member. You will be asked to select between etnering the data at the Server or a Client. If for example you are very busy at the moment you can ask the customer to enter his data at a Client. If you always want to create the member at the Server you can deactivate this function in the options (see Installation and Conguration Manual).

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2.4.1.1

Member Data

Enter the member data which you wish to save. All boxes with a * are mandatory. The settings for the mandatory information can be made in the General Options. The age will automatically be calculated with the birthdate. Password Enter a general password with at least 6 characters (e.g. 123456 or Internet1 etc.) which you can tell the customer. Activate the option Password has to be changed with next login. The customer will then have to enter the general password for the rst login and then change the password to a personal one. The minimum lenght for member passwords can be dened in General Options. Membership Enter the start and the expiry date of the membership for this member.

Member picture If you want to display a picture of your customer you can select the picture le here. This may be helpful for a better customer identication.

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2.4.1.2

Account

Here you can see all important data of the member account. Account balance Along with the current credit balance you can dene a balance at which you wish the account to be blocked. this means that as soon as the balance has reached the amount dened here the customer will be logged out from the Client. The customer will then have to add credit to his account. To give the customer a loan you can enter a negative amount as balance at which you wish the account to be blocked. Deposit/Payout To add credit to the member account you can click on the button Deposit/Payout and enter the amount which you wish to add to the currenct credit. If you want to payout an amount you can enter the amount with minus. This amount will then be deducted from the current credit. A receipt can be printed for the deposit or payout by using the option Print receipt and you can select the payment method. Tari Select the tari for the member account. Discount group If you want to give a discount for specic items to this member you can here select the discount group to which the member shall belong. The discount itself will be dened in the settings of each item in the Cafeteria Manager (see Installation and Conguration Manual ). Login Here you can see the date and time of the last login. You can also see if the Flatrate has been activated and until when it will be valid. The atrate can be activated by selecting the according tari (select a atrate tari). You can also see if the member is currently
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logged in or if the account has been deactivated. To deactivate an account you can activate this option here. This way you can block a member account so that the member cannot login before he actually came to the desk and talked to the sta. There is an automatic function to activate and deactivate member accounts. This function is being used for libraries for example to avoid several free logins of one and the same customers on the same day. To dene the settings for this option go to Settings General Options Member. Issue chipcard Die Felder Kartennummer und Kartenpfand sind Felder, die Sie selbst belegen k onnen. Es wird keine Buchung in die Kasse vorgenommen. Mit dem Button Chipkarte erstellen besteht die M oglichkeit, eine Chipkarte zu beschreiben. Stecken Sie die Chipkarte in den Kartenleser und klicken Sie auf den Button. Die Karte wird automatisch beschrieben. Der Kunde kann sich dann mit der Karte am Client einloggen. Die Karte ersetzt die Eingabe von Nickname und Passwort. 2.4.1.3 Bonus

There are two ways to add bonus amounts to a member account: automatically (e.g. with the sale of an item or by using the Bonus Manager settings) or manually (directly in the member account). The amount will then be saved in the member account and can be used for either the usage (e.g. at the Computer or Additional machine) or for additional costs (e.g. for drinks or other items). If a member has bonus amounts on his account the new costs will always rst be deducted from the available bonus. Add bonus amount manually Go to the member account, enter a bonus amount, select if the bonus can be used for additional costs or usage and dene the reason for the bonus.

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Journal To see all bonus entries of the member for a specic period select the period and click on Show Journal. If you want to create and print a report click on Create report. 2.4.1.4 Loyalty Points

Award loyalty points to members when selling items, throught the Bonus Manager or manually directly in the member account. Loyalty points cannot be traded or consumed automatically in the software. Add loyalty points automatically Go to the member account and enter the quantity ooyalty points you wish to add as well as the reason. Journal To see all loyalty point entries of the member for a specic period select the period and click on Show Journal. If you want to create and print a report click on Create report.

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2.4.1.5

Usage

If you want to restrict the usage of a member account you can dene the days and times at which the member account can be used.

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2.4.1.6

Groups

Dene the Client and Program groups which the member can access. The group settings can be dened in Member Client groups and Member Program groups. For more information please refer to the Installation and Conguration Manual.

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2.4.1.7

Customer drive

Here you can dene if the member can save les to a personal and/or a public drive. To be able to use this option you need to have the Special Module CustomerDrives. Personal drive Select the drive and dene the size in MB and the max. number of les which the member may create and save on this drive. Public drive If you activate the option Public drive the member is allowed to read data from the public drive and save data to the public drive (depending on the settings in the CustomerDrive Manager, see Installation and Conguration Manual).

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2.4.1.8

Other

Here you can save comments on this member. You can also dene if the settings of the Tari Manager shall apply for this member (e.g. the automatic change from one tari to another at a certain time or event) and if the member can change his member data at the Client. To dene the settings of the Tari Manager go to Member Member Manager Tari Manager.

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2.4.1.9

Journal

Select the time period and click on Create report to see a report on all account entries.

2.4.2

Tari Manager

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Go to Member Member Manager Tari Manager. Select the criteria and the time or event at which the tari shall automatically be changed to a new tari. In the settings of each member account you can dene if the settings of the Tari Manager shall apply to that specic member account or not (see Create Member account ). You can dene any quantity of tari changes. Select the previous tari (or All taris ) and the new tari as well as the reason for the tari change and click on Apply. All denitions will be displayed in the list and will be considered in ascending order (top one rst). You can use the arrow buttons to change the order of the entries. Each tari change is only valid for members who belong to the according tari. The taris need to be created rst in Settings Prices Computer/Additional Machines Taris. Please note: If you are using the Member Online Manager (Online Management of Member Accounts, Special Module) the settings of the Tari Manager cannot be applied. The avaiable criteria options will be described here. 2.4.2.1 Duration of membership

Enter the days since the start of the membership, after which you wish the tari to be changed automatically. Example: Members shall be switched from Standard tari to Member tari 1 after 10 days and to Member tari 2 after one month of their membership 1. Tari Change: 10 days after the start of membership Standard tari to Member tari 1 2. Tari Change: 30 days after the start of membership Member tari 1 to Member tari 2 2.4.2.2 Last usage

Enter the days since the last usage, after which you wish the tari to be changed automatically. Example: Members shall be changed from Member tari 2 to Member tari 1 if they have not used their login for 30 days Tari Change: 30 days after last usage Member tari 2 to Member tari 1 2.4.2.3 Last deposit

Enter the days since the last deposit, after which you wish the tari to be changed automatically. Example: Members shall be changed from any tari (from all taris) to Standard tari if they have not made a deposit for more than 6 months (180 days) Tari Change: 180 days after last deposit All Taris auf Standard tari
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2.4.2.4

Age

Enter the age of the member at which the tari shall be changed. You need to enter the birthdate of the member in the member data (see Create Member account ). Example: Members shall be changed to the Student Tari when they are 16 and to the Standard tari when they are 18 years old. 1. Tari Change: Age in years: 16 Kids tari to Student tari 2. Tari Change: Age in years: 18 Student tari to Standard tari 2.4.2.5 Deposit

Enter the amount which needs to be deposited within a specic time period for the tari change. Example: Members who deposit more than EUR 25.- per month shall be changed from Member tari 1 to Member tari 2 Tari Change: Period in days: 30 and Sum of deposits: 25 Member tari 1 to Member tari 2 2.4.2.6 Minimum charge

Enter the minimum amount (consumption) which needs to be deducted from the member account within a specic time period for the tari change. Example: Members who consumpt more than EUR 5.- per week shall be changed from Standard tari to Member tari 1 Tari Change: Period in days: 7 and Minimum charge: 5.00 Standard tari to Member tari 1

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2.4.3

Bonus Manager

Go to Member Member Manager Bonus Manager to get to the Bonus Manager. Select the criteria and the time or event at which you wish to automatically add bonus amounts or loyalty points to a member account.

Please note: If you are using the Member Online Manager (Online Management of Member Accounts, Special Module) the settings of the Bonus Manager cannot be applied. Select the reason and the time of the deposit (the criteria). Enter the bonus amount or the quantity of loyalty points and click on Apply. All entries will be displayed in the list. 2.4.3.1 Periodical addition

Enter the days after which the periodical addition shall take place. The bonus or the loyalty points can be added by selecting the option Add or can replace the current amount by selecting the option Reset. Example 1: Reset bonus amount to EUR 5.- every day (e.g. for libraries, so that the customer can use the Internet for this amount every day) Bonus amount: EUR 5.00 ; Usable for: Client usage ; Deposit: Every 1 days and option Reset Example 2: Members shall receive a bonus amount of EUR 1.00 for drinks every week, bonus credit which has not been used shall lapse

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Bonus amount: EUR 1.00 ; Usable for: Additional costs ; Deposit: Every 7 days and option Reset Example 3: Member shall get 10 loyalty points every month (as a gratication of his membership, the loyalty points will be summed up and when he has reached a specic quantity they can be traded for a little gift). Loyalty Points: 10 ; Deposit: Every 30 days and option Add

2.4.3.2

Usage time

Enter the period in days in which a certain usage time in hours has to be reached for receiving a bonus amount or loyalty points. Example 1: Members who spend more than 40 hours per month at the Clients in the Cafe shall receive a bonus amount of EUR 5.- for usage. Bonus amount: EUR 5.00 ; Usable for: Client usage ; Period in days: 30 ; Usage time in hours: 40 Example 2: Members who spend mor than 10 hours per week at the Clients in the Cafe shall receive 50 loyalty points. Loyalty Points: 50 ; Period in days: 7 ; Usage time in hours: 10 2.4.3.3 Deposit

Enter the period in days in which a certain amount needs to be deposited for receiving a bonus amount or loyalty points. The amount for the deposit is the sum of all deposits within the given period. Example 1: Members who deposit more than EUR 30.- per month shall receive a bonus amount of EUR 3.- for drinks. Bonus amount: EUR 3.00 ; Usable for: Additional costs ; Period in days: 30 ; Deposit: 30.00 Example 2: Members who deposit more than EUR 20.- per day shall receive 20 loyalty points. Loyalty Points: 20 ; Period in days: 1 ; Deposit: 20.00 Example 3: Memers who depositmor than EUR 50.- per day shall receive 50 loyalty points. Loyalty Points: 50 ; Period in days: 1 ; Deposit: 50.00 2.4.3.4 Minimum charge

Enter the period in days in which a certain minimum charge (consumption, deduction from member account) needs to be reached for receiving a bonus amount or loyalty points.
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Example 1: Members who use more then EUR 20.- per week shall receive a bonus amount or EUR 2.for drinks. Bonus amount: EUR 2.00 ; Usable for: Additional costs ; Period in days: 7 ; Minimum charge: 20.00 Example 2: Members who use more than EUR 100.- per month shall receive 200 loyalty points. Loyalty Points: 200 ; Period in days: 30 ; Minimum charge: 100.00

2.5

Cafeteria

InterCafe 2010 oers a complete Cafeteria Manager where you can take orders (e.g. for drinks and food) and do the billing and the management within the software. The dierent possibilities of how to take orders and manage the items will be described here. To read more about how to product groups, itmes and tables please refer to the Installation and Conguration Manual.

2.5.1

Main Overview

In the main overview of the InterCafe Software you can switch from the General Overview to the Cafeteria Overview using the tabs. The Cafeteria Overview shows all tables, all active Clients and all guests (unassigned customers). To sort the entries by a column just click on

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the head of the column. Here you can take orders and settle tables or customers. The software can be operated with the mouse, the (POS) keyboard or a touch screen.

2.5.2

Take order

To take an order double click on the entry in the list (Client or table) or select the entry from the list and click on Order. The order window will show the product groups and the items. If you click on the All button in the product groups you will see all items of all product groups. If you select a product group, only the items if this product group will be displayed. Select an item and click on it to add it to the list or ordered items on the left side. To take several orders of the same item just click the item several times to increase the quantity in the list. If you want to take an order of a larger quantity of an item you can make a right mouse click on the item, select the option Enter quantity and enter the desired quantity in the new window. Click on OK to add the order to the list of ordered items. To delete items from the list you can select the according entry in the list and click on the button with the red X. You can take order for as many items as you wish. The sum will be displayed beneath the list. If the same customer has already made some orders earlier these will be visible in the bottom list and the total of all orders will be displayed.

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2.5.2.1

Free item

Every product group holds a Free item. This item can be used to sell something for which no specic item has been created. To do so, select the item of a convenient product group. The item will be booked in this product group and the name of the product group will be used as name for the item (but can be changed during the procedure). Enter the price and the quantity and activate the Control print option if you wish a control print to be printed (e.g. as information for the kitchen sta). 2.5.2.2 PLU

In the order window you can select between the use of product groups or PLU (item number) for the entry. If you select the PLU option, a a numeric keypad will be displayed on the

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screen (for touch screen use). The PLU can also be entered by using a regular keyboard. To take an order for an item you need to enter the number of the item (PLU) which you have dened in the stock management and then click on Enter to add the item to the list of ordered items. To order several pieces of the same item just click the Enter key several times or enter the quantity, hit the *-key and then enter the PLU. The PLU setting is also necessary if you are using a barcode scanner. For a detailed description on how to setup and use a barcode scanner please refer to the Installation and Conguration Manual. 2.5.2.3 Refund item

If you select the button Refund item in the Cafeteria Overview or the Order Window only items that contain a refund item will be displayed. Select the item for which you wish to payout the refund amount to the customer.

2.5.3

Assigne Member

Select the table or Client to which you wish to assign the member. Click on the Member button in the Cafeteria Overview. Select a member from the list. If you want to search for a member you can search for Nickname, First name or Family name. Conrm your selection with OK. The nickname of the member will then be shown at the Client or table. You can assign several member to a table.

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2.5.4

Create guest

Select the Guest button in the Caferia Overview to add a guest to the Cafeteria. Enter the name or a description of the guest and click on OK. Assign the guest to a table, an additional machine, a computer, a cabin or a free place. Depending on the selection you will see the available places and if there are already other customers assigned to the place or Client.

2.5.5

Billing

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If you want to settle a customer or a table, select the table or the Client and click on the Charge now button. In the Billing Window you wil see all items that the customer ordered in the list Items charged for on the left side. On the right side you will see detailed information on the usage and the additional costs. The costs will be deducted from bonus and prepaid credit rst (if available) and the amount to be paid will be displayed. Select the payment method (cash, debit card, credit card or cheque). If the option Execute action is activated, the action that has been dened in Settings Options General Options in the part Client End of session will be executes (e.g. Restart computer). This option is only available for Client-PCs. To print a receipt for the customer activate the option Print receipt. If you enter the given amount in the eld Cash the software will show you the exact amount which you will have to give to the customer as change. 2.5.5.1 Charge for selected items only (Split booking)

2.5.6

Split bookings

If several customers want to share the costs, you can do a split booking. To do so click on the item in the list Items charged for and select Split the order or use the little icon above the list. Enter the quantity which you wish to charge for. The remaining quantity will be added to the Open items list and can be settled later. For a single customer The billing window will show all items in the list Items charged for. If you want to charge for an item at a later time you can select it from the list and transfer it to the list of Open items by double clicking the selected item. Only the items in the bottom
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list will be charged for, all other items will remain in the list Open items and can be settled later. Instead if using the double click you can also use a right mouse click an select the Split option or use the little icon above the list. For a group of customers First select a customer from the list in the Billing Window. The items which this customer has ordered will be displayed in the bottom list. The Open items list will show all items of the other customers who are sharing the table or Client with this customer. If the customer wants to pay for items of other customers, too, you can transfer those items to the bottom list by double clicking the according entry. Remove all customers Once all items have been charged for, the option Remove all custoemers will be visible in the Billing Window. With this option all customers will be removed from the table or Client so that new customers can use the Client or table.

2.5.7

Cash Sale

To sell an item directly to a customer who is not assigned to a table or a Client you can use the Cash Sale option in the software. To do so click on the Cash Sale icon in the icon bar or use the Cash Sale button in the Cafeteria Overview. Alternatively you can click on Cafeteria Cash Sale or use the F9 key on your keyboard. The order window will open. Select the item you wish to sell and click on OK. A billing window will be opened where you can immediately charge for the ordered items:

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Select the payment method. To print a receipt you need to activate the Print receipt option.

2.5.8

Internal needs

To book items on internal needs (e.g. drinks for your sta members), you can perform a cash sale and activate the option internal needs in the billing window. The item will then be booked in the stock management, but not in the cash. In the User Manager you can dene if your sta members are allowed to use this option or not (see Installation and Conguration Manual). In the statistic reports you will nd a detailed report with all internal needs bookings so that you can always control which items were book as internal needs and by whom.

2.5.9

Stock Management

InterCafe 2010 includes a comprehensive stock management function with management of stock entries, stock level information and low stock level warnings. The stock management shall help you to control the stock level. Items will only be booked in the stock when this has been activated in the according item (when creating the item). Please refer to the Installation and Conguration Manual for further instructions on how to setup the stock management.

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2.5.9.1

Book new stock arrivals

To add new goods to your stock go to Cafeteria Stock Management Book stock arrival. Select the desired item. The software should automatically display the according packing unit (as dened in the item). Check the current stock and enter the quantity which you wish to book as new stock arrival in the eld Stock arrival. You can also use the buttons (booking sizes), which can be dened in Cafeteria Stock management Booking sizes (see Installation and Conguration Manual). The booking size is always based on the packing units. This means that if you are using a crate of 12 bottles as packing unit and you click the +1 button, 12 bottles will be added to the stock.

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2.6

CallingCards

If you select the Callingcard Overview you will see all available Calling Cards. The cards are seperated in areas and values. If you are searching for a specic card you can use the search option. Testcard The testcard can only be used for testing and to view a sample. The card value is EUR 0.00. The testcard cannot be used for any phone calls. Topseller If you click the button Only Topseller only the topsellers will be displayed. You can dene, which card is a topseller by making a right mouse click on the card and selecting Topseller from the menu. To remove a card from the topseller list you can make a right mouse click on the card and deactivate the Topseller option. Advertising material Use the right mouse click on a card and select the option Advertising material. The software will then automatically download the newest PDF yers and posters from the images which will be displayed on your computer. You can print this advertising material and put it on the walls in your cafe or hand it out to your customers.

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2.6.1

Sell CallingCard

To sell a Calling Card select the card, make a right mouse click and select the option Sell or just double click the card. You will see the name of the card, the value and the quantity in the billing window. Select the language for the print and the payment method. If you want to print a receipt for the customer you can activate the according function here. Click on OK. The calling card data will be printed on the printer which you have denes as POS-Printer.

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2.6.2

Use CallingCard

The customer receives a print with the value of the card (e.g. EUR 1.00), the dial-up number (for Germany e.g. Frankfurt or Berlin) and a PIN number (to access the credit). Dial-up To be able to use the phone card credit you need to establish a dial-up connection to the provider rst. If you are using the InterCafe 2010 SoftPhone at the Client the dial-up connection call is free of costs. If you are using a dierent phone (your private phone, a public phone or mobile phone) you will have to pay for the phone call to the provider, e.g. within Germany the call to Frankfurt or Berlin. Enter PIN Once the dial-up connection is established you will hear a voice message in several languages. Select a language by using the numbers on your telephone. You will be asked to enter the PIN of your card. Enter the PIN by using the numbers on your telephone or the numeric keypad on the computer keyboard. Dial phone number After the PIN has been successfully entered you can dial the number which you wish to call. Dial the 00 + country code + area code + phone number, e.g. 00 49 30 123456789. Please note that in most cases you do not need to the 0 of the area code! Further calls If you want to make further calls, do not hang up after the call but hit the # key twice ( ##) and then dial the number for the next call.

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2.6.3

Transaction Information

If an error should occur during the sale of a Calling Card you will see the Transaction-ID on the screen. Go to Extras CallingCards Transaction Information. Enter the TransactionID and click on Refresh. If the sale was successful you will see the card information (Serial number, value and time of the transaction). Otherwise you will see an error message. If you want you can print a duplicate of the Calling card information.

2.7
2.7.1

Cash
Open cash drawer

If you have a cash drawer connected to your system this cash drawer will be opened with every billing procedure. Use the F11 key or go to Cash Open cash drawer to open the cash drawer at other times. You can prohibit this function for your sta members in the User Manager. For details on how to setup and congure the cash drawer please refer to the Installation and Conguration Manual.

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2.7.2

Cash Journal

Go to Cash Cash Journal. You will see a list of all sales. To reduce the list to just the sales of a specic period you can select the period and click on Refresh. You can sort the entries by clicking on the head of any column. View receipt To view an entry (receipt) select the according entry from the list and click on the Preview button or select Display receipt from the right mouse menu. Print receipt To print a copy of a receipt select the entry from the list and click on the Print button or select Print receipt from the right mouse menu. 2.7.2.1 Cancel receipt

To cancel a receipt select the entry from the list and click on the button with the red X or select Cancel this entry from the right mouse menu. The cancelled entry will still be visible in the Cash Journal but will be marked as cancelled. To print a copy of the cancelled receipt click on Print receipt. The receipt will show CANCELLATION on the print.

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2.7.3

Deposit/Payout

Go to Cash Deposit or Payout. The current cash balance will be displayed. Enter the amount and the reason for the deposit or payout, comments can be safed and will be visible in the report later. Edit reasons Dene the reasons for deposits and payouts, e.g. Bank deposit, Cash on delivery charges, Personal draw, Deliveryman. The reasons can be displayes as buttons (colored) or as drop-down-menu. You can predene this setting in the Local Conguration. For further information please refer to the Installation and Conguration Manual.

2.7.4

Cash Report

Go to Cash Cash Report. Even if you have several Servers (Cash desks) the Cash Report will show all sales of all Servers. To see the sales of a single Server you can use the statistic reports. A Cash Report is usually done in regular intervals by the owner, normally at the end of the day or once a week. General Informationa Here you can see the date and time of the last Cash Report as well as further information on the number of shifts, the number of bookings (entries), cancellations,

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deposits, payouts and correction entries since the last Cash Report. Correction entries are all bookings which cause a correction of the cash balance, e.g. the booking of a dierential or missing amount at the end of a shift. To view the deposits and payouts you can use the button Deposit/payout report. Alternative payment methods Here you can see the amounts which have not been booked as cash: payments by debit and credit card, cheques and payments made at payment devices such as coin and bill acceptor. These amounts are not in your cash drawer. Cash Here you see the cash position at start (after the last Cash Report) and the current cash position. Enter the new cash position (e.g. the amount which you keep as change in your cash drawer). The program will automatically display the dierence which you can take out of the cash drawer. Alternatively you can dene the Withdrawal amount which you wish to take out of the cash drawer. The New cash position will the be the start cash position for the next Cash Report. Print/Send report If this option is activated, the reports which have been dened in General Options will be printed and/or sent by e-mail.

2.8

Statistic

Please note: Please install the drivers for the statistic reports (Crystal Reports) to be able to view the reports. Crystal Reports the Server. Download the drivers from the InterCafe 2010 website and install them on

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To create and view reports, go to Statistics Statistic reports or us the Statistic reports button in the icon bar. Reports (Tax-relevant) The reports are separated into two kinds: all reports that can be found under Revenue are tax-relevant sales reports. All other reports are only for statistical evaluation and do not have any tax-relevant meaning. Evaluation All reports that are not listed unter Revenue are for evaluation purpose only. They are not tax-relevant and may overlap at some points. The criteria for the evaluation reports may dier from the criteria for the tax-relevant reports and therefor the reports may apparently look dierent if compared. For example, if you book a drink and deduct it from a member account, the sale statistically happened today ,and will be displayed with todays date in the cafeteria and stock reports, but since the drink was paid from a member account whose credit was deposited on a dierent day than today the sale of the drink will not appear in todays Cash Report (the tax-relevant sale took place on a dierent day). The statistic allows you to create, print and export detailed reports on all sales, reports on member accounts, pause and maintenance protocols and many others. These possibilities will be described in the following part of this manual. Sselection of period Most reports are based on a time period, so you have to select the time period before you can create the report. You can select a specic shift, the date of the last Cash Report or any individual time period. For an individual time period you can also use the buttons to create daily, weekly, monthly or annualy reports. Reports that are not

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based on a time period are always based on current date and time (e.g. Credit Overview report).

2.8.1

Revenue

All Revenue reports are tax-relevant reports. All other reports are only for evaluation purposes. 2.8.1.1 Revenue: Daily revenues

This report shows all daily revenues for the selected time period. If your shop is open until after midnight (e.g. until 1 oclock at night) and you wish the sales between midnight and closing time to be part of the daily sales of the day before you can dene the closing time as End of day. 2.8.1.2 Revenue: Shift revenues

This report shows all sales of a shift with user details for the selected time period. 2.8.1.3 Revenue: Cash Report

This report shows all sales at the times of Cash Reports for the selected time period. 2.8.1.4 Revenue: Product groups

Here you can create reports sortet by product groups (basic ), with each item listet (extended, with all single bookings (With single positions or for a Single product group. With the option Only items only items from the Cafeteria Manager will be displayed. The report will only show sales which were paid directly. All sales which were deducted from prepaid credit or bonus will be listed when the according option is selected. Example: You sold ten cokes, seven were paid directly, two were deducted from credit (e.g. a member account or a prepaid credit) and one was deducted from bonus (only possible for members). The rst report will show the seven Cokes which were paid directly. The report Deducted from Credit will whod the two cokes which were deducted from credit and the report Deducted from bonus will show one coke which was deducted from bonus. Product groups The software already comes with the following predened product groups:

Computer usage LoginCodes Member credit Prepaid credit Callshop CallingCards

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Program billing Website billing Correction entries Deposits/Payouts Bonus Prints Network trac Additional machine usage Wireless LAN usage SoftPhone Text message/MMS

You can create individual reports for every single product groups. Create report for POS printer (smaller size) The reports are usually created in a layout for A4 or letter size printers. If you want your reports to be printed on a POS printer you can use this option here. 2.8.1.5 Revenue: Value added tax (VAT)

This report shows the tax amount and the gross amount for the selected time period. 2.8.1.6 Revenue: Cancellations

This report shows all cancellations of the selected time period. If you select a single user only the cancellations of the selected user will be displayed. There are dierent kinds of cancellations: Cancelled orders All orders which were deleted before the customers bill was settled. Price deductions during billing when settling a customers bill. All price deductions which were made in the billing window

Cash Journal cancellations All cancellations which were made in the Cash Journal. Here you can only cancel complete receipts with all items/positions that belong to the receipt. To view all single positions activate the option with single positions.

2.8.2

Evaluation

The reports described now are only for evaluation purposes. Sales are evaluated and analyzed without regarding the tax relevance. This means that for example a coke that was sold today and deducted from a member account will be listed in todays sales in the evaluation reports, but not in the tax-relevant reports, because it was deducted from prepaid credit that was paid and taxed on a dierent day.
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2.8.2.1

Evaluation: Categories

To create a report with details for specic categories of your business you can select the report type All categories. You can also create a report for a single categorie (e.g. for Computers only). The category Computers will for example show all sales that were made at a computer, including drinks and other items which were sold at the computer. With the option Accumulated the entries will be summarized. If you want to see every single position you can select the option Single positions by product groups. If you want the individual Clients to be listed you can activate the option With list of Clients. 2.8.2.2 Evaluation: Server

If you have several Servers (Cash desks) you can use this report to view the sales of the Servers. You can also select an individual Server. With the option Accumulated the sales will be grouped, with the option Single positions by product groups the sales will be listed by product groups.

2.8.3

Cash

All reports in this category are based on cash bookings. 2.8.3.1 Cash: Payment methods

If you work with several payment methods you can see in this report which payment methods were used. The following payment methods are available in the software: Bar All amounts which are paid in cash directly into the cash drawer. All amounts inserted in coin or bill acceptors.

Payment devides

Bonus All amounts deducted from bonus. Debit card All amounts paid with debit card. Credit card Cheque All amounts paid with credit card.

All amounts paid with cheques.

With the option Accumulated all sales will be summarized, with the option Single positions by product group the sales will be listed within the individual product groups. 2.8.3.2 Cash: Deposits/Payouts

This report shows all cash deposits and payouts. For every deposit or payout a reason needs to be dened. You can create the report Sorted by reason or chronological (sorted by time). You can also select just deposits or payouts to be listed in the report.

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2.8.3.3

Cash: Payment devices

This report lists all payments made at payment devices (coin and bill acceptors). You can see the revenue per day, week or month. Select Detailed view for following Client to see the sales of a specic Client. With the option Coin values you will see a list that states the quantity and values of the inserted coins. The same options are also available for Payment Terminals. 2.8.3.4 Cash Sale

This report shows all cash sales of the selected time period. Choose between the options Basic, Extended, With single positions or Single product group.

2.8.4

Cafeteria

All cafeteria reports are based on the items created in the Cafeteria Manager. 2.8.4.1 Cafeteria: Price list

This report shows - depending on the selected option - a lis of All items or a list of all items of a Single product group. Select if you want the prices to be displayed with tax or without tax. 2.8.4.2 Cafeteria: Stock

This report shows all items for which the stock management has been activated. With the option All items you will see a list of all items with the current stock level and the amount for warning. The option Items with low stock can be used to show a list of all items which are lower in stock than the dened minimum amount. This option can for example be used as a purchase list. If you only want to see items of a specic product group you can select the accoring option. 2.8.4.3 Cafeteria: Stock changes

This reports shows all stock changes within the selected period of time. Select between basic and extended report and dene if you want to see All stock changes or just the incoming or outgoing stock. The report can also be used to view the stock changes of just a single item. 2.8.4.4 Cafeteria: Internal needs

This report shows all internal need bookings. These bookings are visible in the stock management, but not in the sales. You can create the report for a single user, too, to be able to control how many items a sta member booked as internal need (e.g. drinks for himself).

2.8.5

Member Accounts

The member reports are based on the member accounts and the sales that are done through member accounts. 2.8.5.1 Member Accounts: Member list

This report shows all members in alphabetical order, including date of the beginning of the membership, the dened tari and the current credit.
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2.8.5.2

Member Accounts: Birthday list

This report shows all members with their birthdate in alphabetical order. If you want to reduce the list to a specic period (e.g. the next 30 days) you can select the according option. 2.8.5.3 Member Accounts: Bookings

This report shows all booking of the selected member. 2.8.5.4 Member Accounts: Deposits/Payouts

This report shows all deposits and payouts from member accounts. The report can be created chronological, sorted by member of for just a Single member. 2.8.5.5 Member Accounts: Loyalty Points

This report shows all loyalty points listed in chronological order, sorted by member, for a single member, for a specic user or for a specic period. 2.8.5.6 Member Accounts: Member bonus amounts

This report shows all bonus amounts in chronological order, sorted by member, for a single member, for a specic user or for a specic period. 2.8.5.7 Member Accounts: Member ranking

This report shows a list of members sorted by total revenue, revenue of using costs (Client usage), revenue of addition costs or sorted by duration. 2.8.5.8 Member Accounts: Usage protocol

This report shows a list of all usages sorted by members. The report can also be created for just a single user.

2.8.6

LoginCodes

The LoginCode reports are based on the use of LoginCodes. 2.8.6.1 LoginCodes: Protocol

This report shows all bookings of one specic LoginCode which you can select by clicking on the button with the three dots. 2.8.6.2 LoginCodes: Bonus-LoginCodes

This report shows all bookings of one specic Bonus-LoginCode which you can select by clicking on the button with the three dots.

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2.8.7

Credit Overview

The Credit Overview will help you to see the current credit of member accounts and LoginCodes. If you want to see the total credit you need to select Members and LoginCodes. If you only want to see the credit of all members, select Only members. With the option Only LoginCodes a report will be created which shows the remaining credit of all LoginCodes. In addition you can dene which LoginCodes shall be visible in the report (e.g. only sold LoginCodes or only unsold LoginCodes).

2.8.8

Callshop

The Callshop reports are based on the calls made in the cabins or the telephones which you see in the Callshop Overview. The calls made through the SoftPhone are not part of these reports. 2.8.8.1 Callshop: Call data

This report shows all calls for the selected time period. Dene if you want to see the calls with basic fees or withoug basic fees. 2.8.8.2 Callshop: Destinations

This report shows all callshop destinations including total duration and revenue sorted by relevance in usage (top to op). This way you can see which destinations are the the most popular ones and the report can help you plan new promotion sales prices for top destinations. 2.8.8.3 Callshop: Private usage

This report shows all calls which were dened as Private usage. You can select if you want to see all calls or just the calls of a specic user.

2.8.9

SoftPhone

The SoftPhone reports are based on the calls made with the SoftPhone at the computers. 2.8.9.1 SoftPhone: Call data

This report shows all calls for the selected time period. Dene if you want to see the calls with basic fees or withoug basic fees. 2.8.9.2 SoftPhone: Destinations

This report shows all SoftPhone destinations including total duration and revenue sorted by relevance in usage (top to op). This way you can see which destinations are the the most popular ones and the report can help you plan new promotion sales prices for top destinations.

2.8.10

Other

Here you can nd dierent protocols and reports, for example the maintenance protocol and reports about program and website billing.

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2.8.10.1

Other: Maintenance protocol

The maintenance protocol shows all activations and deactivations of the maintenance mode for the selected time period including the user name. 2.8.10.2 Other: Pause protocol

The pause protocol shows all activations and deactivations of the pause mode for the selected time period including the user name. 2.8.10.3 Other: Usate report

This report shows all Client sorted by usage duration. The Clients are sorted in groups (e.g. Computers, Additional Machines etc.). If the option Single machine is selected all usages for that single Client will be listed in chronological order and with date and time information. 2.8.10.4 Other: Program Billing

This report shows the usage of the Program Billing function. With the option Billed by usage time all programs, for which a price per hour has been dened will be listed, sorted by popularity. If select the option Billed by execution all programs for which a one-time fee per execution is dened will be listed, sorted by popularity. 2.8.10.5 Other: Text messages/MMS

This report shows a list of all text messages and MMS (picture messages) with the user name. You can also select text messages only or MMS only. If you want to see the list based on text messages and MMS sent from the Server by users (sta members) only you can activate the option Users only.

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2.9

Shutdown Manager

Go to Extras Shutdown Manager or select the icon for the Shutdown Manager in the icon bar. Alternatively you can use the shortcut CTRL+S. The Shutdown Manager allows you to easily shutdown Client-PCs from the Server. If the network interface units of your Client-PCs support the Wake on LAN option you can even start the computers with just a mouse click from the Server. Select the computer or computers for which the selected action shall be executed. The option force action causes all programs on the Client-PCs to be closed without any warning. This means that for example an open Word le will be closed without being saved. Please note: With the button you can invert the selection of the Clients. This means that if you want to select all Clients except one you can select that one and then use the button to invert the selection.

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2.10
2.10.1

View
Overviews

The InterCafe 2010 software oers several dierent overviews which can be individually displayed or hidden. Hide and display To display an overview go to View and select the accoring overview from the menu. A check mark will indicate that the overview is set to visible. To hide an overview deactivate the check mark or make a right mouse click on the head (tab) of the according overview and select Hide from the menu. Rename If you want to rename an overview click on the head (tab) and select the option Rename from the menu. Move If you want to move an overview to a dierent position (right or left) you can make a right mouse click on the head (tab) and select the option Move to the right or Move to the left. 2.10.1.1 General Overview

The General Overview is the main overview that shows all Computers, Additional Machines, Cabins and Cafeteria tables in a list. Click on the head of a column to sort the entries by this column. The status of every Client is marked in colors and by an entry in the column Status.
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2.10.1.2

Computer Overview

The Computer Overview shows all computers in a list. Click on the head of a column to sort the entries by this column. The status of every computer is marked in colors and by an entry in the column Status.

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2.10.1.3

Callshop Overview

The Callshop Overview shows all cabins (phones and faxes) in a list. Click on the head of a column to sort the entries by this column. The status of every phone is marked in colors and by an entry in the column Status.

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2.10.1.4

Graphical Overview 1 and 2

The graphical Overview shows any Clients you wish to be displayed (Computers, phones, additional machines etc.) with graphics. You can dene two dierent Graphical Overviews, for example if you have two rooms or levels and want to display them separately. To make changes to the overview go to View Graphical Overview 1 Edit or select a Client from the Graphical Overview, make a right mouse click and select the option Edit graphical overview. You can for example select the size and positions of the Clients and dene a background picture. For a detailed description on how to edit the Graphical Overview please refer to the Installation and Conguration Manual. New order Settle The ashing Cafeteria symbol indicates a new order from the Client (left side).

The ashing cash symbol indicates a Client that needs to be settled (left side). The message symbol indicates a new message from a Client (middle).

Message

WebBlock The WebBlock symbol indicates the activity of the WebBlock Filter Software at a Client (right side).

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2.10.1.5

CallingCards

In the CallingCard Overview you can see the CallingCards which can be sold in the software (using ShopPoint credit). For a detailed description please refer to the part CallingCards in this manual. 2.10.1.6 Cafeteria

The Cafeteria Overview shows all tables and all active Clients. Here you can perform cash sales, take orders from the Clients and settle Clients. Click on the head of a column to sort the entries by this column. For a detailed description please refer to the part Cafeteria in this manual.

2.10.2

Display time

Go to View Display time to display or hide the time in the main window of the software.

2.10.3

Info bar

The info bar which you can nd just above the windows start bar indicates status and usage information. Status information The status information displays the status of the connections e.g. to the WebBlock Software, the SMB-Server, the phone syste etc.

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Active connections are being displayed in color symbols. If the connection is inactive the symbol will be gray. Usage information On the right side of the status bar you will see some information on the usage, showing how many Clients are currently in use (e.g. 5 of 10 5/10) and the eciency in percentage (e.g. 50%).

2.10.4

Message Board

The main window if the software shows a message board just under the Client overviews. Here can you see important messages that the software sends, e.g. if a Client has an older software version than the Server, if the ShopPoint credit is low or if new updates are available. If this message board is not visible you can actiavate it in Settings Local Conguration View.

2.11
2.11.1

Other
Change language

In InterCafe 2010 Server you can change the language of the software at any time. To do so, go to File Change language and select the desired language for the Server software. Only the inherent parts of the software can be translated - names of the Clients, items and product groups which you have entered by yourself will stay the same.

2.11.2

User logo

To logo a user go to File Logo user. A new window will be displayed for the login of the next user.

2.11.3

User Logo and shift change

To perform a user logo with a shift change go to File Logo user and end shift.

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End shift The start and end time of the shift will be displayed as well as the shift revenue. With the button Print shift revenue report you can print the revenue report for the shift. With the option Print current stock list a list of the current stock level will be printed. Cash position The cash position of the start of the shift will be displayed and the balance which is due. Check the cash which is in the cash drawer and enter the amount in the eld Current cash position. If a dierence results it will be displayed here. If the dierence is negative (indicated with minus) this means that for example too much change was handed out and the amount is therefor missing in the cash. A positive dierence can result if customers for example paid some extra money as tip or gratuity. Enter the new cash amount (e.g. the change that stays in the cash drawer). The software will automatically display the amount which you need to take out of the cash drawer. Click on OK to conrm your entries. A new window will open where for the new user login. The new user will have to conrm the cash position.

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2.11.4

Callshop Price Information

Go to Extras Callshop Price Information or use the according icon on the icon bar to get to the Callshop price information. Enter the phone number (with country code) or select the zone. The software will display the price per minute and the price for the call for the indicated time. The price includes the basic fees but not the usage fee if you charge any usage free for the use of a specic phone.

2.11.5
2.11.5.1

Communication
InterMessage

With the InterMessage option you can send and receive messages from and to Client-PCs.

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Send message To send a message to a Client-PC select the desired Client-PC in the overview, make a right mouse click and select the option Send message. Read message If you receive a message from a Client-PC this will be indicated with a ashing message symbol in the graphical overview. Click double on the symbol to open the message. Unread messages will also be displayed in the InterMessage Manager in Extras InterMessage. Delete message To delete a message use the red X button in the InterMessage Manager. To answer a message you can click double on the message and reply to the message. 2.11.5.2 Send text messages

To send text messages to mobile phones from the Server go to Communication Send text message. The text message service is identical with the text message service at the ClientPCs. For a detailed description please refer to the part InterCafe 2010 Client in this manual. You need to have ShopPoint credit to send text messages.

2.11.6

ShopPoints

Go to Extras ShopPoints to see the current ShopPoint credit. ShopPoints are necessary for the text message service, the MMS service, the sale of CallingCards, the SoftPhone and if applicable for the use of phones. If the ShopPoint credit is low you can order a new ShopPoint package from your dealer or directly from blue image. Refresh 2.11.6.1 Click on Refresh to update the current ShopPoint balance. Warnings

If you want to receive a warning from the software once the ShopPoint balance has reached a certain quantity you can dene the balance and the type of warning here. The warning will
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be sent once a day / per type of warning. Display warning at Server The warning will be displayed as message in the message board. Warning by email The warning will be sent as e-mail to the indicated e-mail address. You can enter several e-mail addresses devided by commas. Warning by text message The warning will be sent as text message to the mobile phone number you have entered. You can dene several phone numbers, devided by commas. Please note that ShopPoints are needed to send the text message so be careful not to set the balance at which you want the warning to be sent too low. If the balance is 0 there are no ShopPoints left to send you a text message!

2.11.7

Provicer credit

2.11.8

Support

Go to ? Support to get to the Support area.

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2.11.8.1

Send support request

To send a support request to the manufacturer you need to enter your name, your phone number, your e-mail address and the subject of your request. Please also enter a detailed description of the error or the problem. If necessary you can attach log les or databases of the program. Click on Send support request. You will get an answer by e-mail or phone. 2.11.8.2 Activate Remote Help

The software InterCafe 2010 oers a Remote Help option from your dealer. Please contact your dealer or blue image before activating the Remote Help. Support or help via the Remote Help tool may include costs. Talk to your dealer or blue image when asking for support. To activate the Remote Help you will receive a code from your Service partner (your dealer or blue image) which you will have to enter here.
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2.11.8.3

Frequently Asked Questions

Click on this option to get to see the Frequently Asked Questions in the CustomerCenter.

2.11.9

InterCafe 2010 Website

Go to ? InterCafe 2010 Website to get to the InterCafe 2010 website.

2.11.10

CustomerCenter

To get to the CustomerCenter go to ? CustomerCenter. The CustomerCenter is a website which you can also access from any other computer (from home or when you are on vacation) to view the status of your terminals, see your revenues (optional), send and read support requests, read news and much more.

2.11.11

Info ...

For information on the program version, the modules that are registered, contact data of the manufacturer and other information go to ? Info... . Here you can also see the total trial time and the remaining day of the trial time or - if your software is already registered - the registration name.
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Program version The program version indicates the version of the InterCafe Server. The ID is the unique number of your computer. Service-Version The servie version indicates the version of the InterCafe Service.

Please note: The program version and the service version always need to be identical! If they are dierent you need to make an update!

2.11.12

Shortcuts

The following shortcuts can be used in the Server program:

F4 = Sale of LoginCodes F5 = Refresh F8 = Cash Journal F9 = Cash Sale F11 = Open cash drawer F12 = Member Overview STRG+F12 = LoginCode Overview STRG+E = New Member STRG+L = Logo user STRG+S = Shutdown Manager

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Chapter 3

InterCafe 2010 Client

Depending on the conguartion of the InterCafe 2010 Client software (see Installation and Conguration manual) the screenshots in this chapter may vary from the images on your screen. If you are missing an option or function please check with your Administrator if the option has been deactivated in the conguration of the InterCafe 2010 Client software.

3.1

Login Screen

The InterCafe Client software should automatically be started with the start of the computer and the Client Login Screen should be visible. Depending on the conguration dierent login options for the customer are visible on the Login Screen. A Client-PC can of course always be started (opened) from the Server.

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Tari Informationen Click on Tari Information to see details on the current tari. This information can be dened in the tari settings at the Server (see Installation and Conguration Manual). Terms of Use Click on Terms of Use to see the Terms of Use. This information can be dened in the General Options at the Server (see Installation and Conguration Manual). Language By clicking on any of the displayed ags the language for the Client software can be changed. The language can also be changed after the login and will stay until the customer changes it to a dierent language. If the customer logs o and the computer will be settled, the language settings will be reset to the standard language that has been dened in the General Options at the Server.

3.1.1
3.1.1.1

Login at the Client

Login with Coins

If a coin acceptor is connected to the Client-PC the customers can login by inserting coins in the coin acceptor. If a minimum amount has been dened in the tari this amount has to be inserted to open the Client. If a bill acceptor is connected to the Client-PC, bills can be inserted, too. 3.1.1.2 Login with Nickname and Password (Member)

Members can login by entering their nickname and password. If a coin acceptor is connected to the Client and the according option has been activated in the General Options at the Server the customers can add credit to their member account by inserting coins. 3.1.1.3 Guest Login

Customers who do not have a member account can login as guest. This option is the same as if you start the Client from the Server with the option Postpaid. This means that the customer will have to go to the sales desk to pay after he has used the Client-PC. 3.1.1.4 Login with LoginCode

Customers using a LoginCode or Prepaidcard for the login can enter the Login Code in the according box on the screen. To extend the time or credit of a LoginCode the customer can go to Status in the Client-Menu and click on the button Add credit. He can then enter the new LoginCode and the new credit will be added to the current credit. 3.1.1.5 Login with Chipcard

Customers who want to login with chipcard need to insert the chipcard in the chipcard card reader.

3.2

Client-Menu

The Client-Menu will automatically appear after the login in the top right corner of the Client screen.
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Move the mouse over the Client-Menu to see the menu with dierent available options, depending on the conguration of the Client software and the member prole.

Credit and time The Client-Menu shows the amount to be paid (when activated in postpaid mode) or the credit (for members, LoginCode or when activated in prepaid mode) ant the used time (for postpaid customers) or the remaining time (for prepaid customers). Change language If you click on the ag in the Client-Menu you will see a window with all available languages and can there select a new language. The software will automatically reset the language to the standard language (dene in the Genereal options) for the next user after the customer has logged o.

3.3

Communication

Go to Client-Menu Communication.

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The Communication part oers a number of dierent communication options such as text message service, MMS service, VoIP calls, e-mail etc.

3.3.1

Text Messages

With the text message service you can send text messages to just about any mobile phone in the world (almost all service providers are available except very few exceptions for some countries). Select the country rst. If the country is not available in the pre-selection you can select
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it from the drop-down menu. Select the prex and enter the phone number you wish to send the message to (without the prex). Enter the text you wish to send. Overlong text messages will automatically be devided in several messages. The total number of characters and the number of text messages as well as the price will be indicated, too. Click on Send text message to send the message. The price will automatically be deducted from the prepaid credit or added to the costs for customers in postpaid mode.

3.3.2

MMS

With the MMS option you can send MMS-messages (pictures) to mobile phones. The service is only available for Germany and Switzerland at the moment. The pictures can be taken with the webcam. To use this service a webcam needs to be available at the Client-PC. Select the country rst. Select the prex and enter the phone number (without the prex). You can enter a short subject (no more than 36 characters). Click on Take pictures to take a picture with the webcam. You can send up to four pictures at the same time. The price will be indicated, too. Click on Send MMS to send the MMS message. The price will automatically be deducted from the prepaid credit or added to the costs for customers in postpaid mode.

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3.3.3

VoIP calls (SoftPhone)

With the phone option at the Client you can call anywhere in the world (mobile or landline phones) directly from the Client-PC. A headset with microphone and enough ShopPoints are needed. You do not need to have any phone system or any VoIP router! Dial Enter the phone number if necessary with country code. Use the numbers on the virtual phone on the screen or the numeric keypad on the keyboard of the computer. With the C-key you can delete entries. Start the call by clicking on the button with the phone receiver or by using the ENTER-key on yor keyboard. To redial the same number click on the button with the redial symbol (two circles). Volume The volume of the microphone and the speakers (headset) can be adjusted by clicking on the scales in the left and right side. If you hit the speakers button a red X will appear and the microphone will be turned o. To turn the microphone back on just click on the same button again. Costs The costs and the duration of the call will be displayed. To hang up a call just click on the button with the phone receiver.

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3.3.4

e-mail

With the e-mail option you can send e-mails to any e-mail address without having to have an e-mail address of your own. Enter your name or your own e-mail address (if you have one) as Sender and enter the e-mail address of the recipient. You can enter a subject as a type of subtitle for your message. Enter the message in the text box. Send pictures If a webcam is available at the Client-PC you can Take pictures and attach them to the e-mail. You can attach up to four pictures to one e-mail. Click on Send e-mail to send the e-mail. You will see a message which will conrm the successful sending of the e-mail.

3.3.5

InterMessage

The InterMessage function allows you to send messages to other Clients and the Server.

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3.3.5.1

Settings

Visible/Invisible If you want your Client to be invisible in the InterMessage system, you can select the option Invisible here. Options Click on the option icon (little tool).

Here you can dene the font type, the font size and the font color for your messages in the InterMessage system. Click on Preview to see a preview of the settings you have made. Here you can also dene if you want the message window to be opened automatically if you receive a new message.

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3.3.5.2

Send message

Select the PC from the list to which you would like to send a message. Double click on the selected entry. A new window will open.

Enter the message you wish to send in the bottom box and click on the icon on the right side or use the ENTER key to send the message. You can follow the discussion or chat. The entries are displayed by time and show the time at which the message was sent and the nickname of the user who sent the message.

3.4

Cafeteria

Go to Client-Menu Cafeteria to send an order to the Server.

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The customer can send order to the Server by using the Cafeteria option at the Client-PCs. The orders will automatically be visible at the Server and the amount will be deducted from the customers credit or added to his costs as soon as the sta member has taken the order at the Server. When creating an item at the Server you can dene if this item shall be visible at the Client (see Installation and Conguration Manual). Place an order To order an item select the product group from the drop-down menu and then the desired item from the list of items. Make a double click on the item or use the Add button to add the item to your order list. If you want to order several pieces of the same item you can enter the quantity and then click Add. If you want to delete an item from the order list you can mark it and use the red X button. Click on Order now to send the order to the Server. Previous orders The list Previous orders shows all orders that were made earlier.

3.5

Status

To see the current status you can go to Status in the Client-Menu.

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The status window shows the billing mode (prepaid or postpaid), the start time, the current credit, the remaining time and the end time (depending on the billing mode). You also see the usage and the additional costs as well as bonus amounts and loyalty points if available. Tari Information Click on Tari Information to see information on the current tari.

3.5.1

Transfer credit

To transfer credit from one to another member account you can click on Status Transfer credit.

The window will display the current credit. In the General Options at the Server you can dene the amount that has to stay in the member account. If a member transfers his complete member credit to another member account he will be logged out immediately. There for it is recommended to dene a minimum amount as credit that has to stay in the account. Enter the amount you wish to transfer and enter the nickname of the member you wish to transfer the credit to as recipient. Click on Transfer to transfer the credit to the new account. You will receive a message that the transfer was successful.

3.5.2

Add credit

To add credit to your current credit (e.g. member account or LoginCode) go to Status Add credit.

You will see the current credit. Enter the LoginCode which you wish to use and click on Add credit. The credit of the LoginCode will then be added to your current credit.

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3.6

Edit member data

If you are logged in as Member (with nickname and password or with chipcard) you can go to Status Edit member data to edit your member data (name, address, password etc).

Here you can make changes to the address data and your password. Conrm your changes with OK.

3.7

Logout

To logout from the Client before you have used up your credit you can use the Logout button in the Client-Menu. For members the remaining credit will be save in the member account. Guest will have to see the sta at the front desk to make the payment.

3.7.1

Create member account

If you want to save the remaining credit (e.g. coins that were inserted in the coin acceptor) in a member account and you do not yet have a member account you can create a new account by click on Create new account at the Logout. The remaining credit will then be save in the new member account and the customer can come back and login with his nickname and password to use up the remaining credit.

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Chapter 4

InterCafe 2010 Kiosk

Kiosk terminals (single computer stations) need to be operated in the prepaid mode, e.g. with coin acceptor, LoginCodes or member accounts. If you do not want to charge for the usage (e.g. in hotels where you want to oer free internet access to the guests) a Login with LoginCode is still recommended to limit the time for each guest to for example 30 minutes. Customer interface The visible customer interface (Client) at the kiosk is identical to the regular Client. For a detailed description please refer to InterCafe 2010 Client in this manual.

4.1

Shutdown/restart Kiosk Terminal

To shutdown or restart a Kiosk terminal you need to make a double click on the little black dot in the top left corner of the Client screen. Select Shutdown computer and enter the password of the Client-Conguration or the name and password of a special user which you can create in the Server software. You can dene that this user is only allowed to shutdown the Client (see Installation and Conguration manual).

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Index
Additional Machine start, 10 Cabin start, 10 Cafeteria, 39 Billing, 43 Cash sale, 45 Free item, 41 Guest, 43 Internal needs, 46 Member, 42 PLU, 41 Price list, 59 Refund, 42 Split bookings, 44 Stock arrivals, 47 Stock Management, 46 Cafeteria Manager Settle table, 15 Cash Cash drawer, 51 Cash report, 53 Deposit, 53 Payout, 53 Shift change, 69 Client Change language, 79 Client-Menu, 78 Edit member data, 88 Login, 77 Login Screen, 77 Logout, 88 Maintenance, 13 Pause, 12 Send e-mail, 83 Send MMS, 81 Settle Client, 15 Shutdown, 63 SoftPhone, 82 Start, 9, 63 start, 12 Text Messages, 80 Transfer customer, 13 Conguration, 8 Installation, 8 Login Screen, 77 LoginCodes, 18 Create LoginCodes, 19 Edit LoginCode, 20 Sales campaign, 24 Sell LoginCodes, 22 Maintenance protocol, 62 Member, 25 Account, 27 Bonus, 28 Bonus Manager, 37 Create Member, 25 Issue Chipcard, 28 Loyalty Points, 29 Member Overview, 25 Tari Manager, 34 Messages, 69, 71 Read, 72 MMS Send, 81 Order, 40 Pause protocol, 62 Pay after use, 12 PLU, 41 Postpaid, 12 Refund of prepaid credit, 18 Server Change language, 69 Message board, 69
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Send text message, 72 View, 64 Shutdown Manager, 63 SoftPhone, 82 Split bookings, 44 Statistic Reports LoginCodes, 60 Member accounts, 59 Revenue, 56 Statistic reports Cash Sale, 59 Statistics, 54 Text Messages Send, 80 View, 64 Wake on LAN, 63

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