Aspect Software

 

Back-office software for Restaurateurs

 
 
 

Importing From A Point-Of-Sale System

 

(Revised 05-06-2000)


 

The table below lists the types of information that are typically imported into Aspect from a point-of-sale system. It is not necessary that data for all of the categories be supplied nor that all of the fields in a particular category be supplied. However, some features in Aspect may be limited or unavailable depending on the information supplied.


The categories are organized in a way that is most typical. It is not necessary that the actual point-of-sale data files be organized in this fashion. Data for more than one category of information may be supplied in a single file.


Data formats currently supported include CSV files, fixed-width Ascii files and DBF files. Aspect can also read directly from binary files created by C and C++ applications if the appropriate record declarations are supplied.



 

Description

Fields

Check Details


Much of the information required by Aspect can be supplied in the form of a detailed check journal. The check journal should include all the information necessary to reproduce any check.


Aspect’s daily sales report, sales summary reports, journal reports and sales mix reports can all be created with information supplied by the check journal.


1.

Transaction number

2.

Check number

3.

Revenue center

4.

Date/time that check was opened and closed

5.

Employee that opened / closed the check

6.

Quantity, price, ID, department and category of each menu item sold

7.

Amount and ID of each discount applied to the check

8.

Quantity, amount, ID and menu item ID of each comp applied to the check

9.

Amount and ID of each tender applied to the check

10.

Quantity, amount and ID of each void applied to the check

11.

Amount and ID of each tax applied to the check

12.

Change given

13.

Number of guests

14.

Room number if applicable

15.

Account number if applicable

16.

Table number

Comp Descriptions


Number and description of each comp type. For example, 1-Overcooked, 2-Didn’t Like, 3-Manager Comp, etc.


1.

Comp Number

2.

Comp Name

Department Descriptions


Number and description of each department. For example, 1-Food, 2-Bar, 3-Retail, etc.


1.

Department Number

2.

Department Name

Discount Descriptions


Number and description of each discount type. For example, 1-Senior Discount, 2-Employee Discount, 3-Birthday, etc.


1.

Discount Number

2.

Discount Name

Employee Records


At a minimum, a name, job code and pay rate are required for each employee. Normally, an employee number will also be supplied.


The other fields listed here will be imported if they are available.


Each employee may be associated with up to 6 job codes and pay rates.


1.

Employee Number

2.

Address – Street

3.

Address – City

4.

Address – State

5.

Address – Zip

6.

Date of Hire

7.

Date of Birth

8.

Date of Termination

9.

Emergency Contact

10.

Emergency Phone

11.

Federal Deductions

12.

First Name

13.

Job Code (1 – 6)

14.

Job Code Rate (1 – 6)

15.

Last Name

16.

Marital Status

17.

Middle Name

18.

Payroll Number

19.

Phone 1

20.

Phone 2

21.

Sex

22.

Social Security Number

23.

State Deductions

Employee Time Clock


A clock in time, clock out time, job code and rate are required for each shift.


Net sales and total tips should also be supplied to produce a complete payroll timesheet.


All other fields are optional.


1.

Cash Tips

2.

Charge Tips

3.

Charge Sales

4.

Check Count

5.

Clock-In Time

6.

Clock-Out Time

7.

Covers

8.

Dining Time

9.

Discounts

10.

Entrée Count

11.

Gift Certificates Sold ($)

12.

Gift Certificates Redeemed ($)

13.

Job Code

14.

Net Sales

15.

Net Tip Transfers

16.

Pay Rate

17.

Table Count

18.

Tax Collected

19.

Total Tips

Gift Certificate Descriptions


Number and description of each gift certificate type. For example, 1-$10 Gift Cert, 2-$20 Gift Cert, 3-$30 Gift Cert, etc.


1.

Gift Certificate Number

2.

Gift Certificate Name

Job Code Descriptions


Number and description of each job code. For example, 1-Server, 2-Host, 3-Busser, etc.


1.

Job Code Number

2.

Job Code Name

Menu Item Descriptions


Number, name and price of each menu item. For example, 1-House Salad, 2-Club Sandwich, 3-Screwdriver, etc.


1.

Menu Item Number

2.

Menu Item Name

3.

Menu Item Price

Menu Item Sales


Menu number, quantity and price of each menu item sold. This information can be imported from a check journal if supplied.


1.

Menu Item Number

2.

Number Sold

3.

Sale Price

4.

Total Sales

Paid-In Descriptions


Number and description of each paid-in type. For example, 1-Uniforms, 2-Vending Income, 3-Cash Reimburse, etc.


1.

Paid-In Number

2.

Paid-In Name

Paid-Out Descriptions


Number and description of each paid-out type. For example, 1-Misc Food, 2-Cleaning Supplies, 3-Auto, etc.


1.

Paid-Out Number

2.

Paid-Out Name

Revenue Center Descriptions


Number and description of each revenue center. For example, 1-Bar, 2-Dining Room, 3-Patio, etc.


1.

Revenue Center Number

2.

Revenue Center Name

Sales Totals


Fields required to calculate net sales, gross sales, charges, discounts/comps and a deposit due should be provided.


When possible, figures should be broken down by department and by revenue center.


This information can be calculated by Aspect if a detailed check journal is supplied.


1.

Net sales by department and/or category

2.

Voids by department and/or category

3.

Comps by department and/or category

4.

Discounts by department and/or category

5.

Tax by department and/or category

6.

Tenders by type (Charges, house accounts, gift certificates)

7.

Tips by tender type

8.

Paid-outs by type

Tax Descriptions


Number and description of each tax type. For example, 1-Tax 1, 2-Tax 2, 3-Tax 3, etc.



1.

Tax Number

2.

Tax Name

Tender Descriptions


Number and description of each tender. For example, 1-Visa, 2-Mastercard, 3-Amex, etc.


1.

Tender Number

2.

Tender Name