INNO ON DEMAND (Costa Cloud)
In this Guide we will familiarize with the portal a little and simulate some basic changes to a till system. We will also go through the Reports section of the Portal to familiarize with all of the different types of reports available at your fingertips.
Some things we will cover below.
- User Interface: Familiarize with the INNO ON DEMAND portal’s User Interface.
- Reports: Brief run through and overview of what details are given in each report.
- Product Details: Create new, edit and move products.
- Screens: Create new buttons and a new Page/screen.
- Communications: How to push updates to your Costa POS till.
! You must first have a user account and address for this portal, if you do not have access please contact your manager or contact us directly at email@example.com
Below you will see the Dashboard after you log in. The main points of interest are the three buttons at the top. We will give a brief overview of each section within these buttons.
STOCK: Product details/Maintenance
ADMIN: Here is where you will find most of your administrative functions, for example, creating users for the portal, editing the POS settings and pushing down updates.
REPORTS: Here is where you will run all of your reports.
In addition to the main links at the top, we also have ‘Quick links’.
From left to right; Home, Shop details, Product Maintenance, Stock location search, Publish News and Purchase orders.
For now, we will focus on the main three buttons at the top.
Clicking on STOCK from the Dashboard will show the below stock options. 1 – 6 relate to Movements and 7-12, Product Maintenance.
- Purchase Orders
From here you can create, edit and finalize Purchase orders with the option to automatically send to supplier.
2. Stock Transfer
In Stock transfer you will be able to transfer stock from different locations. This is only for businesses with multiple branches/stock locations.
You can Create Draft transfers, View Requested, in-transit, Delivering and Historical transfers.
3. Stock Adjust
If you wish to Increase or decrease your stock count for some products, you can do this here.
Any adjustments made here will be printable and you can report on all adjustments made.
If you have stock that has arrived from a supplier and it is damaged or needs to be returned for whatever reason, you can process this using this section.
5. Stock Location
If you wish to check the location of a stock item within a multiple branch setup you will be able to search for the product here and the portal will show you the locations and current stock levels in each location.
6. Stock Count
Here is where you would update your stock after a stock take has been done.
You can add individual products to update stock quantity or you can add whole departments at once so you can go through the list and update counted quantities.
You can also save a template for fast access next time the stock will be updated.
Within this section you will be able to view, create new and edit all your products details.
You can sort the displaying of products based on the id code, description, department, supplier, cost, sell price, stock count, and barcode.
In this section we can view/edit/create departments. Each product would be linked to a department, which is also linked to a group.
In this section, like above, we can view/edit/create the Groups.
10. Purchase/Sell Units
In this section we can view and edit our Purchase and Sell Units.
Each, Litre, Kilogram, etc.
Example: A Bar has a Keg of alcohol as a stock item and this is linked to the Pint that is sold to the customer.
In order to keep track of stock, a Purchase unit of KEG is set up with a quantity of 88 (88 pints average in a keg.) and a sell unit is set up here with a quantity value of 1.
When one PINT is sold, it is linked to the KEG, so the quantity of 1 is removed from the stock item KEG – This is all made possible using this section.
11. Tax Rates
Here you will find your tax rate settings.
You can add a new tax rate here where you can then use with any of your stock items.
Here you can add new or edit Suppliers.
These suppliers can be selected when setting up a new product.
Clicking on ADMIN from your Dashboard will show the below options.
We will go through the various options and give a brief explanation on what these do.
Users: Here you will be able to create new users for accessing the portal.
Security Groups: Create different access roles for users on the portal.
Points of Sale: Select the till/POS that you wish to edit.
Communications: Here is where you will push updates down to a till.
Branches/Locations: Set up different Branches and Locations.
Publish News: Publish some news that is displayed on the portal dashboard.
Redundant Items: Not used because a different method is used where we just move a product to a ‘deleted department – historical reports would not be affected this way.
Here we have the REPORTS section – You have tabs along the top, each referring to the type of report you can run from each section.
FINANCIAL – Department sales, Voids, Refunds, Paid in and Paid out, Tender analysis and VAT reports.
LISTINGS – Various Stock Count sheets, Item listings, Tax rates, Suppliers listings etc.
STOCK MOVEMENTS – Various stock reports, Purchase Orders, Stock transfers, Picking Lists etc.
STOCK SALES – Various stock-based sales reports, Best sellers, Discounts, Group, Department Sales Summaries.
TILL SALES – Various Sales Reports, Hourly sales, Operator Sales, Product sales etc.
We will go through these reports with a brief description of what each report is, later in this guide we will run a couple of reports to familiarize with the criteria for selecting a report and understand the configurations we can have to display only the information we require. For now, we will briefly skim through the various types of reports available.
(Feel free to advance to the next part of the guide as there are a lot of reports to go through)
These reports can be found under the ‘Financial’ tab.
Department Sales by Operator Branch: Gives a breakdown of department total sales figures. Report is broken down by Branch and then each operators’ sales belonging to that branch.
At the end of the report you will see each Branch’s total department sales figures.
Financial Paid In: This report will show you a breakdown of PAID IN functions (Float etc) made on your POS terminal. Broken down by date, till name, Time, Reason, Operator and Paid in Value. Go to the last page to get the total for all paid in functions
Financial Paid Out: As above this is the same report, only it is reporting on the Paid-out function. (Pay Supplier, Window Cleaner, Cash Drop etc.)
Financial Refunds Detailed: Reports on refunded transactions with reasons. (if enabled on your POS.)
Financial Refunds Summary: This report will be a summarized version of the above, leaving only the Date, Reason, No. of items refunded and the combined value.
Financial Tender Analysis: This report will show you a breakdown over a selected period of your tender figures broken down by each tender.
If you go to the last page you will get each tender total and a combined total on the right-hand side.
Financial Voids: Reports on Voids, broken down by operator, product number and description along with the void reason, quantity and value.
Financial Summary: This report will allow you to choose a Year, Month and first financial month of the year to give a breakdown of your turnover by month.
No Sales Report: This report will show you a breakdown of your “NO SALE” functions that happen on your Costa POS. The report is broken down into Date, Operator ID, Transaction Number, Time and Quantity. Go to the last page to see your Grand total.
Refunds by Day Week and Year Matrix: Reports by day/week/year for refund totals broken into a column each for each branch. Totals given on last page.
Sales By VAT Report: This report will show your VAT totals, Inc and ex VAT along with the product name, plu/barcode and the VAT total amount per product over a specified period of time.
As with most reports – Hit the Last page button to view the last page of the report where your total figures are shown.
There are various types of listing reports here, these reports can be exported into a printable EXCEL friendly format.
Basic User Listing: Lists the users on the portal.
Departments by Group: Lists all your Departments sectioned by Groups.
Shop Listing: Lists all your branches.
Stock Count Sheet (various): Generates a Count sheet with all your stock items and codes, these can be printed and used for stock taking purposes.
Stock items Margins: Lists your stock items by department, displaying the items costs and prices with their margins.
Other various reports: Self-explanatory.
Stock Movements Reports
There are various types of stock reports here relating to the movement of stock. Current Stock by Department: Shows you your current stock, sorted by department. Includes the product number, Supplier codes, Description, Stock Level, sales Qty, stock in and out over weekly and monthly time frames.
Current Stock by Location Per Branch: Shows current stock sorted by location/Branch. Includes the product numbers, descriptions, Stock level, Last activity and combined totals for each branch.
Current Stock by Supplier: Shows you your stock levels sorted by each Supplier. Includes Supplier Code, Department, stock codes, descriptions and cost prices.
Current Stock Cost Report Location: Shows your stock, sorted by location(s) and departments.
Includes stock codes, Descriptions, Cost Prices, Current stock and Total Cost.
Current Stock Inner Outers: Shows your stock levels for inners and outers with the product details and last activity.
Current Stock Situation Location Matrix: Shows you all your stock in each of your locations. Inners, Outers, Current stock, and product descriptions. Similar layout to above reports.
Individual Stock item Movement History: Shows a report on movements for individual stock items with reference codes, qty and values (Does not include Sales as Movement).
Individual Stock item Movement History 2: Same report as above except this time it reports on sales stock movements.
Outstanding Goods inward: Shows all your outstanding ‘Goods inward’ orders.
Purchasing Order Delivery Completion: Allows you to review purchase orders delivered from a list. As always, exportable and printable.
Purchase Order Invoice Completion: Allows you to view and print completed Purchase Order related invoices.
Purchase Order To Supplier Completion: Allows you to view and print completed purchase orders sent to suppliers.
Staged Transfer Picking List: View picking lists for transfers of stock between stock locations.
Staged Transfer to Destination Completion: View Completed Transfers by destination.
Staged Transfer to Transit Completion: View Completed Transfers by Transit
Stock Adjustment Completion: View Completed Stock Adjustments.
Stock Count Completion: View Completed Stock counts.
Stock Levels by Department: View current stock levels by Department. Shows Stock level, Cost price, Sell Price and Gross margin and percentage.
Stock Situation Basic: View current stock levels and last activity.
Stock Situation Branch: View the current stock levels by Branch. Also shows Outers, Inners, Pack sizes, Last activity, Goods inward and outward, transfers in and out.
Stock Situation Inner Outers: View current stock by totals, inners and outers.
Stock Situation Location: Exactly like Branch Situation except selectable stock locations rather than branches.
Next we will look at the Stock Sales Reports.
Stock Sales Reports
This section gives various Sales reports related to your stock items.
Best N Seller Location: Shows your best-selling stock items by Gross Margin over a specified period, you can choose to show 25, 50, 100, 250, 500, 1000 or 5000 items along with their sales data.
Best Seller by Quantity: Like above report, Shows Best Sellers but this time by Quantity Sold.
Best Seller by Value: Shows Best Sellers by Sales Value.
Department Sales by Group: Shows your total sales figures sorted by your Product Groups. Lists your Group Totals along with each Group’s Department Totals.
Department Sales Summary: Shows your total sales sorted by Departments.
Discount Report: Shows Discount amount sorted by each individual reason, gives Cost, price per discount, Discount percentage, amount and totals.
Discount Report Detailed: Shows a detailed version of the discount report, extra information included are Date/Time and transaction number.
Discount Group Sales Summary: Shows a summary of Sales totals for each Group for each Branch.
Margin Analysis Detailed: Shows a detailed report of your sales based on the profit margin. Gives item costs, Total Costs per item, Sales Value, Avg. Sale Price, Gross Sales, tax, Gross Profit, Gross Margin, % of Sales per Branch and Location.
PLU Sales Report by Department Consolidated: Shows Sales figure totals for each individual sellable product, gives Sales Qty, Value, Sales Value Less Tax, Cost, Gross Profit and Margin.
Product Sales by Department: Shows Product Sales totals sorted by Department.
Product Sales by Tax Group and Department:
Shows each individual product sales sorted by tax group. Gives Quantity sold, Sales incl VAT, Sales ex VAT and VAT amount.
Profit after waste: Shows Profit values after waste is considered. Gives Department, Product code, Description, Sales cost, Qty, Profit, Waste Cost, Qty and Profit After Waste.
Sales by Branch matrix: Shows Total Sales by branch in each column, sorted by each day over the specified period.
Tax Breakdown: Shows a Breakdown of your tax figures, Gives each products sales-figures with a total at the end, for each branch if applicable.
16. Tax Breakdown Summary: Shows a summary of your tax figures for sales based on the specified period.
This Section will provide you with a lot of Till Specific reports.
Hourly Sales: Shows you Sales figures per hour of the day. Displays a nice graphical pie and bar chart for each timeframe throughout the specified period. You can customize it to show you 15 or 30-minute increments also.
Hourly Sales By POS Terminal: Shows you how many transactions are made on each till during each hour of the day, sorted by Tender type and POS Terminal.
Operator Sales By Day and POS Terminal: Shows till sales over specified period, sorted by Operator and each tender types totals.
Operator Sales By POS Terminal: Shows your Operators sales sorted by each terminal – like above except the time frame is not broken down by day and shows the total over the specified period.
Operator Sales By Read and POS Terminal: Shows each individual operators sales and each transaction with tender type and values – includes voids.
Transaction Sales by POS Terminal: Same as above, this time broken down over the whole period selected instead of each individual day.
Transaction Sales By Read and POS Terminal: Shows same data as above just this time broken down into each individual transaction.
That concludes the Reports section of this guide, Move on below to part 3.
In this section we will go trough some things related to creating and editing different products on your POS system. We will create a new Product, Department and Group. (Every product is linked to a Department, and every Department is linked to a Group.) Then we will create a button on our till screen so the POS system can sell the item, once completed we will then push the changes we made to the POS system.
- To Begin, we need to go back to the main Dashboard/Homepage of your portal and select the green STOCK button at the far left of the screen.
You should now see the below options.
- Click the Products button under the heading PRODUCT MAINTENANCE.
The Product maintenance screen will be shown.
From here you can see the different columns that represent the products details.
- IDCODE = PLU/ Product code
- Modified Date
- Total Stock
- Selling Codes/Barcodes.
Each of these should be self-explanatory.
Along the bottom we have empty boxes where we can filter what is shown. For example, if I only want to see products in the Starters Department, simply type ‘starters’ into the box in the department column to see only products that are in this department. Same for suppliers, cost etc.
To Begin, we will create a new product.
There is one thing to note when assigning a code to a product, the first few digits, normally, relate to the Department code and the rest of the digits can be a count of each product in this department. For example, Department 989 has 25 products, So I know that I would have created these products in the format of 989001, 989002, 989003, 989004, 989005, 989006, 9989007 and so on.
There is no requirement to create codes in this way, it makes a massive difference when you want to find products on your POS system. ‘Good Housekeeping’ like this will pay off when you can see there is a calculated structure to the numbering of products, departments and Groups.
Click on the top left button “Add New Product”
You will see a new box appear where we can enter the new products details.
We will use the example details below to create this new product – There was no department or supplier previously set up, we can do this from this section by hitting the ‘+’ beside Department and Supplier. For the Group, just select any group for the purposes of this example, Groups must be created outside of this section.
ID CODE = 989001
DEPARTMENT = 989
SUPPLIER = TEST
COST PRICE = 6.48
SELL PRICE = 10.95
GP% = (LEAVE EMPTY – IS AUTO CALCULATED)
SELLING BARCODE = 989001 (OR AN ACTUAL BARCODE IF IT HAS ONE.)
DESCRIPTION = TEST PRODUCT – As it will appear on the customers receipt.
TAX = 23%
PURCHASE UNIT = EACH (WHEN ONE IS SOLD, ONLY 1 IS REMOVED FROM THE STOCK ITEM)
MIN LEVEL = 5 (MINIMUM STOCK LEVEL – USED FOR STOCK MONITORING)
MAX LEVEL = 50 (MAXIMUM STOCK LEVEL)
RESTRICTION LEVEL = (USED TO LIMIT WHO CAN EDIT THIS STOCK LEVEL BASED ON USERS RESTRICTION LEVEL, LEAVE IT EMPTY)
As you will see below, the details have been filled in.
Once satisfied you have all the correct details entered, Hit Add New Product at the bottom right of the box.
You will now see your new product is set up and is ready to be linked to a new button on the screen.
To Proceed we will move onto the screens section. We will add the new button to one of the pages already set up on the till.
In this section we will add a button for the new product we created and also we will create a new Page and link to it from an other existing page.
We must go to the ADMIN section of the portal now.
Then click on POINTS OF SALE
The next window will show you all the available till/POS systems.
In a lot of cases with multiple POS systems there will be a master till which all of the other POS systems will be linked to on your portal. This means that any changes made to the master POS system will be automatically sent to its linked POS systems also. Just make sure you are aware of which till/POS system is set as the master and you only need to make changes to this system. (If you are unsure which till is the master till, contact costa systems support).
Click on the Till/POS you wish to change, then click on the pink button at the bottom (Edit the Selected POS) that will appear.
You will then be brought to the Edit InnoPOS Till section.
This section, below, shows all of the settings you can change for this particular POS system. Each setting is in its own tab along the top. We want to change a button on our screen to add in the new product we created.
Go Ahead and click on the SALES SCREEN LAYOUT tab, along the top, in the middle of the tabs. (The selected tab will appear in white)
Sales Screen Layout will show you a list of all of the pages/screens on the selected POS.
The tick box beside the screen number tells you whether this page/screen is active or inactive. If you wanted to prepare a new page for an upcoming promotion or upcoming menu change, you can do all of the work here and just mark the page as inactive, this ensures the page cannot be used until you wish. Obviously if there is no link to this page from the existing screens or updates have not been pushed to the till yet, there is no way the page can be accessed either. (Only linked active screens are accessible from the till)
You can see what is on each screen by clicking on the relative tab beside screen titles. For now, we are going to create the new button onto screen page 1. We will click on the pink ‘1’ beside screen titles.
As you can see above, you will be shown the POS screen for the page you have selected. To add a new button, we will click on a blank button.
(You will see a small rectangular box appear with some arrows – this box is to extend or reduce the button size, left arrow will extend it to the left, right will extend to the right etc.)
What we need to do to edit the details for the button, is to double click on the button after you have clicked on it once to show the sizing arrows. The space will be covered somewhat by the sizing arrows so make sure you double click on the remaining space of the button.
- Button Editor
The button editor should be on your screen now.
Command – refers to what the till will do when the button is pressed.
Caption – refers to the text displayed on the button.
Font – Font type and Size of text.
Text, Back Colour – Light coloured Text and Dark coloured Button work best.
Visible – Refers to whether the button is hidden or shown.
Password – Set a password that must be entered to use the button.
To automatically find the product, just hit the PLU search button to the right, you can search by name of product or simply type the product number in.
Click on the product as it appears after you type into the box.
Then hit Save Changes when finished.
You should then see the button editor automatically filled with the products details.
The button text is also set as the product name – you can change what the button text says if you wish but the receipt will only show the actual product name.
Set the Button text colour and Background colour to whatever you wish.
You will see the new button has appeared. This button is now ready to be used.
We just need to send the new updates down to the POS. We won’t do this just yet, as we want to briefly go through adding a new page / screen.
- Add a new Page / Screen
To add a new page to the POS, go back to SCREEN TITLES tab at the far left of the ‘edit inno pos screen’.
As above, we can see that page 16 hasn’t got a tick in the box beside its name – this means it is not active.
We will create a new page here. Tick the box and then hit the pink “Save screen Titles Settings” at the bottom.
When the portal page reloads, we will see a new tab appear (16) along the title tabs section. We can now click on this new page to edit it. Go ahead and click on the new page tab you made active.
You have now successfully created the new page and are ready to change the buttons.
As we can see below, the screen layout has a default placeholder screen.
You will need to create the new buttons/layout as per other screens just adding in the navigation buttons mainly.
To create this new page, the same as another page, you can hold CTRL on your keyboard and click on the Pink Admin button to open a new browser tab, navigate to screen layout again and select a screen number to open that screen – you can switch between the two browser tabs and copy button details.
(CTRL + TAB buttons will normally switch between your browsers tabs.)
We want the till to use the same screen navigation to make it more intuitive or easier to find pages and products. Buttons will be edited in the same way as above. For a whole new page or screen, its best to contact costa systems support on your first time so it can be explained in more detail.
In this section we will learn how to push updates to a POS system.
It is very important to note some of the points here so follow carefully and if you are unsure of any process or procedure, call costa systems support for assistance.
NOTE: If you have multiple POS systems, they may be linked to one specific Master till. In this case, always select your MASTER TILL. – If you are unsure, call costa systems support for assistance.
First, we need to navigate to the Communications section of the portal.
Click the Pink ADMIN Button along the top of the page,
Then click on COMMUNICATIONS in the next window.
All your POS Tills will be listed.
Highlight (Or double-click) your master till or the specific till you wish to send the updates to.
A pink button will appear at the bottom. “Send Updates to the selected Inno Pos.”
Click this button.
You will then be shown a list of ‘Communication Options’…
Communication Options: Means which updates to send to the POS.
NOTE: ONLY send the updates that you have actually made.
NEVER SELECT “PRODUCTS – ALL” – unless instructed to, by costa support or experienced manager. It is normally only used to send all products down to a blank till. There is no need to send all products down when you are only updating.
This ensures the fastest time possible to update from portal to POS. The more selections we make, the longer the communications will take to complete the update because obviously there is more data to process.
For this example, we have created a new product, a new department, a new group and changed the screen layout. We need to select ‘Products – Updates‘ – ‘Groups’ – ‘Departments’ and ‘Screen Layout’.
(If you have added a supplier, you’d tick that box too, if you added a staff member, tick Operators and so on.)
Once you are happy you have selected the required boxes, hit the pink SEND SELECTED OPTIONS button to send the updates to your pos system.
You will see a confirmation box appear, SUCCESS.
Please allow upto approximately 5 minutes for the updates to be successfully communicated to the POS system. If there were screen changes, you may need to restart the software on the till to refresh the screens with the new updates.
If the updates have not been received after 10 minutes and a restart of the software, please verify that the POS system is connected to the internet. If it is and you are unable to see the new updates, please contact Costa Systems support.
That concludes the INNO on Demand Costa Portal Guide.
Look for more guides on our website.
If you have any difficulty with any aspect of this do not hesitate to contact Costa Systems Support for assistance. firstname.lastname@example.org