After installation, you must configure a few of the settings for your restaurant.

In your browser, go to http://yoursite.com/admin/, and click on the ‘settings’ link at the top of the screen.  Then click on the name of the restaurant you want to configure.

Restaurant Settings

On this screen, you will find a number of business rules for your restaurant, such as hours of operation, whether you offer delivery or just take-out, etc.

As mentioned during the installation instructions: if you are installing a multi-restaurant instance of restaurant biller, do not use the first restaurant created as a live restaurant – keep it for testing purposes.  This is because the admin of the first restaurant is the super-admin of the entire portal and would have the ability to edit the data of all the other restaurants in the system.  Naturally you do not want to give these admin credentials to one of your customers.

Email Settings

Email settings can be confusing and are important to get right, so we have a separate document with more technical details.  PLEASE READ it before configuring your email settings in admin > restaurant settings > email

In short: You really should use the smtp settings to reliably deliver your email.  If you are hosting on godaddy with their classic web hosting account, you must use their smtp gateway: relay-hosting.secureserver.net (port 25), as per the godaddy email documentation. If you are using their newer cpanel hosting you can use ‘localhost’ as the smtp server name.

The simplest thing to do is to set up a new gmail email account and use gmail as your email server: ssl://smtp.gmail.com (port 465).

Note: for multi-restaurant configurations, If the email address on the restaurant settings page for a specific restaurant is blank, it will fall back to use the settings from the portal ‘restaurant’ (restaurant #1 in the system), so that every restaurant will use the same email server settings.  Email notifications will still be sent TO the email address configured on the admin > locations screen for the specific restaurant.  This is the simplest and recommended way of configuring the system (along with using the smtp settings for the portal restaurant).

 

Languages

Languages are used not only to provide multi-lingual support, but to allow you to customize all of the text displayed to the customer.  If you need to change a phrase in the system, this is the place to do it.

First, confirm that the language chosen for this restaurant is appropriate.  The system comes with both English and Spanish, but it is designed to be easily extended, so that you can add your own languages or modify the phrases used to suit your needs (check out /admin > languages for more details.  You SHOULD create a copy of the English language, and assign this copy to be the default language for your new restaurants.  The default English language is not editable, but any copies of English you create are editable, so you will be able to customize the phrases used in your application.

If you are running a multi-restaurant system, you SHOULD create the language copies from the portal restaurant (#1), so that those languages will be available to all restaurants.  If you create a new language while logged into a specific restaurant other than the portal, that language will only be available to that specific restaurant.

Themes

Next, select the ‘theme’ (templates) to be used by your restaurant.  The system comes with a basic/default template, but is designed to be customized.  Please see the customization documentation for details on how to customize the look and feel of your application.

Menu Categories and Items

Once the restaurant settings are configured, you will need to create at least one menu category, and configure at least one pricing ‘size/type’ (label) for each category, so that you can set prices for your menu items in that category.  If your menu category has only one size, you can call it ‘price’, as this label will show up on the product details page. Multiple sizes/types are most often used for beverage categories – small, medium, large or tall, grande, venti, etc.

Once the menu category is set up, you can add items to the category.  For each item, you can supply prices for each size (defined in the category settings), add a description, images and options.

Item Options

Menu items can have ‘options’ or modifiers added to them, which will present the customer with options to choose from when they place their order for that item.  For instance if you have a salad, you can ask the user for their choice of salad dressing, or if you have a steak, you can ask the user how they would like it cooked (well done, etc).  There are several options to control the options for an item – whether the user needs to select one, or can only select one, and whether there are extra charges for a particular item.

Category (Global) Options

Some sets of options can be created and applied to all of the items within one or more menu categories.  So for the salad example, if you put all of your salads in the same menu category, you could put the salad dressing options in a global option that would apply to the salad category, without needing to create or copy that option from item to item.  The other advantage of doing this is that changes made to global option sets will immediately be available on all items in those categories.

Ads

The built-in ad system is very basic.  If you need something with more features you are best served to integrate a 3rd party ad system.  Your web designer can assist with this.

Ad spaces/banners are created in /admin > ad manager.  Each ad space can be configured to host a number of specific ads (pictures with links).  Each ad space has a specific size you specify when you create the ad space.  You need to edit the default template to insert the code which will display a specific ad space.  The default template does not have an ad space defined because: 1) each ad space is created and configured in your database – the template cannot know which ad space you want to display until you have created the ad space.  2) the default template does not presume to now where you want your ad to display.  You can put the ad anywhere in any of the templates, and it will render correctly.  This allows you to even have multiple ads – such as one ad on the header and one ad in the sidebar, or even an ad on the order confirmation page.

When you create the ad space in admin > ad manager, it will display the snippet of code that you need to add to your template.  For example:

<script type="text/javascript" src="ads.php?function=serve&id=temp"></script>

Please see the instructions on customization for details on how to customize your templates.

Locations

Next, you should configure at least one ‘location’ – even for single-location restaurants. The email address configured in the location there is used as the login for the pos system found at http://yoursite.com/pos/.  More on POS later.

Payment Gateways

You will also want to configure/enable one of the payment gateways – the simplest is just ‘cash’, which simply generates email notifications.  You can change the name displayed to customers – for example ‘Pay when you receive the food’, or ‘credit card’.  Using a ‘cash’ payment method allows you to test out the system during initial configuration, and you can work on configuring other payment options once the rest of the system is working as expected.

Each payment gateway has different configuration options. In most cases this information is readily available from your payment vendor’s administration screens, or perhaps from your initial sign-up email received from your payment vendor.

If you have payment gateways checked on the location screen (admin > locations), it will use that list of payment options to present the user with a choice (or show them the only available payment option) on the checkout screen. This is not the normal configuration – it is only useful if a restaurant has more than one location and wants to use separate merchant accounts for each location. Copies of the payment gateway can be created (with different merchant account configuration), and the appropriate one assigned to the location. Don’t check payment options at the location level unless you’ve got multiple locations for the restaurant and need different payment options for each location.

If you have do not check any options on the location screen, it will use the ‘enabled’ status of the payment gateway on the gateway screen(s) to determine the list of gateways available. This would be the default way to configure things.

In either case if there is multiple options enabled, we present a drop-down list to the customer to choose their payment option. If there is only one, we show them the payment option without allowing them to change it. 99% of the time a single payment option is configured, with a display name of ‘credit card’.

Please note that the ‘speedline’ payment option is not a regular payment option – it is an integration option for customers using the speedline POS system. Please contact us before using this (allan@restuarantbiller.com).

Fax

For development convenience, the fax service ‘interfax’ is configured as a payment gateway, but it is not an actual payment option.  If the interfax gateway is configured and enabled, faxes will be sent to the configured fax phone number after payment has been completed.  This is an additional optional order notification option for restaurants that may not have internet access.

Homepage and Site Documents Content

You can change the default content of the restaurant homepage by using the simple Content Management System (CMS) included.  Adding additional site content documents is easy using the rich text editor, allowing you to upload images and other rich content.  The CMS will allow you to manage the menu of page links just underneath the site header in the default template.

POS

Restaurant biller comes with a ‘Point Of Sale’ system, which is NOT a cash register system, but rather an application to manage the active and incoming orders, meant to be run at the point of sale (the restaurant).  For POS, create a ‘location’ in the admin system.   Each restaurant can have multiple locations (but they share the same menu and other settings.)

Each location can specify an email address and password so that the manager of a specific restaurant location can receive emails for orders sent to that location.  That email address and password are used to login to the pos system so that orders for a specific location can be monitored.

However, you can also login to POS using the login for the super-administrator (admin of restaurant #1).  If you do so, you will see orders for all restaurant and all locations.

Order Statuses

If using POS, check out the ‘order status’ admin settings.  In order to use the POS system correctly, you need to create at least two order statuses, one of which needs to be marked as ‘complete’.  When orders are first placed, the system will set the order status to the first order status available.  The POS user can then update the status of an order, so they can manage when orders are ready to be delivered and/or completed.  The system relies on the the ‘completed’ status to calculate statistics on the POS screen and to decide which orders to display on the main POS screen and which orders to be placed in the left column as processed orders.

Emails can also (optionally) be sent to users when certain order statues are reached – IE an email can be sent out when the food has left the restaurant on the way for delivery.  Simply fill in the subject and email body on an order status, and the customer will receive an email when the order status for their order is changed to that status.

Each restaurant would use their own set of statuses.  However it’s possible to modify the system so that every restaurant would share the order statuses of the first restaurant ( useful for a delivery service to keep everyone using the same statuses).  That option doesn’t have a gui setting, so contact us to help you turn that on if you’re interested in it.

Other Settings

There are other settings you can change to modify the system behaviour, as well as reports you can view.  At this time this document only covers the minimum configuration requirements to get you started.  Once you’re up and running you can experiment with the system to see the effects of the various options.

Security

For multi-restaurant systems, if you are the super-administrator you can select the restaurant you are editing from the drop-down at the top of the admin screen.  If you are not the super-administrator, you will only be able to change settings for _your_ restaurant.  The system can also be configured to allow certain users to administrate a sub-set of the features, so that you can allow a restaurant manager to update the menu without having the ability to modify the payment gateway details.  See Restaurant Settings > Security tab.

News

The system comes with an optional news management feature.  This is not an RSS feed or link to RSS feeds.  It is not a newsletter manager.  It is simply a convenient content management system for restaurant owners to promote certain events for their restaurant.  The default template does not include the ability to display the news items on the homepage.  You must customize your default template to display the news items in the location you choose – before or after the menu or custom homepage content for example.  This was left off of the default template because this is a common element that is customized in every installation, and we cannot predict where you may want to show the news items.  As per the customization documentation, you (or your web designer) need to add the following tag in the index.tpl file to include the latest news items into your restaurant homepage content:

{include file="includes/latestNews.tpl"}

Next, you can customize the look and feel of the system.