Future Best Practices

Future POS Best Practices

Future Menu Setup:

• Sales Categories
  • All items MUST be assigned to a Master Sales Category or it will not poll into RASI
• Revenue Centers for Report Card reports will mirror what is set up in Future
• PLU's will generate in Future for each item
• Modifiers need to be built as individual items in order to generate the PLU for menu engineering

Future Employee Setup:

• XML Exported must be set up on the POS to allow polling. Future will need instructions sent to them in order to set this up.
• Best Practice is to assign jobs to an employee upon setup
  • New employees must be entered into Future on or before the first day they work a shift
  • Polling will not pick up hours that are manually entered into Future prior to the day the employee is built in the system
  • If employee is not built out in Future prior to first shift, those hours will need to be manually entered into RASI
• Employee ID field in Future will be POS ID in RASI
  • Set up employees in Future and RASI on the day they are hired
  • Enter POS ID into RASI profile
  • Future encrypts the Social Security Number, therefore, polling will be done with POS ID as the identifier
  • It is important that all employees have a unique POS ID and that they are not recycled as employees are hired and terminated
  • Report Card, Employee Reports, Employee Information will display this POS ID number
• Best Practice is to give dummy users (i.e. Bar Terminal, FOH Training) and salaried employees zero dollar pay rates
  • If non-zero pay rate is assigned, these hours will need to be deleted prior to beginning payroll and the pay period repolled
  • RASI reports are still able to show zero rate clock-ins if ever necessary
• If employees declare tips, they will automatically poll into the payroll. If paying tips on check, you can exclude credit card tips if they are part of the Future declared
• If you are taking a Tip Reduction, this can be set up in Future and automatically polled into RASI

Future Discount Setup:

• Best Practice is to use Item Level discounts instead of Check Level discounts
• Discounts will be mapped to GL's in RASI with consideration for compliance and use tax implications
  • Consider clear naming conventions for proper use by staff
  • Consider avoiding generic comps that don't give clear action to resolve in Future (i.e. Open % and Open $)
  • Important distinctions
    • Whether food, alcohol, or carbonated beverage is being discounted
    • Whether the comp is for an employee, owner, to build business, or resolve a customer issue
    • Whether 100% of the item is being comped

Future Paid Out Setup:

• Paid outs set up in Future will poll into RASI Sales Transmittal
  • Best Practice is to create specific paid out reasons so they can be mapped to a specific GL
  • Recommended Paid Outs:
    • Restaurant Supplies
    • Dry Goods
    • Office Supplies
  • Paid outs will show on Sales Summary Report Card Reports

Future Non-Cash Tender:

• If any 3rd Party Delivery Services are used, they will need to be set up in Future as a non-cash tender
  • Order is placed in Future: Ring in the order as per normal and close it to the non-cash tender in Future. This will poll to the delivery service on the sales transmittal in RASI
  • Payment is Received: Will be entered as a misc. deposit in RASI against the Delivery Service GL
• If Catering Deposits are Taken:
  • Set up a non-cash tender called "Applied Catering Deposit"
  • Create a sale for the Catering Deposit and close it per the tender that is used. This will poll into the Catering Deposit line on the sales transmittal
    • If the deposit is given via check, it will be entered as a misc. deposit in RASI to the Catering Deposit GL
  • On the day of the event, the order will be rung in as per normal and closed to the non-cash tender "Applied Catering Deposit". If a balance remains, collect form of payment and close check as per normal
  • Catering Deposits will live on the balance sheet as a liability until applied
• House Accounts - This is only to be used if the balance will be paid back. This is a person or organization that will place an order and pay for it at a later date
  • Set up the name of the House Account as a non-cash tender in Future
  • Ticket will be rung as per normal and closed to the non-cash tender. This will poll to the House Account line on the sales transmittal
  • When the balance is paid, it will be entered as a misc. deposit to the House Account GL
  • Best Practice is to have one generic House Account GL in RASI which will live as an asset on the balance sheet
  • Report Card, Payment Reports, House Accounts will show a balance of current House Account balances in Future

Future Refunds:

• If refund is due (customer complaint, incorrect charge, chargeback, etc...)
  • Refund amount from Future will be manually entered as a Paid Out to GL 5320 Bad Debt Expense
  • Refund amount from Future must be manually subtracted from polled credit card tender totals on the RASI sales page