Dashboard
Takings
Trade by hour
Payment breakdown
Top products
Departments
Takings by weekday
Held liabilities
Live Sales
| Time | Table | Order | Total |
|---|
Sales Overview
Your biggest sellers across every closed bill, by group, department, staff member and product.
Group Sales Total
Department Sales Total
Staff Breakdown
PLU Sales
Reports
Choose a report and a period. Every one can be viewed here, downloaded as a PDF, CSV or spreadsheet, or scheduled to arrive by email.
Scheduled Reports
A report that runs on a clock and emails itself. Nothing has to be remembered on a Monday morning.
| Name | Report | Terminal | Frequency | Time | Covers | Last run | Next run | Actions |
|---|
Sales Explorer
Every product line sold, searchable by date and department. Click a row to see the receipt it came from.
| When | Item | Department | Qty | Line total |
|---|
Timesheets
Shifts clocked in and out on your tills. A shift still running counts up to now. This is not the same as signing on to a till — that happens twenty times a service and is not what a wage is paid against.
| Who | In | Out | Hours | Where | Note |
|---|
Till Report
One row per trading day, with the takings behind it.
| Day | Orders | Discounts | VAT | Gross |
|---|
Bill Report
Click a bill to view or print its receipt.
| When | Bill | Table | Covers | Tender | Total |
|---|
Products
Button order, colour and kitchen routing all push to the tills instantly.
| Name | Department | Sub Department | Price | VAT | Printing |
|---|
Stock
How many of each product remain, and the department it sells under.
| PLU | Product | Department | In stock |
|---|
Departments
Drag rows to set the order they appear on the till. A button image or emoji shows on the till’s category rail.
| Department | Sub Department | Accounting code | Button image | Emoji | Colour |
|---|
Sub Departments
Drag rows to set the order.
| Sub Department | Accounting code |
|---|
Printer Categories
Group what the kitchen sees, and set the order it prints in — Breakfast, then Mains, then Desserts. Drag the rows to reorder them, then put each product in a category from the product form. A product in no category prints last, under no heading.
| Category |
|---|
A ticket comes out grouped and in this order, whatever order the items were rung up in:
--- BREAKFAST --- and then the breakfasts.
Import
Bring your departments, sub departments and products in from a spreadsheet instead of typing them one at a time. Nothing is ever deleted by an import.
1. Start from the template
The template carries the exact column headings we read, so a file filled in from it cannot be rejected for a heading you could not have guessed. It has a sheet explaining each column and a few example rows showing the format.
2. Upload your file
An .xlsx workbook. Sheets you leave out are simply not imported — to change only your prices, upload a workbook with just the Products sheet in it.
What this file would do
Modifiers
The question a product asks before it goes on the bill — which mixer, how the steak is cooked. Lay out the answers with Edit answers, then attach the question to a product on the Products page.
| Question | Fewest | Most | Answers | Used by |
|---|
Mix & Match
Drag rows to set the order deals are tried on the till.
| Deal | Qty | Deal price | Active |
|---|
Price Levels
Change a whole shelf of prices at once. Read one level, write another, and see every change before anything is saved.
The level the new price is worked out from.
Price 1 is the product’s own price and cannot be written by a bulk update.
7.5% on £3.20 is £3.44, and no bar prices like that. Pick the shape you actually charge in.
Which products
What will change
Recent price updates
Every bulk change is recorded with what each product used to cost, so the last one can be put back.
Finalise Keys
Drag rows to set button order on the till.
| Name | Kind | Opens drawer |
|---|
Error Reasons
Drag rows to set the order.
| Reason | Applies to |
|---|
Tax
Drag rows to set the order.
| Name | Rate | Default |
|---|
Your Menu Page
The page a customer lands on when they scan the code on their table. Set the address once — it goes on printed cards — then fill in what they see and turn it on.
Table Codes
Every table has its own permanent web address and its own code. Lay the card out once and print the set.
Online Orders
Everything that has come in from a phone in the last 24 hours, and what the till did with it.
Table Designer
Drag tables to lay out the room.
Table
Select a table to edit it.
Back Office Users
Managers and employees who sign in to this back office. People who only use the till are managed under Staff.
| Name | Office | Role | Access |
|---|
Staff
The people who work the till. They sign on at the terminal with a PIN, not an email — and whoever is signed on is the name that prints as “Served by”. What each of them may do is set under Staff Permissions and chosen here.
| Name | ID | PIN | Permissions | Status |
|---|
Training accounts are for practising. While one is signed on the till shows TRAINING: it works in this venue's practice copy instead of the real one, takes no card payment, opens no drawer, and its sales never count on the live venue's figures or X and Z. Needs Vesopa EPOS 1.7.3 or later — an older till does not offer a training account at all.
Practice venue
A copy of this venue for training: the same products, screens, prices and tables, with none of the sales, customers or gift cards. A trainee's till works against it, so their practice appears on its reports and never touches yours. Switch to it from the Site menu to see what they did.
Checking…
PINs must be exactly 4 digits and no two people can share one — the till pad signs someone on the moment the fourth digit lands, so a longer PIN could never be used and a shared one would attribute sales to whoever was found first.
Staff Permissions
Set up roles — Staff, Supervisor, Manager — say what each one may do at the till, then assign one to each member of staff on the Staff page. Anyone not in a group keeps every key, which is how the till worked before this page existed.
| Group | Can |
|---|
Back Office User Roles
What each back-office login may see and do. An accountant can be given the reporting and nothing else; a manager everything but the logins. A user with no role sees everything, which is how it worked before this page existed.
| Role | Description | Access | People |
|---|
Till & Printers
What every terminal in this venue does between customers, and what the venue calls each printer.
Background
Leave this empty for the built-in Vesopa screen, which is drawn on the terminal rather than loaded — so it always renders, even on a till with no network.
When it appears
Turn the PIN off for a fast counter where one entry per customer costs more than the attribution is worth — the idle screen then clears on any touch.
Automatic sign off
0 turns it off. Anything from 20 to 3600 seconds is accepted; 180 (three minutes) is the default. This never closes the cash session and never clears the bill on screen — whoever signs back on picks it up exactly where it was left.
Change window
After a sale settles the till shows what to hand back, then counts down. When it reaches zero it signs the staff member off and drops to the idle screen, so the terminal is ready for the next customer without anyone touching it. 30 seconds is the default; 5 to 300 is accepted. 0 leaves the box up until it is tapped.
Receipt printing
The till no longer asks the clerk whether the customer wants a receipt — that question was being put over the head of the next person in the queue, several hundred times a day, and the answer is the same every time in any given venue. Leave this off and no paper comes out at the counter; staff print one on request from the Receipts screen or the Last Bill key.
Printer names
What this venue calls each printer. These names appear on the product editor, in the catalogue, and on every till — so a station called “Fryer” here is “Fryer” everywhere. Leave one blank to use its standard name. Which printer is physically plugged in where is set on each till, under Settings › Printing.
The receipt printer is a routing destination too: tick it on a product and the counter gets its own ticket for that item, as well as the kitchen getting theirs.
Customer screen
What the screen facing the customer says when a member is put on the bill. Their name and points balance are shown underneath it.
Leave the greeting blank for “Welcome”. Turn the name off if you would rather not have it readable from the other side of the counter — the greeting still shows, and so does the bill. Nothing appears at all until a customer is attached to the sale.
Price level names
What this venue calls each price level. A till key labelled “Price 2” tells a clerk nothing and “Happy Hour” tells them everything — and the name appears on the product editor, on the price-level key at the till and in reporting, so it means the same thing everywhere. Leave one blank to call it “Price N”.
Price 1 is always “Price 1”. Which level a till is charging is switched at the terminal, under Functions; a loyalty tier can name one too, and that wins for that member’s bill.
Product buttons
On by default. Turn it off for a cleaner grid where staff know the menu, or where prices change often enough that the button is not where anyone should be reading them. The price still shows on the bill as soon as the item is rung up.
The bill
On by default, and what every Vesopa till has always done: tap Carling three times and the bill says 3 Carling. Turn it off and it says Carling, Carling, Carling — which some venues prefer, because the bill then reads the way the order was called back to the table, and because each line is a line to void on its own rather than a quantity to edit down.
Cash declaration
The Z then prints what was counted and whether the till is up or down against what it expected — the float plus everything taken in cash. Ask for a total is one figure and fast at close, but when the till is down there is nothing to say where. Count it note by note uses the denominations you have already set up, so a miscount shows as a wrong denomination rather than a wrong total. Backing out of the count cancels the Z rather than running it without one.
Notifications
The master switch. Turn this off and no Vesopa app pops a notification on any machine in this venue, whatever the boxes below say. Each app also has its own switch in its settings, so a quiet terminal can opt out of something allowed here — but nothing can turn back on what you switch off.
Events
A QR order is two separate switches on purpose: which screen somebody is actually watching differs by venue. A bar watches the till; a kitchen watches the board. One combined setting would be wrong for half of them.
Sound
Separate from the notification itself. A bar loud enough that a chime is just noise still wants the light on the screen, and a kitchen that cannot hear over an extractor wants the opposite.
Customer display
Off by default, and it should usually stay off: that screen faces a queue, and the person who needs to know is behind the counter. Switch it on for a display mounted somewhere staff actually stand.
Kitchen Screens
Vesopa Kitchen shows a station its orders on a touch screen instead of printing them. Products are still routed to KP 1 to KP 6 in the product editor exactly as they are now — this decides where each station’s ticket comes out.
Where each station delivers
Every station starts on Printer, which is what your tills do today — nothing changes until you move one. Both is worth running for a week or two before you unplug anything.
Which printer is physically plugged in where is still set on each till, under Settings › Printing — that is a fact about a counter, not about the venue. A station set to Screen needs no printer at all.
Kitchen logins
What gets typed into the screen on the wall. These belong to the screen, not to a member of staff — one per kitchen is usually right. Keep the username short: it is typed on glass with a finger.
Screens
A named board: which stations it shows, and how it behaves. Each machine picks which of these it is when it is signed in, so “the grill screen” means one thing in the venue and you can change it from here without touching the wall.
A kitchen with one screen needs none of this — an unconfigured screen shows every station, which is the right answer for them.
Start screen & branding
What the screens in this venue call themselves, and what they show while they start up. Leave a box empty and the screen falls back — to your receipt logo, then to the built-in Vesopa mark. This applies to every kitchen screen on the site, and takes effect on each one within a few seconds.
PNG with a transparent background works best. Shown on glass at about 120 px, so a mark reads better than a wordmark.
0 lets it clear the moment the board is ready. The board is fetched behind the start screen either way, so this never delays the orders arriving — it only decides how long they wait to be looked at. Six seconds is the most allowed.
Start screen
As the wall will see itLive board
—Screen Programming
Lay out what your tills show. The sale screen is a grid of buttons — each one a product, a jump to another screen, or a till function — and the two strips of chrome around it are laid out the same way: the top bar that carries your open tables, and the bottom bar that carries Pay.
The editor is open in its own window
Screen programming wants the whole screen — a grid, an inspector beside it and a till preview under it — so it opens in a window of its own. Look for the Vesopa screen editor window behind this one.
“Edit in this tab instead” is remembered on this computer. The ⤢ Own window key above puts it back.
What your tills open with
Every till in this venue. Built-in leaves that part exactly as it is today.Double-click a key to search for what it should be — any product, page or till function, by name. Drag the handle in its corner to make it bigger or smaller. Click a key to select it, or drag a box across several. Shift extends the box, Ctrl adds one at a time. To move keys, select them and then drag the selection — hold Alt to copy instead. Arrow keys walk the grid, Alt+arrows nudge what is selected, and Ctrl+Z, Ctrl+C, Ctrl+V, Ctrl+D and Ctrl+S do what they do everywhere else. Backspace clears the selection.
Nothing selected
Pick a button on the left to change what it does.
Choose what these buttons do first — a colour or a label on an empty cell is not kept.
Needs attention
Things a clerk would meet at the counter. A key that points at something no longer there refuses the press.
Fonts
What your tills letter everything in. A button can be given a font of its own; the rest follow this one.
TrueType (.ttf) or OpenType (.otf). A .woff2 works in a browser but not on a till, so it is refused rather than quietly ignored. Uploading a font is you saying you hold a licence to install it on your tills.
Fill from a department
Select some empty buttons, choose a department, and its products drop in — in the order they appear on your product list. Narrow it to one sub department to lay out a single shelf — lagers, not the whole bar.
Start from the built-in bar
Drops in the bar your tills show today, key for key, so you can move one thing rather than rebuild ten.
Customers
A standing discount here is applied automatically when the customer is attached to a sale on the till.
| Name | Card | Phone | Discount | Points | Membership |
|---|
Vouchers
Drag rows to set the order.
| Code | Name | Type | Value | Expires | Active |
|---|
Receipt Designer
Changes appear on every till as soon as you save.
Logo
PNG or JPG, up to 4 MB. Printed in black and white on thermal paper, so high contrast works best.
Venue details
Wording
Layout
Promotions
Offers and multi-buy deals. Live offers show on the till buttons.
| Name | Type | Applies to | Value | Runs | Badge | Active |
|---|
Performance
Gift Cards
Smart cards keep a balance and can be topped up. Paper certificates can only be redeemed once.
| Code | Type | Recipient | Issued | Balance | Expires | Status |
|---|
Deposits
Money taken in advance, redeemed against the final bill.
| Reference | Customer | For | Amount | Redeemed | Due | Status |
|---|
Loyalty
Points are earned when a customer gives their phone number at the till.
Earning
Redeeming
Membership
A membership card stops working at the till once it has expired. Staff can take the fee and renew it there, and this is what decides the new date.
Which products renew a membership is set on the product itself — tick Renews membership in Products. Any number of products may carry it, so full, concession and junior can all renew, each with its own price and VAT treatment.
Tiers
Customers move up automatically as their lifetime spend grows.
Top customers
Loyalty App
Your own app for your members: their card as a QR code the till scans, their points and history, and your news. It installs from a link on any phone, and as a Windows app from the Microsoft Store.
The app
How it looks
Fonts come from your font library (Programming › Fonts), the same ones your tills use.
Links shown in the app
Where you are
For notifications to members who are near you now. Members choose whether the app may use their location; it is kept for a day, never as a trail.
Send a notification
Sent and scheduled
Windows app (Microsoft Store)
For notifications to your own Windows app. From Partner Center, the app's Package SID and its secret (Product management › WNS/MPNS).
Put it on a poster
Scanning this opens the app. Members add it to their home screen from there.
Wallet Passes
A card on the customer's phone. The barcode carries the same number as the plastic, so a phone and a card scan to the same person at the till.
Drawn at 375 points wide, which is the width Apple lays a pass out at. A value that overflows here overflows on the phone.
The programme
The programme name is the big line on the card; the venue name sits under it. Both fall back to your receipt branding, and either can be overridden on one card in Design the cards.
Colours
The look every card starts from. Apple needs all three and works none of them out. Leave them blank for the Vesopa palette — a dark card with lime labels — rather than Apple's default, which is grey on near-black.
Which cards
A venue may want a loyalty card and nothing else.
Pictures
The band across every card, and the small mark beside your name. Choose a picture and you get a frame to move and zoom it in — what you frame is what is saved, at the sizes Apple needs and the one Google fetches, so both phones show the same thing. Either can be overridden on a single card in Design the cards.
Leave both empty and the cards use the artwork Vesopa generates for each kind, which is branded rather than blank.
Where you are
Apple puts the card on the customer's lock screen when their phone is near you, so it is ready before they reach the till. Right-click your venue in Google Maps and paste the two numbers it copies. Leave blank and the card still works — it just waits to be opened.
Sign-up code
Put this on a table card or a poster. It opens a page where a customer joins with a name and a phone number, and the card lands straight in their wallet.
Letters, numbers and hyphens. Change it and the old link stops working, so reprint anything already on a table.
On the back of the card
The questions your staff get asked at the counter. Every one of these is optional — leave it blank and the card simply does not show that line, rather than showing an empty one.
That last one is the only line on the card about the card. A QR that will not read is the moment this looks broken to somebody holding up a queue — and neither they nor your staff necessarily know the number underneath can just be typed in. Left blank, the card says exactly the sentence in the box above.
Apple Wallet
Wallet activity
Every card built, every phone that added one, and every update — newest first. Kept for 90 days.
Passes issued
Every card handed out, newest first. Scan a code to see what the customer sees — the link works on both an iPhone and an Android phone.
Cards
A card reader on a till counter behaves as a keyboard: swipe a
card and it types ;999800001?. The digits it starts
with are what tell the till which programme the card belongs to.
Prefixes
Set once for the venue and followed by every till, so the same card does the same thing at both ends of the bar. Leave one empty to switch that programme off — an empty prefix matches nothing.
Issuing
A number is never handed out twice, even after a card is cancelled — the lost card is still out there.
At the till
The same two buttons the back office puts on a customer, a member of staff, a gift card and an offer — and whether the counter gets them. A venue that hands out plastic and never puts a card on a phone wants one of these; a venue with no card printer wants the other.
The last one needs a customer display paired to that till. Where there is not one, the code appears on the till's own screen instead rather than nowhere.
Cards issued
Every card this venue has given out. Cancelling one detaches it from whoever held it, so it stops working at the till.
Gym
A member swipes their card on the way in and the same card on the way out. Nobody has to be standing there: the till asks nothing and waits for nothing.
Today at the door
Green is in the gym now. Red has been and gone. The list refreshes itself, so this can be left up on a screen.
How often members have been using the gym
One row per member. Times a week is worked out over the whole period, so it means the same thing whether you ask about a fortnight or a year.
When the gym is busy
The other half of "how often": not how often one member comes, but when the room is full. That is what staffing and class times are decided on.
Expired
The same people the door prints a slip for. Last seen is here because it is the question that comes next: somebody who expired in January and has not been back is a different conversation from somebody who was here yesterday.
About to expire
So a renewal can be asked for before anybody is turned away at a door with nobody on it. How far ahead this looks is on the Settings tab.
The gym
Off until you switch it on. While it is off there is no Gym section on any till in this venue, no gym options in a till's settings, and a gym card is not a kind of card a till knows about.
Gym cards need a prefix of their own, separate from staff, loyalty and gift. It is what lets a till know a swipe is a door rather than a sale before it looks anything up, which is the whole reason nothing pops up at an unmanned counter.
The door
A reader that double-reads, or a member who swipes twice because the first one did not look like it worked, would otherwise be signed in and straight back out again, and there is nobody standing there to notice. Anyone who leaves without swiping out is signed out automatically, and their visit is marked so the report never treats its length as measured.
Memberships that have run out
The slip says who expired and when. Leave refusing off unless the door is genuinely locked to the till: it cannot stop anybody walking in, so a record saying the visit did not happen would simply be untrue. Off means they are let in, the visit is flagged, and the slip still prints.
Vesopa Express
A self-service kiosk. Customers order on a touchscreen, pay on the Dojo card machine beside it, and collect when their number comes up.
Kiosk orders
Every order a kiosk took, paid or not. A paid order is already a sale in your reports and a ticket on your kitchen screens; this list refreshes itself.
Make it a meal
A dish on the kiosk can offer a meal: Just the burger or Make it a meal, then one step at a time through the meal's own questions — a side, a drink — with a picture for each answer. A meal is a product of its own, so its price lives in Products like every other price, and the till sells it the same way.
- In Products, make the meal: Cheeseburger Meal at the meal price.
- Make the answers as products priced as the upgrade: Chips at £0, Sweet potato fries at £0.80.
- In Modifiers, give the meal its questions: Choose your side and Choose your drink, one answer each.
- Here, link the meal to the dish. A dish with a Regular and a Large meal gets two.
Meals on your menu
Kiosks in this venue
A kiosk is set up on the kiosk itself: open Vesopa Express and press Continue with Vesopa as a manager of this venue. It then appears here, where you can name it and pair it with the card machine beside it. A removed kiosk stops taking orders at once.
Vesopa Express
Off until you switch it on. While it is off a kiosk cannot be set up here, and a kiosk that was set up shows that it is switched off instead of taking orders.
Ordering
The kiosk sells from your Dine-in menu: the same dishes, pictures, allergens and add-ons, priced from your products. A price changed in Products changes on the kiosk too.
Paying
The key stays on the server, sealed, and is never sent to a kiosk. Only its last four characters are shown here again. Each kiosk is paired with its card machine on the Kiosks tab.
Where orders are announced
Kitchen screens get the dishes routed to a station set to Screen or Both under Kitchen Screens. A station set to Printer or Both gets its ticket on paper too: a till with a printer at that station prints it (Vesopa EPOS 1.7.3 or later), once, however many tills the venue has. The Orders tab says where each ticket printed, or why it did not.
Receipts at the kiosk
The ticket carries the order number in large type, eat in or take away, the dishes and the total with its VAT, under your receipt header and footer from Receipt Designer. A pay-at-the-counter order says so across the top. The printer itself is chosen on the kiosk, in its Settings; a kiosk with none prints nothing.
Leaving kiosk mode
A kiosk runs full screen and cannot be closed from the screen. Staff hold the bottom-left corner for three seconds and type this passcode to reach its Settings, where it can be exited. It works with no network too.
Welcome screen
May we suggest
Offered once, just before paying. Leave them all unticked and the dishes you have marked Popular are suggested instead.
Devices
The machines in this venue. A till registers itself and every customer display paired to it, so this is what is actually plugged in rather than what somebody wrote down.
Till licences
Each till signed in holds one licence. Signing a till out here frees its licence straight away; the till asks to be signed in again the next time it calls in. Signing in again on the same machine never takes a second licence.
Licences
What this venue has paid for, and what is signed in now. A blank limit means no limit. Tills, kitchen screens and kiosks are refused when they are all in use — a manager signs one out below — because bouncing one mid-sale loses work. A customer display holds nothing, so the newest one wins and the oldest goes blank.
Licence keys
A key activates on one machine and is then locked to it, so a copy of the install on a second PC is refused. Vesopa issues them; ask us to move one if you replace a machine.
What has happened
Append-only. Nothing here can be edited or deleted, which is the point of keeping it.
Tender & Gratuity
How the till takes money: service charge, cash keys, split and partial payments.
Gratuity / service charge
Cash
Note keys
Card & splitting
Automation Rules
If this happens, then that applies.
| Name | When | Then | Priority | Active |
|---|
Starter Templates
Pre-set catalogues assigned when an office is created.
| Name | Kind | Contents | Default | Active |
|---|
Subscriptions
Joined date, monthly fee and next due date for every office.
| Office | Contact | Joined | Template | Monthly | Billing day | Next due | Status |
|---|
Offices
Every office on this installation, what it is charged, and when it is next due.
| Office | Contact | Status | Users | Tills | Charge | Next due |
|---|
Billing
Invoices raised against each office. Flag overdue marks anything still due after its date has passed.
| Office | Due | Amount | Status |
|---|