Table Of Contents
- Compatibility/ Downloading the App
- Point of Sales Settings
- Universal Settings
- Tasting Room Settings
- Signing in
- Manage Screen
- Cart Colors
- Running a Transaction
- Completing a Transaction
- Running a Split Transaction
- Reservations
- Table Map
- Table Map Layout Adjustment
- Creating a customer account
- Adding a Wine Club member
- Shipping an Order
- Refunding a Transaction
- Editing an Order
- Updating and Reviewing Customer Accounts
- Releasing Pickup Orders
- Clock in/ Clock Out
- Drawer Open
- Drawer Close
- Reports
- Additional Order Types
- Devices
Compatibility/ Downloading the App
OrderPort Five is our winery Point of Sale Application and is only available on Apple devices. Please note they are only compatible with IOS13 and above. OrderPort Five is also only compatible with WorldPay and OpenEdge Payment Processors. If you are using OrderPort payments powered by Stripe please see the OrderPort Six Guide.
To download the app on your Apple device navigate to the Apple App Store. In the search bar type OrderPort Six into the search bar. The application will be a Dark Blue Color.
Point of Sales Settings
Point of Sale settings can be found in OrderPort Administration > Services > Point of Sale > Settings. These allow you to change some of the functionality of the app. There are Universal settings at the top of the screen that affect all Tasting Room and Restaurant Locations. Below then are the Individual Tasting room settings. This allows you to have different settings at different locations of business.
If any changes are made to these settings then you will need to fully sign out of all devices with the OrderPort app and sign back in. To do this Navigate to the Manage Screen, in the right-hand corner select the red sign-out button. When you sign back in the changes will be applied.
Universal Settings
The checkboxes at the top of the page affect the behavior of all tasting rooms and restaurant locations.
- PIN Settings: On the left side, there are settings to require certain actions to be approved using a manager pin.
- Guest Order Counter: Guests without accounts are given a default name. This setting helps distinguish between multiple guests with the same name by adding a number.
- Physical Inventory Count: The physical inventory count allows you to do inventory counts from your device. These counts are imported into OrderPort admin where a manager will resolve any discrepencies.
- Receipt Options: These options customize whether the winery name and associate name are displayed on the receipt.
- Contactless Checkout: This setting does not affect contactless payment. If this setting is enabled, the tip is requested before the card is read. If this setting is disabled, the tip is requested after the card is read.
Tasting Room Settings
- Tips: This setting enables or disables tips.
- Edit Order: This setting enables or disables order edits on the point of sale.
- Quick Order: This is a legacy option and is no longer relevant.
- Work Order: This setting enables or disables work orders.
- Table Map (Required for Restaurant): This allows you to set up a seating area with tables and chairs on a virtual map. This map is a seperate screen viewable from the manage page. Tapping a table starts a new order at that table. This setting requires Table Numbers to be enabled.
- Card Present Account: This is the credit card processing account that the point of sale will use.
- Guest Name: This is the default name given to customers without accounts.
- Dynamic Search: Dynamic search updates the search results as you type. If disabled, it will not display any results until the search button is pressed.
- Filter by Associate: When this is enabled, active carts displayed on the manage screen are filtered by user.
- Receipt Printing (Restaurant Only): This can be set to automatically print the merchant and/or customer receipts. This setting is ignored if Electronic Signature is enabled.
- Pin Options: These options require a pin to start and checkout an order.
- Electronic Signature Required: This setting requires the customer to provide their electronic signature.
- Ship From Location: This setting selects where shipping orders taken at this location will be shipped out of by default. If left blank, the order will be set to ship from the tasting room.
- Landing Page: This is the default screen that will display on the manage page. This is only relevant if you have table maps enabled (see the table map setting above).
- Table Numbers (Required for Restaurant): This setting allows associates to assign table numbers to each order.
- Split by Guest (Required for Restaurant): This allows customers to split their orders into bills based on which guest ordered which product. This setting requires table numbers to be enabled.
- Open Order Alert: This warns an associate when trying to open an order that is already open on another device.
Signing in
After downloading the OrderPort Five app on an Apple device, and Opening it up It will ask you to enable the "local network". This feature is required for printer pairing. after selecting yes you will use your OrderPort administration login to access the app. It will request a Username, Password, and PIN. If you need assistance getting these credentials please contact helpdesk@orderport.net.
After logging in for the first time it will also ask you to enable Bluetooth. This is required for pairing Card Readers and Barcode Scanner Devices. It will also ask if you want to Pair your card reader immediately. If you do please review the Card Reader Pairing and Troubleshooting guide.
After selecting no or fully Pairing the Card reader if you have any set up printers or cash drawers it will ask you to select the one you would like to connect to. If you wish to set this up later you can select the x in the top right-hand corner of the yellow pop-up.
Manage Screen
The Manage screen is the home page of the OrderPort App. From here you can manage your orders, employees, and access all other features provided on the OrderPort Five app. This screen can be broken up into three main sections. The top navigation, side navigation, and Order Manager.
Top Navigation: This purple bar allows you to select between the different tabs on the point of sale including Manage, Shop, Checkout, Account, Club, and Tools. Each of these will be covered in the document.
Side Navigation: This Gray bar allows you to access specific tools including Reservations, Table Map, Drawer, Order Search, Gift Card Balance, and Clock in/Out. It also has the clear all button for the Order Search Feature. Each of these features will be covered in this document.
Order Manage: This Section is broken up into two parts. The Start Order and Order navigation.
- To Create an order us the Start Order Feature. If this order is for an existing customer enter their name next to the start button. Once you find the customer tap on their name. If they are not an existing member, simply select Start. Now you will need to select the number of guests along with where they are sitting.
- The order navigation allows you to see the name, seating location, and type of order. Since these are not yet completed orders we call them carts. Every type has an associated color to help you understand the current status of that order. If in the Point of sale settings you enabled " Filter by Associate" you will see tabs with the names of all currently signed in employees. With this feature, every employee will have orders that are assigned to them.
Cart Colors
Here are all the Order colors you may see on the POS:
- Dark Blue Cart – This is a Guest Cart or a Non-member account. This cart's color will be overridden by a payment color (Light Blue, Orange, Purple, and Red).
- Green Cart – This is a Member Cart meaning the Wine Club member is assigned to the cart. This cart's color will be overridden by a payment color (Light Blue, Orange, Purple, and Red).
- Grey Cart – This is a ToGo cart. This cart's color will be overridden by a payment color (Light Blue, Orange, Purple, and Red).
- Light Blue Cart – This is a reservation order with a product that was prepaid for. It functions similarly to an Orange Cart (Start tab)
- Orange Cart – The Start Tab function has been enabled and it’s waiting for you to close the Tab on the Checkout screen.
- Purple Cart – This is a Work Order cart, click here to learn more about Work Orders.
- Red Cart – This is a past order Open For Edit, you can refund items or add additional items to the cart.
Running a Transaction
Starting an Order: To start an Order Navigate to the manage screen. If this order is for an existing customer enter their name next to the start button. Once you find the customer tap on their name. If they are not an existing member, simply select Start. Now you will need to select the number of guests along with where they are sitting.
Selecting Where to Sit: OrderPort has 3 Different selections for seating customers. These options will only appear if you have table numbers turned on. This can be enabled in POS Settings module in OrderPort Admin.
The first is selecting a table. In the Top left of the pop up there is a table icon. Selecting that will bring you to your table map where you can select a table. The second is Bar. This allows you to seat the customer without selecting a table for them. The last is To Go Orders.
Choosing products: Once the Order is started it will take you to the Shop Page. You will find purple buttons on the top of the screen with the product group names. Clicking through these will allow you to find the desired products. You can also search for a product with the search feature at the right side of the page. If you tap on a product, it will add one to your cart. If you wish to add multiple of this product you should tap and hold. If you need to delete a product from your cart tap on the Red X next to that product.
Once the product is in your cart there are a few things you can do with it. If you tap and hold on to the product it will give you the option to add custom notes to the product.
From this page you also have the option to cancel an order, Add more guests, remove a guest, Edit a customer's card on file, view the number of free tastings they have, and the customer TCV or total customer value.
Sending Orders to the Kitchen or Bar: Once Products have been selected click on the green kitchen button. This will bring up a pop-up with two tabs. The first tab is Kitchen items. Products here will be sent to your kitchen printer. The second tab is bar items. Products here will be sent to your bar printer. Select the Purple print button. The green boxes will show you which printers are available for this type of product. The two blue buttons are the print buttons. The printer will only print each product once unless you select to reprint or print the entire ticket.
Checkout: Once the customer is ready to check out click the checkout button. Any discounts you have will be auto applied on this page. If you need to add a custom discount do so through the selection of the quick discount. Select the Method of payment.
Credit card A new window will open on the screen prompting you to insert, swipe or tap the card on your card reader. The full amount will be charged to the card including the tip unless a split payment was organized beforehand.
When the payment has been accepted, the window will say “Thank You”. Return the card to the customer.
Card on File: Tap the On File button on the checkout screen to begin a card on file transaction. A new one will open listing the customer's cards on file. Tap the card that will be used, then tap Submit. If the customer wants to update or remove a card on file, you can do so here.
Completing a Transaction
When you tap Next, the Complete Checkout screen will appear. This will allow you to capture customer information, send/print a receipt, and end the transaction. Once you hit Finish, you’ll be redirected to the Manage screen.
If the customer has an account, the receipt options will appear on the checkout screen. Tap the customer’s choice and you will be redirected to the Manage screen when it’s completed.
Running a Tab
Once you get to the checkout screen instead of checking the customer all the way out selects start a tab. You will have to select what payment the tab will be started with. Now you can add more products to the cart until the customer is ready to close their tab. Go to checkout and select the Close tab button. If you selected to start the tab with a card it will ask you if you want to close the tab with the same card. If you select yes, it will ask the customer to select a tip. If not select a different method of payment and proceed with checkout.
Running a Split Transaction
Once you have selected your products and the customers are ready to checkout select the Orange Split button on the checkout screen. You will be asked how you would like to split the transaction. You can choose to split the transaction evenly or split it between Guests.
Split Evenly: Split evenly will bring you to a screen where you can select how many ways you would like to split the transaction. If you wish to split the transaction 3 ways, select Add a ticket two times. When you are ready to pay a ticket select edit or pay this ticket. If necessary, you can adjust the Ticket amount and then select the method of payment. After all the tickets are paid, you will need to close any of the tickets that say Close. Closing a ticket is when the tip amount is entered. You can also refund an already paid ticket if a mistake was made.
Split Between Guests: Split-buy guests will divide the ticket by the product selected for each guest. If there is a product on the wrong guest or you want to split the cost of that product between multiple guests tap and hold on to that product. It will bring you to a page where you can select to split the payment or assign the product to a different guest. Tap on each guest at the top of the screen to pay for their ticket. The select guest will be a black box and all other guests will be displayed as purple. You will need to close each of these transactions.
Reservations
The reservations tab on the OrderPort Five app allows you to see existing reservations a create new ones from the OrderPort Five app. Any existing reservations will show up under all areas tab in the reservations section. Once the customer shows up at the tasting room select Start Order. You can choose to change the number of guests and the table they are seated at. To start a new reservation, select the area and chose a time slot. You can search for an existing customer or type in their contact information. If you need to move or cancel a reservation tap and hold on to the existing reservation. If you need to cancel the reservation change the status.
Table Map
The OrderPort Table Map allows you to have a visual and interactive page where you can see your table layout. To access this from your OrderPort Five app select the tables button. If you have multiple maps scroll from left to right to see your other areas. Green tables are available and ready for customers. Once you select a table it will allow you to search for a customer and enter the number of guests. If you select too many guests for that table, it will notify you to select an additional table or that this table is not combinable. Once all needs are met you can select to seat guests.
Table Map Starting Screen: In the Point of Sale module on OrderPort administration you have the option to select the landing page. Under the settings tab set the landing page for each location to be Table Map.
Table Map Layout Adjustment
In the OrderPort Five app under the Tools > Table Maps section, you can adjust the layout of your table maps. At the top of the screen in Light Green, you will see the names of all the areas you have available. These areas are set up in the reservations module on OrderPort Administration. Select the desired area. The screen will then be Split into Table Settings and Layout Settings.
Table Settings
Here you will see some basic information about all the available tables in this area. To edit an existing table tap on the name. From here you Can adjust how many seats there are at the table, if there is a minimum number of guests for this table, and if you would like it to be combinable. Combinable means you can push two tables together for a larger party. If you wish to add a new table you can click the Plus button.
Layout Settings
Here you can see the table layout for this area. Each area can have multiple layouts including temporary ones for events. To add a new layout select the plus button, to view and edit the existing layout select the word "Map" on the desired layout.
Available Tables
AllowsOnce you are in the layout you will have a list of all available tables on the right-hand side. After enabling a table form the list of available tables by clicking the gray toggle you can drag it to your desired location. Next to each table are three dots. Select this Allos you to choose a Standard Square table or a round table.
Table Alignment.
Toggles between single selection and multi selection.
45-degree Rotation
Left Alignment
Right Alignment
Top Alignment
Bottom Alignment
Space in between vertically
Space in between Horazontaily
Creating a customer account
If you are checking out an order for a customer who does not have an account with the winery you can set that up after the transaction is complete. At the end of every guest order, it will take you to the Create an account page. Enter at minimum the First and Last name along with an email.
Adding a Wine Club member
From the app select the club tab. This will take you to a page where you can enter an email. If that email is attached to an existing account, it will pull up that customer so you can add a new club membership to their account. If they are not, it will ask you to enter all of their account information and select their wine club.
Shipping an Order
If you want to ship wines from the tasting room add all the products like you are creating a normal order. Please note this must be done as a separate transaction form any in-house purchases.
Step One
-In order to ship you will need to be on the checkout screen. Make sure all your products are added prior to shipping.
-You can edit and already processed order, in case you need to ship that order.
-On the checkout screen, on the left side you will see the payment method options. In this list, there is a ship button.
Step Two: Estimated Rates Screen
-Once you select the ship button you will be brought to the Estimated Rates screen.
-This page allows you to enter someone’s zip code to see approximately what shipping will cost.
-This page also provides you with a list of states that your winery can ship to, this allows you to ensure you can ship to someone without entering all of their information.
-You do not need to do this step. You can select continue without selecting a state or zip code.
Step Three: Billing and Shipping Address
-If you have assigned this order to a customer with billing and shipping information it will auto-populate.
-If you have not assigned this order to a customer yet you can select the search customer button to see if they have an account you can assign to this order.
-You do not need an account to ship. The information can be manually entered into this screen.
-When shipping keep in mind that for many shipping carriers phone number and birthday are required on the shipping address.
-When you are done select save and continue.
Step 4: Selecting Shipping Rates
-All available shipping methods for this address will populate along with the carrier rate.
-Select the desired method.
-If you want to ship this in the future you can add a future ship date from this page as well.
-Click Continue
Optional:Manually Adjusting Shipping Price
-After shipping has been applied to an order if you need to manually adjust the price navigate to the checkout screen.
-Next to the shipping cost there will be an Orange pencil. Click on the pencil to adjust the price. Make sure to save.
Refunding a Transaction
If you need to refund a transaction navigate to the Tools and then the Reports tab. At the bottom of the page, you will find a Completed Orders tab. Tap on the Order and select Full Refund. If you need to make a Partial Refund or to edit and order you can do so by selecting Edit Order.
Editing an Order
If you need to edit an order navigate to the Tools and then the Reports tab. At the bottom of the page, you will find a Completed Orders tab. If you are looking for a previous order you can change the date at the top of the page. Tap on the Order and select Edit Order. You can add items to the order, remove items, change item prices, add shipping, remove shipping, edit the shipping price, add sales tax, remove sales tax, add a new shipping address or change the shipping method.
While the order is open in the POS, it will appear in the manage page in red and in the admin section, it will be marked as "OpenForEditOnPOS" which will prevent the order from being edited on by multiple people.
You can also edit an order through the account tab. After searching for a customer select the Order History button. Here you will see a list of all this customer's associated orders. Next to each order is a red edit order button.
Updating and Reviewing Customer Accounts
If you need to review or adjust any of your customer's account information you can do so though the Account tab. On the right-hand side there is a blue Search Customer button. From here you can see their name, email, customer class status, birthday, and phone number on the top of the screen. Right under this are some light blue buttons.
Customer Details: Here you can view recent purchases, favorite items, loyalty points, account notes, and there club membership. If you need to adjust someones club membership you can select it from this page. Here you can Update, Change, or Cancel their club membership.
Order History: Here you can View order details, Edit Orders, Release Pick-up orders and take payment on unpaid club orders.
Credit Card: Here you can Add, Update, and Delete Cards on file. You can also assign a card on file to be the default card on someone's Wine Club account.
Address: Here you can update people's shipping and billing addresses. You can add secondary addresses as well.
Releasing Pickup Orders
If someone needs to pick up a wine club order you can release it through the account tab. After searching for a customer select the Order History button. Here you will see a list of all this customer's associated orders. Next to each order that needs to be picked up is a blue Release button.
Clock in/ Clock Out
Clocking in
On the left-hand side of the app, there is a Clock In/out button. This will take you to the Clock In/out page. From here enter your Pin number and select the green In button.
Clocking Out
On the left-hand side of the app, there is a Clock In/out button. This will take you to the Clock In/out page. From here enter your Pin number and select the Red Out button.
View
This button is accessible to everyone. It will show the current employees whose pin is entered hours for the day, week, and monthly intervals.
Manage
This button is accessible to only managers. Here you can view and edit an existing employee’s timecards. Select the edit button on the de desired day. This is where you can select the employee you want to edit. Select the add in/out button to make a new adjustment or click on one of the existing in/out buttons to edit a current time slot.
Drawer Open
This report should be viewed every morning before opening for business. This will auto-fill to whatever your last saved information was every morning. The numbers here should match what you have in your cash drawer at the start of the day
Drawer Close
This report should be adjusted every day after the store closes. You should match this with the number of bills, coins, checks, and credit card transactions that have been taken throughout the day.
Reports
These can be accessed under the tools > reports tab in the section called Available Reports. The available report is all of the reports we offer on the point of sale. If you need a report that is not here, you will need to run that report through OrderPort administration. To use these reports simply tap on the desired report and it will automatically run for today. You can run these reports for a different day by clicking select a date after any of the reports runs. The cash drawer close and open reports here are not adjustable. Please use the Cash drawer open and close tabs to make any necessary adjustments.
Additional Order Types
OrderPort also Offers Work orders and To-Go Orders from the Point of Sale. Please review the documents on these if you are interested in them.
Devices
If you need assistance with Pairing a Printer, Card Reader, orBarcode scanner please review the associated documents.