Copyright & Legal Information

Copyright © 2005-2022 of PayFacto Inc.

World rights reserved. No part of this publication may be stored in a retrieval system, transmitted, or reproduced in any way, including but not limited to photocopy, photograph, magnetic, or other record, without the prior agreement and written permission of PayFacto Inc.

Trademarks

Veloce, the Veloce logo, VelPay and VelMix are trademarks or registered trademarks of PayFacto Inc. in Canada and other countries and may not be used without written permission from PayFacto Inc. Windows is a trademark or a registered trademark of Microsoft Corporation. All other trademarks are the property of their respective owners. PayFacto is not associated with any product or vendor mentioned in this document.

PayFacto Inc has made every effort to prepare this document, and the content is based upon the release of Veloce 9.69. Portions of the manuscript may be based upon pre-release versions supplied by software manufacturer(s). PayFacto Inc. makes no representation or warranties of any kind with regard to the completeness or accuracy of the contents herein and accepts no liability of any kind caused or alleged to be caused directly or indirectly from this document.

For general information on Veloce and other products and services from PayFacto Inc, please visit our website at https://payfacto.com.

Audience

The Veloce Online User Manual is intended primarily for restaurant owners and managers, but it is equally suited for corporate IT departments, Veloce resellers and restaurant employees. This manual provides general information on the use of the Veloce Software Suite and introduces the reader to the many features of Veloce. It can be used by first time users to familiarize themselves with the Veloce Software Suite, or by seasoned users who want to learn more on how to apply the powerful features of Veloce to streamline their business.

Conventions

The following symbols are used throughout this manual to highlight a special section and to introduce the reader to new features in Veloce.

Key Concepts and Terminology

Point of Sale or Point of Service (POS)

See also: Workstation, Cash Register, Till

The POS is the physical location where sales activities are recorded. With Veloce, the term "POS software" is used to refer to the software that is installed on the touchscreen workstation which provides the user interface used by restaurant employees to order items, record sales data, print guest checks and record payments. The POS software is generally installed on a workstation equipped with a touchscreen or an electronic tablet.

Server

See also: Back-Office

The computer where the Veloce Back-Office software is installed in generally referred to as the server. In the hospitality industry, the word "server" may also refer to employees serving food, so it is important to mind the context where the word is used.

Back-Office

This term litterally means "the office in the back", when referring to a restaurant or any other type of commerce. With Veloce, this term refers to the software that is installed on the Server, which would typically be located in the manager's office and used to manage the entire POS system in the environment in which it is installed. Of course, the Back-Office software can now be installed on almost any device part of the POS system, but that term carried along to designate the component used to manage the whole system.

End of Day

The End of Day is a process by which all daily sales operations are reconciled and compiled in order to make the resulting data presentable in daily, weekly, monthly, periodic and yearly reports. With Veloce, if an End of Day is accidentally skipped, reports are not affected. Transactions will follow the calendar date on which they were carried out once the End of Day is performed.

Fiscal Date, Fiscal Year

A fiscal year refers to the 12 month period which corresponds to the commerce's business activities for accounting and fiscal purposes. The fiscal year of a business does not necessarily correspond to a legal calendar year, and may straddle across two calendar years.

A fiscal day refers to the business that is recorded under a given day for accounting purposes, even if said business actually took place on a different legal day. This is common in bars closing in early morning hours, where business occurring after midnight is typically recorded under the previous day.

Calendar Date

Also known as the Legal Date, The calendar date is the actual date according to the Gregorian calendar. A legal year starts on January 1st and ends on December 31st. With Veloce, the calendar date is determined by the server, which is itself based on the operating system (Windows) settings.

Date change time

Legally, the date change occurs at midnight every night. However, for fiscal and accounting purposes, this may need to be changed. For instance, bars closing in early morning hours may want to record sales occurring after midnight under the previous fiscal day, so that reports make more sense and are easier to understand. For this reason, they would want to change their date change time to something like 05:00 AM for instance.

Workstation

Another term for Point of Sale. Sometimes, the terms "POS" and "Workstation" are combined as "POS Workstation" do designate the array of hardware and peripherals used to record sales activity at a given point of sale.

Cash Register

An older term that describes a device used to record sales activities and register payments. Sometimes used in the industry to refer to a point of sale. The terms "Cash" or "Register" are also sometimes used separately and have the same meaning in this context.

Till

Same as Cash Register, but more commonly heard in the UK or Australia. Seldom used in North America.

Types of Operations

Veloce offers 4 ordering modes which allows it to adapt to most environments found in the hospitality, bars and retail industries.

Quick Service (fast food)

Allows ordering and payment processing before items are handed to the customer. This mode it used in fast food restaurants, coffee shops with service at the counter, bars and retail outlets.

Take out

This mode allows order taking by phone or online and preparation of the items before the client shows up in store. Payment is processed once the client arrives and before items are handed to the customer.

Delivery

This mode allows order taking by phone or online. Preparation of the items can start immediately or according to a delivery time determined by the customer. Once ready, the order is transferred to a delivery driver who handles the delivery of the items to the customer. Payment is typically processed by the driver at the customer's doorstep.

Table Service

This mode is used by fine dining restaurants, where customers sit at a table while a server takes orders at the table side. The server carries dishes and drinks directly at the table. This mode allows for complete or partial order taking at the client's request. Dishes or drinks can be sent by intervals to the kitchen in order to synchronize preparation and improve the quality of service. The payment is generally processed after the consumption of the items, at the request of the customer.

The following topic describes various requirements related to Internet access and local network connectivity required to operate your Veloce POS system and process payments with PayFacto efficiently.

Internet Connectivity

Internet connectivity is required to validate the Veloce license, download and install updates and process payments. The requirements listed below are for normal Veloce operation and payment processing only. If the merchant uses internet access for other purposes, such as providing internet access to guests, additional bandwidth will need to be factored in to accommodate those needs.

Internet Speed Requirements

Local Area Network (LAN) connectivity

The following devices each need to be connected to your local area network (LAN) via Ethernet adapters and cables:

• Veloce Back-Office server

• Veloce POS workstations

• Kitchen Printers (some models)

• Kitchen Monitors

• Receipt Printers (some models)

• Payment Terminals (some models)

Ethernet Speed Requirements

Veloce is a Point of Sale invoicing software which adapts to many business types such as restaurants, bars, microbreweries, cafeterias and retail outlets.

Veloce is not only a cash register. It is also a powerful inventory management tool, with functionalities such as accounts receivable, delivery management, employee time & attendance management, liquor control and table management. Veloce also offers integration with accounting and payroll systems, online ordering platforms, online table reservation, hotel room service and golf systems.

100% Efficient and profitable

Our POS software provides comprehensive management reports that are almost completely customizable, and even has a statistics and reports portal for profitability analysis. Efficiency and profitability are at the heart of every feature we develop.

Reliable, user-friendly and agile

Our management system is secure and thoughtfully designed, and can adapt to any sector. Thanks to the intuitive interface, staff are able to use it effectively after one training session. The easily accessible features mean that it’s quick to use, no matter how busy you are.

Compatible

As the most compatible POS software, it can be used with most of the POS equipment and peripherals on the market. Several solutions are integrated: Freebees, Hotello, Acomba, etc.

Contemporary and customizable design

A contemporary design that can be adapted to each individual situation: colors, size, left-handed, right-handed, etc.

Tailored and advanced

Veloce POS system is adapted for any device: smartphone, android, tablet and adapted to countertop.

Data security: a priority

Our POS software provides a reliable and seamless solution. Smooth operations and data security are priorities for Veloce.

Veloce can be installed using different network models depending on the specific needs of any business.

For instance, the Veloce Back-Office software and the POS software can both be installed on the same device for smaller establishments. For larger operations, the Back-Office can be installed on a separate PC located in a communication closet while dozens of POS workstations are installed throughout the building.

Here are a few examples of common configurations:

Single Workstation

This layout is used in small volume operations. The hardware used is generally a Windows 10 touchscreen workstation, but a generic Windows 10 PC with a mouse and keyboard may also be used. In this configuration, both the Veloce Back-Office and the POS sofware are installed on the same device, which reduces the system's footprint and saves space.

The workstation is generally connected to the Internet to benefit from online features, and nothing else is connected to it.

Multiple Workstations (Basic)

This is one of the most common layouts. This layout is very flexible, as it allows for additional workstations to be easily configured to follow an increase in the volume of operations.

In this layout, one of the workstations is also used as the Veloce Back-Office server, which avoids the use of a dedicated PC for that purpose, saving space and lowering hardware costs.

The other workstations are connected to the Back-Office server through a TCP/IP network, which is itself connected to the Internet.

Multiple Workstations with WiFi

This network layout is very similar to the Multiple Workstations layout seen previously. Like its predecessor, it uses a Back-Office Server / Workstation combo and workstations are connected together with a TCP/IP network. On this one, however, a WiFi access point is added to provide connectivity to an Android or iOS tablet workstation. Note that for security reasons, this access point is dedicated to workstations only. WiFi Internet access for customers needs to be provided by a separate device or VLAN.

Multiple workstations with dedicated server

Again, this layout is very similar to the other two layouts with multiple workstations. The main difference here is the fact that a dedicated server is used instead of a Server / Workstation combo. The dedicated server can be a simple desktop PC installed in the manager's office or in a small communication closet. For large operations, a rackmount server in a server room can also be used for this purpose.

This layout is used when there is space available to accommodate the dedicated server and that the processing power provided by a Server / Workstation combo is insufficient to meet the needs of a larger operation with dozens of workstations.

This layout offers maximum flexibility. It is very easy to add more workstations as needed, and the performance loss incurred by adding more workstations is negligible.

While using Wi-Fi is not mandatory in of itself, many modern devices can only connect to the Veloce POS system trough Wi-Fi. Those include Android or Apple tablets, as well as some payment terminals.

To ensure stability and security with the Veloce POS system, certain requirements must be met when using Wi-Fi.

General Wi-Fi requirements

Wi-Fi Access Point Coverage

Despite the claims of various manufacturers, an average Wi-Fi access point will efficiently cover approximately 2000 square feet, which corresponds to a floor measuring 40' x 50'. Many factors can affect coverage of access points, such as the thickness of walls, various obstacles like support columns, the presence of electrical equipment and wiring, as well as other communication devices which can create interference.

To estimate your needs in terms of Wireless Access Points, use the following rules:

• Minimum one access point per floor.

• Minimum one access point per outside space.

• One access point per 2000 sq. ft. of floor space.

For example, if a restaurant has two floors and an outside patio, we already know that at least 3 access points will be required. (1 AP per floor and 1 AP per outside space)

Next, we need to account for the square footage:

• 3000 sq. ft. on the ground floor.

• 1000 sq. ft. on the second floor.

• 500 sq.ft. on an outside patio.

This means this restaurant would need a minimum of 4 access points:

• 2 access points to cover the ground floor, since that floor exceeds 2000 sq. ft.

• 1 access point to cover the second floor. (You need at least one access point per floor)

• 1 access point to cover the patio. (You need at least one access point per outside space)

Veloce is designed for the Microsoft Windows environment and will operate on a 64-bit edition of Windows. This makes Veloce "hardware-agnostic", which means it will work on any hardware that can run Microsoft Windows, as long as it meets the minimum performance requirements of the operating system.

The table below lists all currently supported operating systems with their projected End-of-Life date issued by Microsoft.

Desktop Operating Systems

Patch levels for Desktop Operating Systems

In addition to the general End-of-Life date issued for Desktop operating systems, Microsoft also issues End-of-Life dates for specific patch levels. This is done by Microsoft to ensure that users keep their operating systems up-to-date.

Server-oriented Operating Systems

While a POS, Backup Server or Auxiliary Back-Office would work perfectly on a server-oriented operating system, PayFacto does not recommend doing so, unless your operations specifically require this.

Embedded and "Internet of Things" (IoT) Operating Systems

Enterprise Operating Systems

* Microsoft lists this date as the end of "Mainstream support" for this Windows version. Mainstream support is typically followed by an extended support period, however it is not listed on the Microsoft Lifecycle site for the time being.

Windows 11

Microsoft Windows 11 is the latest release of the Windows family of operating systems. It was released on October 5th, 2021. A full test suite has been run on PayFacto's POS products to ensure compatibility.

Windows 11 vs. Microsoft lifecycle

At this time, Microsoft has not issued official end-of-life (EOL) dates for the Windows 11 family of products. The only EOL dates available so far are for patch levels. These dates will be updated when Microsoft releases new feature updates for Windows 11.

Prior to installing Veloce, the computer’s hard drive must be properly formatted and partitioned, and a compatible version of Microsoft Windows® needs to be installed. For instruction on formatting and partitioning the hard disk and installing Microsoft Windows®, please refer to Microsoft Windows® documentation or to the documentation provided by your computer's manufacturer.

This manual explains the installation for the Veloce software on the Microsoft Windows 10 operating system with Microsoft Network. Veloce can be installed on any networking system that uses or emulates the TCP/IP communication protocol. Please refer to the appropriate documentation for more information.

Install all available Windows Updates for your operating system

Your operating system needs to be kept up-to-date with all the latest updates. This will ensure that all critical and security-related updates are installed and will help maintain PCI-DSS compliance.

Enable Windows User Account Control (UAC)

Most recent Windows operating systems use a feature called User Account Control or UAC . This feature exists to improve the operating system's security by preventing some types of applications to run without the user's knowledge. Make sure that this feature is activated and set to the default (recommended) level before installing Veloce. Using UAC is required to maintain PCI-DSS compliance and to ensure basic safety of the system.

Enable Windows Smart Screen

Starting with Windows 10, Windows Smart Screen is an integral part of the operating system. This feature is active by default and needs to remain active in order to ensure basic safety of the system and maintain PCI-DSS compliance.

Anti-Virus / Anti-Malware

Install a reputable anti-virus and anti-malware solution on the PC. The Anti-Virus / Anti-Malware solution needs to be fully operational at all times and maintained with the latest updates and virus definitions. It needs to be installed on the main Back-Office PC as well as all POS workstations, Auxiliary Back-Office and Backup Servers. PayFacto does not recommend any brand in particular. However, while Microsoft's Windows Defender solution is free, bundled with Windows and works in most cases, we do recommend using a reputable, independently branded and well reviewed product.

This is a critical component of the Veloce system’s security and a requirement for PCI-DSS compliance.

Firewall

In addition to the perimeter firewall which protects your network, a software firewall needs to be installed on the main Back-Office PC as well as all POS workstations, Auxiliary Back-Office and Backup Servers. The Windows Defender Firewall is adequate for most installations.

This is a critical component of the Veloce system’s security and a requirement for PCI-DSS compliance.

POS Workstations

POS Workstations are generally pre-configured with an appropriate version of Microsoft Windows. Like the Veloce Back-Office Server PC, make sure to:

• Install all Windows Updates.

• Ensure that UAC is enabled and set to the default level.

• Ensure that Windows Smart Screen is enabled.

• Install, update and maintain a reputable anti-virus / anti-malware solution.

• Install, update and maintain a reputable software firewall.

TCP/IP network

Make sure that the TCP/IP network is properly configured so that the Veloce Back-Office Server PC and all POS workstations can communicate with each other.

This section describes how and where to download Veloce files to get started.

Veloce Base Configuration

With Veloce, it is possible to use pre-configured restaurant databases as a starting point for new restaurants. This is much more efficient than starting from scratch and will save a lot of time.

Localized Base Configs

Download the appropriate localized base configurations from the links below:

• English (CA)

• English (US)

• English (UK)

• French (CA)

Veloce Updater

The latest Veloce version can be downloaded here:

• Veloce Download

If you need an older version, they can be downloaded from here:

• Old Veloce Downloads

Once all the necessary files are downloaded, copy them on removable media, such as a flash drive or portable hard drive. You may proceed to install Veloce.

To facilitate reading and interpretation of hardware requirements, they are broken down in 3 tiers:

Minimum

The minimum requirement is the bare minimum that will allow Veloce to operate adequately, without any consideration for possible expansion or "future-proofing".

Recommended

The recommended hardware configuration should yield adequate performance in most situations and provide headroom for future expansion of the system.

Large Sites / High Volume

The hardware configuration for large sites should yield adequate performance in restaurants using 20 or more POS workstations. This requirement also applies to restaurants with high volume of orders where the number of POS workstations may not be as high as 20, but where the POS Workstations are in near-constant use.

For the Veloce Back-Office

For Veloce POS Workstations

For Windows 11

In some cases, Windows 11 may have more stringent hardware requirements than Veloce. If you wish to use your POS system with Windows 11, these requirements need to be accounted for:

Additional Information

List of compatible Intel Processors

List of compatible AMD Processors

Trusted Platform Module (TPM) Technology Overview

The Network Profile feature was introduced with Windows Vista and was carried over to later versions of Microsoft Windows. In Windows 10, the default Network Profile settings will prevent Veloce from working correctly by disabling File & Printer sharing and forcing Password Protected Sharing. This topic explains how to configure these settings to allow Veloce to operate normally.

Change Network Profile from "Public" to "Private" or "Domain"

By default, on a new Windows 10 installation, your Network Profile will be set to "Public". This is the most secure setting, and is intended for use on public networks, such as public Wi-Fi provided at airports, coffee shops, etc. This setting will "hide" the PC from other devices on the network, which will cause issues with Veloce. This profile also hides settings that need to be enabled for Veloce to work correctly. This needs to be changed to either Private or Domain.

Procedure

1. In the Windows Notification area, click on the Network Connection icon, then click on the network connection you wish to configure. (there could be more than one.)

1. This will bring up basic settings. Click on the Network connection (again).

1. The Network profile options will be displayed. Select either Private or Domain.

Domain or Private Network Profile, which one to select?

If your Veloce Main Back-Office PC is part of an Active Directory Domain, your Network Profile needs to be set to "Domain". If the PC is not on a domain, this option will not be available, therefore your Network Profile needs to be set to "Private".

If you believe that the PC should be using the Domain Network Profile but this option is not available, please ask your network administrator for advice.

Change Network Profile Options

Once the profile is set to either Private or Domain, some additional options need to be changed:

1. Just like before, in the Windows Notification area, click on the Network Connection icon, then click on the network connection you wish to configure. (there could be more than one.)

1. This will bring up basic settings. This time, click Change advanced sharing options.

1. Under the Private (or domain) profile, make sure that:

a. Turn on network discovery is selected.

b. Turn on file and printer sharing is selected.

1. Click on the down-arrow next to All Networks. This will display more options.

2. Scroll down to the Password Protected Sharing section and select Turn off password protected sharing.

1. Click Save changes.

This configuration needs to be done on the Main Back-Office PC, all Auxiliary Back-Office and Backup Server PCs, as well as on all Windows POS workstations.

Test Connectivity

The connectivity between the Main Veloce Back-Office PC and other components of the Veloce network can easily be tested. For the example below, we are testing connectivity to a PC named "VELOCE-BO".

1. From any PC or POS on the Veloce network, right-click the Windows Start button and select Run...

1. In the Run... box, type two back-slashes (\\) followed by the name of the PC you want to connect to. For example:

\\VELOCE-BO

1. Click OK.

a. If the Veloce Back-Office is already installed, you will see the Veloce shared folder on the PC named VELOCE-BO.

b. If the Veloce Back-Office is not yet installed or the Veloce folder is not shared properly, you will see an empty folder on the PC named VELOCE-BO.

c. If the network settings are not configured properly, you will see an error message.

The network settings now allow communication between all the components of the Veloce Network

This section explains the detailed installation procedure for the Veloce Back-Office.

Before you begin

Before installing the Veloce Back-Office, be sure to download and save all the necessary files, as explained in Files section.

Step 1: Extract Veloce Base Configuration

1. Locate the downloaded base configuration archive (*.zip file)

1. Right-click the archive and select the Extract All... option.

1. When asked for the destination of extracted files, select the root of the C:\ drive and click the Extract button.

1. A progress bar will be displayed as files are being extracted.

1. Open File Explorer to the C:\ drive. The Veloce folder was created and contains all the files extracted from the archive.

Step 2: Run the Veloce Updater

1. Locate the Veloce Updater file which was downloaded earlier. Double-click the file to start the InstallShield Wizard.

1. A UAC warning may be displayed. Click Yes.

1. The InstallShield Wizard will prepare the installation. This could take a few seconds.

1. The Veloce Install/Upgrade welcome screen will be displayed. Click Next >.

1. Please read the End User License Agreement (EULA). Click Yes to agree.

1. Select the destination folder. the default is C:\Veloce\. Click Next >.

1. A prompt to create a backup of the current installation will be displayed.

• If this is a brand new Veloce installation, click No.

• If an existing Veloce installation is being upgraded, taking a backup is highly recommended.

1. Review the installation settings and click Next >.

1. Veloce files will be copied or updated. This could take a few seconds or minutes depending on the system's speed.

1. When the installation process completes, click the Finish button.

Veloce Back-Office in now installed. Before Veloce can be used, the Veloce folder needs to be shared, icons need to be created and the Veloce license needs to be activated.

Topics Included here:

Follow this procedure to share the Veloce folder on the Veloce Back-Office PC. This needs to be done before the Veloce POS workstations and tablets can be used.

1. Using File Explorer, locate the Veloce folder, at the root of the C:\ drive.

1. Right-Click the Veloce folder and select Properties.

1. On the properties window, click the Sharing tab, then click the Share... button.

1. The Choose people to share with dialog opens. In the field provided, type the word "everyone" (without quotes) and click the Add button.

1. The "Everyone" built-in group will be added to the list. In the Permission Level column, click the down-arrow and select the Read/Write option, then click the Share button at the bottom of the window.

1. A confirmation dialog opens. Click Done.

1. The properties window will now state that the Veloce folder is shared. The network path is also displayed. Click Close on the Veloce Properties window.

The Veloce folder is now shared.

Before starting the Veloce Server, make sure that the Veloce license is activated.

Veloce Server Startup

Now that the Veloce license is activated, the Veloce server can be started.

To start the Veloce server manually, simply double-click on the Veloce Server shortcut that was created previously.

Windows Defender Firewall

To protect the Veloce system and the data stored therein, a firewall must be installed and running on the Veloce system at all times. The following instructions are based on the Windows Defender Firewall, which is included for free and active by default on Windows 10.

On the first start of the Veloce Server, an application will try accessing the internet and will be blocked by the firewall:

Veloce Backoffice - C:\Veloce\velsrv.exe

The following security warning will be displayed. Click on the Allow Access button. Once the authorization is granted, this message will no longer be displayed.

Windows 10 Notification area

Once the Veloce server is started, the green Veloce icon will appear in the Windows 10 notification area. During the server startup, it is normal to see the icon flicker between red and green. However, if the icon remains red and never goes solid green, it means that one of the previous configurations was not carried out correctly.

Windows Defender Firewall manual configuration

The configuration of the Windows Defender Firewall generally occurs in a semi-automated manner as explained above. However, for some Windows 10 systems operating in more secure environments, a fully manual configuration may be required to allow the Veloce applications to communicate through the firewall. Also, if the network eventually changes from a private network to a domain network with Active Directory, the firewall settings will need to be updated manually.

1. In the Windows 10 serach bar, type Firewall. The Windows Defender Firewall - Control Panel option should appear. Click Open.

1. The Windows Defender Firewall Control Panel window will appear. Click on Allow an app or feature through Windows Defender Firewall.

1. The list of authorized applications will appear. Click on Change Settings.

2. The list will then become editable. Scroll down the list to find Veloce Backoffice and make sure that the corresponding checkboxes in the Private and Domain columns are checked. For security reasons, never enable the checkbox in the Public column.

This completes the installation and first start of your Veloce system. Your system is now ready to be programmed.

Before your Veloce system can be used, the software needs to be activated using an activation key, which consists of a 4 to 6 digits Serial Number and a 16 to 20 digits Usage Key.

Veloce Back-Office - First Start

Double-click on the Veloce Back-Office shortcut which was created earlier.

On the first start, the software will update itself and will search for an activation key.

UAC prompts may also appear. Be sure to click Yes if you see these messages, otherwise Veloce will be setup as a Keyless Demo.

You will eventually see an INVALID LICENSE! error message. Click OK.

Once the login screen appears, it will also mention that your license is expired or invalid. Do not type anything in the Password field. Simply click OK.

A limited version of the Veloce Back-Office software will be displayed, with only a few basic functions.

Veloce License Activation

Click on Setup / Utilities.

Click on the Tools menu and select the Installed Licenses... option.

Before activation, the window is almost empty.

Type in (or copy/paste) the 16-20 digit Usage Key and click on the Activate button.

Once the license activation is completed, the Usage Key field will become grayed out. At the same time, the serial number and the list of installed modules will be populated.

The Veloce Back-Office software is now activated.

The next step will be to start the Veloce server for the first time and add permissions in the Windows Defender Firewall.

Immediately after installing Veloce, there is only one default user in the system with no password.

After double-clicking on the Veloce Back-Office icon on the Windows desktop, the Veloce login screen will be displayed:

At this point, don't enter any password and simply click OK to login with the default built-in user account.

The Veloce Back-Office screen will be displayed, with all the modules that were purchased with the license.

Login Prompt Information

The Veloce login prompt provides useful information about the Veloce system even before logging in. This information is often requested by technical support specialist before they can access your license information or provide assistance.

1. The Veloce installation path.

2. The Veloce release version that is currently installed.

3. The serial number of the Veloce license currently installed.

4. The system date.

After logging in, the Main Back-Office is displayed. This is the main screen that allows access to all the Veloce features.

The blue icons around the Veloce logo are all the modules that are current available with the purchased license. In the image below, all modules are available. If a customer doesn't need all modules for their operation, only the modules they purchased would be displayed.

Opening modules

Clicking on a module icon opens the corresponding module in a separate window:

The same result can be achieved by clicking the Selector menu and selecting the desired module name:

Multi-Instances

Each module can be opened in multiple instances. This is useful for working simultaneously on different elements within a module.

However, be careful as opening too many instances could become quite overwhelming:

Closing modules or the Main Back-Office screen.

The main Back-Office as well as each module can be closed by clicking the blue Quit button, the "X" in the upper-right corner of the window, or using the File menu and selecting the Quit option.

Exit to password

The Exit to password icon is used to close the Main Back-Office window and bring up the login screen, which allows another user to log in.

As with the regular "Quit" options, all other module windows need to be closed, otherwise an error message with be displayed.

In order to facilitate access to the Veloce Back-Office software and quickly start the Veloce Server, shortcuts should be created on the Windows desktop.

Default Shortcuts

1. Open File Explorer and browse to the C:\Veloce\ folder.

2. Locate the VelBO.exe file.

1. Right-Click VelBO.exe, point to Send to > and select the Desktop (Create Shortcut) option.

1. Repeat the same steps with the VelSRV.exe file.

1. You should now have two shortcuts on the Windows Desktop:

Rename shortcuts

• Rename the VelBO.exe shortcut to Veloce Back-Office.

• Rename the VelSRV.exe shortcut to Veloce Server.

Replace the Veloce Server shortcut icon

In order to visually differentiate the Veloce Server shortcut from the Back-Office shortcut, its icon can be changed. This configuration is optional but strongly recommended.

1. Right-Click the Veloce Server shortcut and select Properties.

1. Select the Shortcut tab and click on the Change Icon... button.

1. Select the green Veloce logo and click OK.

1. Click Apply and then OK to save changes.

You should now have two shortcuts, similar to the image below:

Windows Startup

Make sure to copy the Veloce Server shortcut to the Windows Startup folder to ensure that the Veloce server automatically starts when Windows starts.

In Windows 10, the Startup folder can be found here:

%allusersprofile%\Microsoft\Windows\Start Menu\Programs\StartUp

Your Veloce system is now ready for its first startup and license activation.

End-of-Life products

Once a Microsoft operating system (OS) reaches the end of support, customers will no longer receive security updates. The OS may still work with programs and hardware after the sale or support of the operating system has been discontinued. However, the possibility increases that new programs and hardware will not be performant on an older OS. This frequently occurs because the manufacturers of new hardware and software make product-design decisions that take advantage of the increased functionality and features in newer operating systems. These manufacturers may decide to discontinue support of their products on older operating systems as appropriate.

For Veloce, this means that the POS system will continue to work after the end of support. However, as updates and features are added to Veloce after EOL, the possibility increases that new Veloce releases become incompatible with older operating systems. Furthermore, deprecated operating systems represent a liability which may compromise the entire POS system's security.

For more information, please see:

Microsoft Windows Lifecycle FAQ

End-of-Life products vs. PCI-DSS

Any system using an unsupported or deprecated operating system automatically falls out of PCI-DSS compliance due to the inability of such systems to meet PCI-DSS Requirement 6.2.

PCI-DSS Requirement 6.2 states:

“Ensure that all system components and software are protected from known vulnerabilities by installing applicable vendor supplied security patches. Install critical security patches within one month of release.”

Unsupported products

Some operating systems are not supported by PayFacto even though they are still supported by Microsoft. These can be divided in two categories:

Failed products

Some operating systems never received wide market adoption, such that PayFacto never deemed necessary or profitable to perform any kind of testing on these products. While these operating systems may work with Veloce, PayFacto cannot provide any form of guarantee to that effect, as they were never tested. Such products include Microsoft Windows Vista (which is now also EOL) and Microsoft Windows 8 / 8.1.

Consumer products

Microsoft publishes a wide array of Windows editions targeted for home users, educational versions for schools and other specialized versions for niche users. These versions of windows are not supported due to the lack of certain key features, or because of the Microsoft End-User License Agreement (EULA), which may not cover commercial or industrial use cases.

Full list of Unsupported and End-of-Life Operating Systems

Setup / Utilities is a core module that is included with every Veloce license. It contains localization options to customize available languages, date and time formats and currency symbols. This module is also used to perform various daily operations, such as end-of-day and taking backups.

Here are a few tasks that are done from the Setup Utilities module:

• Manage your Veloce license

• Perform a manual End-of-Day

• Take backups of your Veloce system

• Configure your local currency (symbol and number of decimals)

• Set date and time formats

• Configure language profiles

• Configure various hardware options

• Start / Stop the Veloce Server

• Consult the error journal

• Configure the number of available menus

• etc...

Many more tasks and options are managed from this module, which will be discussed in this chapter.

Time Format (12h / 24h)

Time format can only be changed between 12h and 24h formats. It cannot be further customized.

To select between 12h and 24h formats:

1. Login to the Veloce Back-Office.

1. Start the Setup / Utilities module.

1. Click the System Config. link. (or use the Configuration > System Configuration menu item)

1. Click on the Misc. tab.

1. Locate the Military Format Time checkbox, at the bottom of the Options section.

Enable this option to select 24h format. Disable it to select 12h format.

Date Format

There are no date format settings in Veloce. the date format used at the POS and in reports is determined by Windows regional settings of the PC where the Veloce Server is installed.

Supported Languages

Veloce supports two languages for its Back-Office User Interface and POS:

• English (Canada)

• French (Canada)

However, all elements which have free text descriptions also have a second name field which can be used as a third language at the POS. For instance, you could have the main POS interface in English, but have all item screens, items, divisions, etc, appear in Spanish for employees using the POS, while having the final invoice still print in English or French.

To configure languages in Veloce:

1. Login to the Veloce Back-Office.

1. Open the Setup/Utilities module

1. Click the System Config. link. (or use the Configuration > System Configuration... menu option)

1. Click on the Configuration tab. The language options are located at the bottom of that page.

By default, only English is configured, which also makes it the default (main) language.

Checkbox

Enable the language profile(s) that will be available throughout your system by ticking the corresponding checkbox to the left. At least one profile needs to be enabled.

Description

Type in the description you wish to use for this language. This description is used on the language selection screen at logon and when creating back-office users or POS employee files. For instance, you could decide to name the third profile "Español", which would show up in these various drop-down lists afterwards.

Veloce

Select the Veloce built-in language to use. Only French or English are available. This selection applies to the Veloce Back-Office user interface and the default POS user interface.

Group/Items

Select whether Veloce should display the default Description or the Second Name of groups and items when the corresponding language is active. Note that this only affects the point of sale and printed invoices. The back-office itself is not affected by this selection.

Main

Select which language will be used by default throughout the system. For instance, if English is set as the main language, the point of sale's interface will be displayed in English by default, until an employee with a different language profile logs on. For the back-office, it means that the login screen would always be in English, although a user with a French language profile could still logon and use the Back-Office in French.

Additionally, this setting will determine whether your sales items will print on the guest check using the main description or the second name.

Language profiles for Back-Office users and POS Employees

The topics of Back-Office users and POS Employees will be covered more in depth later. However, it makes sense to touch on it right now, in order to make more sense of the Veloce language settings and the impact it will have on programming items later.

Back-Office Users

To select the default language of a Back-Office user:

1. Logon to the Veloce Main Back-Office.

1. Click on the Tools menu and select the Users... option.

1. Select a user from the list by simply clicking on it.

1. On the Configuration tab, you will see a Language drop-down list. Select the desired language from that list, or use the Choice option.

POS Employees

To select the default language of a POS employee:

1. Logon to the Veloce Main Back-Office.

1. Start the Point of Sale Control module by clicking the corresponding icon.

1. Click the Employees menu and select the Personal Files... option.

1. Select an employee file from the list by clicking on it.

1. On the Configuration tab, you will see a Language drop-down list. Select the desired language from that list and click the Save button.

Price levels are useful to create a pricing structure for sales items. This allows merchants to sell the same item at different prices based on any criterion they may choose. For instance, any given item could have a different price based on whether the item is ordered at the Dining Room, from the Take-Out counter, through Delivery, or if the customer is a special VIP member.

Veloce supports up to 4 price levels. Price Levels can also be combined with modes to create an even more detailed price structure.

Setup Price Levels

1. Login to the Veloce Back-Office

1. Open the Setup/Utilities module

1. Click the System Config. link. (or use the Configuration > System Configuration... menu option)

1. Click on the Configuration tab. The Price Levels are near the top of the window:

Price Levels

Checkbox

Enable the checkbox next to each price level to use it. If a price level is not needed, leave its checkbox blank.

Description

Type a meaningful description for each price level.

Special mode

...

Click the Save button to save changes and exit.

Click the Exit button to close this window without saving changes.

The price levels will be displayed as headers in the Prices section, in the configuration screen of sales items.

While Veloce provides full support for English and French only, it is possible to configure sales items, divisions, big divisions, screens, etc, with an alternate language. For instance, you could have second names in Spanish and have employees see that at the POS, while printing checks in English. here are detailed instructions for doing just that:

STEP 1 - Configure language profiles in Veloce:

1. Login to the Veloce Back-Office.

1. Open the Setup/Utilities module.

1. Click the System Config. link. (or use the Configuration > System Configuration... menu option)

1. Click on the Configuration tab.

1. Enable the third language profile by ticking the checkbox to the left.

1. Type a Description for this language profile. To setup Spanish, this should be named Español.

2. In the Veloce column, select English, so that all elements that cannot be translated to Spanish will be displayed in English (and not in French).

3. In the Group/Items column, select the Second Name option. this will cause employees using this language profile to see the second name when these elements are used at the POS.

Main

• If you want your employees to see Spanish descriptions on the POS interface but the items printed on guest checks need to be in English, set the Main radio button to English.

• If you want your employees to see Spanish descriptions on the POS interface and you also want items to be printed in Spanish on the guest check, set the Main radio button to Español.

STEP 2 - Back-Office Users

Select the most appropriate language profile for each back-Office user. Remember that it's really the setting in the "Veloce" drop-down box of each profile that will determine the language of the Back-office user interface. Any third-language option has no effect on the Back-Office whatsoever.

1. Login to the Veloce Main Back-Office.

1. From the Main Back-Office Window, click the Tools menu and select the Users... option.

1. Select a user account from the list.

1. In the Configuration tab, set the Language drop-down list to the desired language profile.

STEP 3 - POS Employees

1. Logon to the Veloce Main Back-Office.

1. Start the Point of Sale Control module by clicking the corresponding icon.

1. Click the Employees menu and select the Personal Files... option.

1. Select an employee file from the list by clicking on it.

1. On the Configuration tab, you will see a Language drop-down list. Select the Español option .

STEP 4 - Add Second Names

Most of the elements that have a free text description also have a free text "Second Name". These include but are not limited to:

• Sales Items

• Divisions

• Big Divisions

• Item Screens

• Popup Windows

• Groups & Keys

• Buttons

• etc...

STEP 5 - Test at the POS

Check out the results at the POS:

Logon with an English profile employee:

Logon with a Spanish profile employee:

Currency options include the monetary symbol to be used, the number of decimals, and applicable rounding options.

Monetary Symbol

To define the monetary symbol (£, $, €, ¥):

1. Login to the Veloce Back-Office.

1. Start the Setup / Utilities module.

1. Click the System Config. link. (or use the Configuration > System Configuration menu item)

1. Click on the Invoicing tab.

1. In the Misc. section of the Invoicing tab, locate the Monetary Symbol field. Type in whichever symbol is required.

BSD

Bahamian Dollar

CAD

Canadian Dollar

CUC

Cuban Convertible Peso

CUP

Cuban Peso

EUR

Euro

GBP

British Pound

USD

US Dollar

The monetary symbol defined here will appear at the POS, on printed invoices, readings and back-office reports.

Number of decimals

Veloce supports currencies with up to 2 decimal places. To define the number of decimals to use:

1. Login to the Veloce Back-Office.

1. Start the Setup / Utilities module.

1. Click the System Config. link. (or use the Configuration > System Configuration menu item)

1. Click on the Invoicing tab.

1. In the Misc. section of the Invoicing tab, locate the Number of Decimals field. Type any number between 0 and 2. (Japanese Yen and Chinese Yuan has 0 decimals while all North American and European currencies have 2 decimals.

Different users may need to access the Veloce Back-Office for various reasons or to accomplish different tasks, such as:

• Taking reports

• Creating sales items or updating prices

• Updating the menu

• Performing maintenance, such as taking backups or do a manual End-of-Day

• etc...

Users can be created with specific tasks in mind, so it is possible to limit what certain users can do to keep information secure and avoid users accidentally making unwanted changes to the Veloce menu.

To create a back-Office user:

1. Logon to the Veloce Back-Office with whichever user you already have. For a new Veloce installation that has no users, simply click OK on the login screen, without entering any password.

2. From the Main Back-Office screen, click the Tools menu and select the Users... option.

1. The list of users will be displayed.

1. Edit an existing user by clicking on its username, or click on an empty placeholder to create a new user.

2. Change the user's settings and click the Save button to commit changes.

Available user settings are detailed below:

Configuration Tab

The Configuration tab contains basic user account settings.

Name

Type the User Name for this Back-Office user.

Password

Back-office users are recognized by their passwords. Therefore, if you wish to use more than one user for the Back-Office, each user needs to have a different password. There are currently no restrictions on the structure of passwords in Veloce, but it is always recommended to stick with the following rules:

• 8 or more characters in length.

• Use a mix of lower case and capital letters.

• Include at least one number.

• Include at least one special character, such as !/$%?&*()@#=+-_.

• Avoid any dictionary word.

• Avoid any combination of adjacent keys on the keyboard, such as "Qwertyu8*".

• Avoid using dictionary words where letters are simply replaced by similar characters such as "P@$$w0rd".

Security level

The security level relates to the Back-Office reports that this user will be able to run. Level 0 is the highest level, meaning that a user with access level of 0 will be able to run all reports with an access level value of 0 or above, which essentially means any and all reports. A user with an access level of "1" would be able to access all reports of level 1 or above, but would not be able to access level 0 reports, and so on.

Disabled User

Tick this checkbox to disable this user and prevent access to the back-office without deleting the account.

Language

Available options: Choice, English, French (Depends on languages configured in Setup / Utilities > System Config. > Configuration)

Select the language of the Back-Office user interface for this user. Selecting the Choice option will present this user with all choices of available languages at every login.

User Access Tab

Veloce allows for user access to be customized to restrict access to certain functionalities to users. For instance, a user could be configured so that only access to reports is allowed.

As a general rule, users should be given access to functionalities based on business needs or "need to know". For example, managers or pay masters may need access to employee files, but regular employees should not.

By default on all new users, everything is enabled, as indicated by the green checkmarks.

At the root of the user access tree (shown above), you can remove access to entire modules by simply clicking on the corresponding checkbox. Doing so will replace the green checkmark with a red "X".

You can also drill-down each module by clicking the [+] sign next to each module name. you will notice that the elements under each module corresponds to the menus found in each module, and under that, you will find all the options from within these menus. This allows you to grant or revoke access to entire menus or specific elements within the menus.

When you're done, be sure to click the Save button at the bottom-right of the screen. This will close this user's profile and bring you back to the Back-Office user's list.

Taking backups at regular intervals is the best way to protect your Véloce system against data loss.

Veloce Cloud Backups

Veloce offers automated cloud backups, where a complete backup of the Veloce configuration and sales data is taken every day. While this solutions provides worry-free and hands-free backups for end-users, it may not cover all the needs of support technicians, professional services and Veloce distributors.

Manual Backups

You can take manual backups anytime, at various stages of the programming process. These backups can then be used as models to speed up the configuration process for other restaurants in the same chain or other restaurants with similar business models. They can also be used to present different programming options to customers.

Taking Backups

STEP 1 - Create a backup folder

Simply create an empty folder anywhere on a local drive on your system. Use a meaningful name for the folder.

For example, C:\VeloceBackup will be used for these instructions.

STEP 2 - Configure the backup location

1. Login to the Veloce Back-Office.

1. Start the Setup / Utilities module.

1. Click the System Config. link. (or use the Configuration > System Configuration menu item)

1. Click on the Configuration tab and locate the Complete Copy section.

1. In the Path field, type in the full path to the backup folder you create earlier, which was C:\VeloceBackup in our earlier example.

1. Click the Save button to commit changes.

Multiple disk

This is a remnant of a former era where backups that were considered "large" for the time could be fractioned among multiple high-density 1.44MB floppy disks. Use this option only if you have a floppy disk drive and consider using 1.44MB floppies as backups.

Format

This option becomes available if Multiple Disk is also selected. It tells Veloce to format your 1.44MB floppy before writing data to it, overwriting any previous data found on that disk.

STEP 3 - Take the backup

1. Login to the Veloce Back-Office.

1. Start the Setup / Utilities module.

1. Click the Utilities menu and select the Complete System Backup... option.

1. A warning will appear on the screen, explaining that your Veloce system will be unavailable while the backup process takes place.

1. Click Yes to proceed, and a progress bar will appear.

1. When the process finishes, you will have a file called VELPOS.ZIP in the folder selected for backups.

STEP 4 - Copy the backup files to removable media or storage service

A backup file stored on the same drive as your Veloce system is completely useless if that drive fails. Therefore, the backup file needs to be copied elsewhere. Removable drives that can be stored in a safe place or cloud backup services are suitable for this purpose.

It is strongly suggested to create a folder structure with the restaurant name and backup dates to store files. This will avoid accidentally overwriting other backups.

Some of the steps to restore from an earlier backup are very similar to taking a backup. For the purpose of this walkthrough, we assume that the backup file is being restored on a new system where nothing was previously configured.

STEP 1 - Create a backup folder

Simply create an empty folder anywhere on a local drive on your system. Use a meaningful name for the folder.

For example, C:\VeloceBackup will be used for these instructions.

STEP 2 - Copy files from removable media

Copy the file called VELPOS.ZIP in the folder that was created for that purpose.

STEP 3 - Configure the backup location

1. Login to the Veloce Back-Office.

1. Start the Setup / Utilities module.

1. Click the System Config. link. (or use the Configuration > System Configuration menu item)

1. Click on the Configuration tab and locate the Complete Copy section.

1. In the Path field, type in the full path to the backup folder you create earlier, which was C:\VeloceBackup in our earlier example.

1. Click the Save button to commit changes.

STEP 4 - Restore the backup

1. Login to the Veloce Back-Office.
2. Start the Setup / Utilities module.
3. Click the Utilities menu and select the Complete System Restore... option.
4. A warning will appear on the screen, explaining that your Veloce system will be unavailable while the restore process takes place. Also, any data that is currently in your Veloce system will be lost and replaced with data from the backup file.
5. Click Yes to proceed, and a progress bar will appear.

After the restoration process is complete, the Veloce Server will restart itself and the system will be in the exact same state as it was when the backup was originally taken.

Point of Sales Control Overview

Point of Sales Control is a core module that is included with every Veloce license. It allows restaurants to manage day-to-day operations from one central location. This is also where most of the menu programming is done, from creating sales items to employee access.

Here are a few tasks that will be carried out from the Point of Sales Control Module:

• Creating Sales Items

• Creating Big Divisions, Divisions and Item Screens

• Configuring taxes

• Creating and managing promotions and discounts

• Managing employees and employee functions

• Managing payment modes

• etc...

Veloce supports multiple user accounts so that employees can perform various tasks in the Back-Office without risking accidental and unwanted modifications to the Veloce menu.

1. Double-click on the Veloce Back-Office icon on your Windows desktop.

1. The login prompt will appear. Type your password in the Password field and click OK.

1. If your account is configured to select the display language, the language selection screen will appear. Click the desired language button.

1. The main Back-Office screen appears.

You are now logged in to the Veloce Back-Office.

Taxes

Before creating axes in Veloce, make sure that Tax Categories were created, as each tax created in Veloce needs to belong to a Tax Category.

Up to 5 taxes can be created in Veloce.

Creating Taxes

1. Login to the Veloce Back-Office.
2. Start the Point of Sale Control module.
3. Click on the Invoice menu and select the Taxes... option.
4. The Tax list appears. Click an existing tax to modify it or click an empty placeholder to create a new one.
5. The selected tax opens on the Configuration Tab:

   Description

   Type the tax description as it will appear on guest checks, receipts and reports.

   2nd Name

   Type an alternate description to be used on guest checks and receipts.

   Number

   Type the tax identification or registration number, which will be printed on guest checks and receipts.

1. Click on the Rate tab:

Current Rate

This section contains settings that are currently applicable.

Rate

Type in the percentage of tax to apply to taxable items. The rate can be anything from 0% to 100%, with a precision up to 5 decimal places.

Minimum Amount

Type in the minimum sales amount to reach for this tax to apply. If the sales amount is lower than the amount entered in this field, Veloce will not calculate taxes on this sale.

Maximum Amount

Type in the Maximum sales amount to reach for this tax to apply. If the sales amount is higher than the amount entered in this field, Veloce will not calculate taxes on this sale.

Non taxable if item number over

Use this option for items that are not taxable if purchased in specific quantities. For instance, if an item is taxable when purchased alone, but becomes non-taxable if 6 of the same item are purchased together. For this example, put 6 in the field.

Upcoming Rate

This section contains information on future tax parameters. Use this section if an upcoming tax modification is expected in the near future. This will ensure that the new parameters automatically come into effect at the prescribed date.

Date

Select the date at which the new tax parameters will become effective.

Next Rate

Type in the new percentage of tax that will apply to taxable items. The rate can be anything from 0% to 100%, with a precision up to 5 decimal places.

Exception

Enable this option for taxes with special application rules, such as British Columbia's Provincial Sales Tax applicable to soda beverages. In the text field next to the checkbox, type a meaningful name for the exception.

Taxable sale percent

Enter the percentage of the combo or main item price that will be used for the calculation of the BC Soda Beverage Tax.

Maximum amount per item

Enter the maximum amount that will be used as a base sale price for the calculation of the PST applicable to Soda Beverages in the Canadian province of British Columbia.

• Calculation Method

  Included Tax

  Select this option if the item prices includes all applicable taxes. For instance, if an item is sold for $10.00 including taxes, Veloce will make the necessary calculation to figure out the base item price and the correct amount for each applicable tax which will bring the total to $10.00.

  Category

  Select the Tax Category that this tax is part of.

  Group entire category using this tax level

  ...

  Priority

  ...

  Add Method

  ...

  Allow even if there is no amount

  ...

  Applicable on taxable tip

  Enable this option to apply this tax on tips and gratuity.

  Can apply on 'taxable tax'

  Enable this option if this tax can be applied on the tax amount from another tax.

  Taxable Tax

  Enable this option if the amount from this tax can be taxed by other taxes.

  Discountable

  Enable this option if taxes should be calculated after the application of discounts. For example, if and item is normally sold for $10.00, but has a 50% discount, the tax will be calculated on $5.00. If this option is disabled, the tax will be calculated on the original price of $10.00, regardless of any discounts.

• Links Tab:

  Conversions

  General ledger number (to send)

  ...

  General ledger number (to claim)

  ...

1. Click the Delete button to remove this Tax.

   Click the Save button to save changes and exit.

   Click the Exit button to close this window without saving changes.

Repeat these steps to create all necessary taxes.

Overview

Audience

This article is intended for all Veloce users, resellers and support technicians, doing business or providing technical support for users in the province of British Columbia (BC), Canada.

Requirements

Veloce Version:

Veloce POS 9.64 or later.

Tax Overview

Effective April 1, 2021, soda beverages will no longer qualify for the exemption for food products for human consumption. PST will apply to all retail sales of soda beverages at a rate of 7%.

If you sell soda beverages and are not already registered as a PST collector, you must register to collect and remit PST. Ensure your point of sale systems are updated to charge PST on soda beverages effective April 1, 2021.

What Are Soda Beverages?

Soda beverages are carbonated or effervescent beverages that have bubbles and fizz and contain any of the following:

• Sugar

• Natural occurring sweeteners

• Added natural sweeteners (such as honey, molasses, maple syrup, fruit juice, stevia, etc.)

• Artificial sweeteners (such as aspartame, sucralose, saccharin, etc.)

Carbonation or effervescence may be either naturally occurring in drinks (as in the case of fermented non-alcoholic beverages, such as kombucha) or injected after the beverage has been manufactured (e.g. with carbon dioxide or nitrogen).

Examples of Soda Beverages Include:

• Soft drinks and soda pop

• Sparkling fruit juices

• Carbonated or nitrogenized energy drinks

• Kombucha

• Nitrogenized coffee (if sweetened)

• Sparkling, sweetened water

Soda beverages also include:

• Frozen sweetened beverages, such as Slurpees or Frosters, that have been carbonated or have other gases added to them, and

• Sweetened effervescent beverages that have any of the following added to them:

  • frozen desserts, such as ice cream (e.g. ice cream floats)

  • fruit or fruit flavouring

  • candy, chocolate or another type of confection

Taxes are an important component of any POS system. Taxes need to be calculated accurately so that customers can be informed of the taxes they pay with their purchases. These calculations are also essential to the production of reports and payment of these taxes to the local fiscal authorities. Improperly configured taxes can incur heavy penalties for merchants, so special care needs to be given to the configuration of taxes.

Sequence for configuring taxes

When setting up taxes in Veloce, following a logical sequence will make the work easier. It will also avoid having to go back-and-forth between various configurations to achieve the desired result.

The general steps are:

1. Research and understand local tax laws.

2. Create tax categories in Veloce.

3. Create taxes in Veloce.

4. Assign taxes to Sales Items or Divisions in Veloce.

1. Research and understand local tax laws

This is the first and most important step. Understanding the local tax regulation will ensure that taxes will be configured properly in Veloce. The Veloce tax calculation engine is powerful and flexible. To be able to select the appropriate options for your region, you first need to understand the regulation thoroughly. Here are some general guidelines:

Determine which taxes and rates are applicable

Some jurisdictions have federal taxes, provincial or state taxes, liquor taxes and even special taxes on sodas or sweetened beverages. Some areas apply taxes on food items, while others don't. Some areas have variable tax rates based on whether the food is consumed on-premises (dine-in) or off-premises (take-out).

Determine how taxes will be calculated

Taxes can be added to the price of an item (add-on tax) or can be included in the list price of the item (inclusive tax). It is also important to understand how rounding works. Most areas calculate rounding to the nearest cent ($0.01) while some simply truncate everything after the second decimal.

2. Create Tax Categories in Veloce

Once you understand how taxes work in your area, you need to determine how taxes will be grouped for reporting purposes. Taxes are grouped together using Tax Categories in Veloce. Every tax needs to belong to a tax category. Here are some common tax category examples:

• Federal Tax

• Provincial Tax

• State Tax

• Liquor Tax

• Food Tax

3. Create taxes in Veloce

Create each tax in Veloce. Each tax will be assigned to a tax category and configured according to local tax laws.

4. Assign taxes to Sales Items or Divisions in Veloce

Each Sales Item and Division in Veloce can be configured with all available taxes. This provides maximum flexibility so that Veloce can be adapted to any tax regulation on all markets.

This article explains the Veloce configuration required to comply with British Columbia's Provincial Sales Tax Act.

Configuration sequence

1. Create / Configure Tax Categories as explained in the Tax Categories article.

2. Create / Configure Taxes as explained in the Taxes articles. You may also refer to the tables below for specific settings.

3. Assign taxes to sales items, as explained in Sales Item Setup - Taxes article.

Suggested Tax Categories for Veloce

British Columbia has two tiers of sales taxes. The first tier is managed at the provincial level, which includes the provincial sales tax and liquor tax. The second tier is managed at the federal level, which includes the Goods & Services Tax (GST). Therefore, it is suggested to use two Tax Categories for Veloce:

• Provincial Taxes

• Federal Tax

Required Taxes in Veloce

Provincial Taxes:

• Provincial Sales Tax (PST) - 7%

• Provincial Sales tax (PST) for liquor - 10%

Federal Taxes:

• Goods and Services Tax (GST) - 5%Detailed Tax Configurations

The following tables list all the options and settings for each tax. Refer to the Taxes article to learn how to create a new tax, and refer to the tables below for each individual setting.

Provincial Sales Tax (PST) - 7%

The provincial Sales Tax at a rate of 7% applies to sodas as explained in the B.C. Soda Tax Overview article. However, if you also sell miscellaneous goods, such as clothing, bottle openers and souvenirs (e.g. souvenir glasses or pens with your company name on them), you also need to apply the 7% PST on these items. The PST may be used as an add-on tax or an inclusive tax.

Veloce Tax Settings for 7% PST

Provincial Sales Tax (PST) for liquor - 10%

The provincial Sales Tax at a rate of 10% applies to all alcoholic beverages containing more than 1% of alcohol per volume, such as beer, spirits and liqueurs, wine, mixed drinks, etc.

Settings for 10% PST (Liquor tax)

Goods and Services Tax (GST) - 5%

The federal Goods and Service Tax (GST) at a rate of 5% applies on all goods and services, including food, beverages, alcohol, clothing, souvenirs, etc. The GST may be used as an add-on tax or an inclusive tax.

Veloce Tax Settings for 5% GST

Examples of PST application on sodas

This article will cover some common scenarios that can be encountered when the PST is applied to soda beverages in British Columbia, and a brief overview of the required configuration.

British Columbia "Soda Tax" recap

Here is a quick recap of British Columbia's Provincial Sales Tax (PST) rules which applies to soda beverages. For complete and up-to-date documentation regarding taxes, please consult the official British Columbia government site at https://www2.gov.bc.ca/gov/content/taxes/sales-taxes.

• PST applies to all retail sales of soda beverages at a rate of 7%.

• If you offer the beverage for sale without the food or other good, you charge PST on the lesser of:

  • the ordinary purchase price of that beverage, and;

  • the total purchase price of the other good and beverage together.

Or

• If you offer the beverage for sale only with the food or other good, the lesser of:

  • 50% of the total purchase price of the food or other good and beverage together, and;

  • $3

Also, don't forget that almost all items sold in restaurants, including soft drinks, are also taxable by the federal Goods and Services Tax (GST) at a rate of 5%

Example #1

You offer an all-you-can-eat buffet with access to a soda fountain for $30.00. Access to the soda fountain is not sold separately and it is not listed on the menu, therefore it does not have its own price. The $3.00 / 50% rule applies: Since $3.00 is lesser than 50% of $30.00 ($15.00), the PST will be calculated on $3.00.

Configuration for Example #1

• Configure a regular item called "Buffet - Adult" with a price of $30.00.

• Assign the GST and PST as taxes for this item, and enable the exception option on the PST.

Example #2

You offer an all-you-can-eat buffet for $28.00. You offer access to a soda fountain for an additional $2.00, or the customer can use the water fountain, which is free. Because access to the soda fountain is listed separately on the menu, the PST is calculated on the sale price of $2.00 for this item.

Configuration for Example #2

• Configure a Regular item called "Buffet - Adult" with a price of $28.00. Assign only the GST tax on this item.

• Configure a Regular item called "Soda Fountain" with a price of $2.00. Assign both the GST and PST on this item.

• Configure a Regular or Included item called "Water" with a price of $0.00. Don't assign any tax on this item (since it's free).

• Link the Buffet - Adult item to the Soda Fountain and water items through a Forced Remark.

• This will allow the server to select between "Soda Fountain" (pst-taxable) and "Water" (non-pst-taxable).

Example #3

You sell a hot-dog and large soda combo for $5.00. The soda is not listed on the menu and not sold on its own. The $3.00 / 50% rule applies: Because 50% of $5.00 ($2.50) is lesser than $3.00, the BC Soda Tax will be calculated on $2.50.

Configuration for Example #3

• Configure a Regular item called "Hot-Dog + Soda Combo" with a price of $5.00.

• Assign both the GST and PST on this item, and enable the exception option on the PST.

• Configure a Modifier or Included item called "Soda - Included". Set the item's price to $0.00 and make this item part of a Soda/Soft Drink item screen.

• Link the Hot-Dog + Soda Combo item to the Soda - Included item through a Forced Remark.

Example #4

You sell a hot-dog and large soda combo for $5.00. The Hot-Dog on its own is $3.25 and the drink on its own is $2.25, which are both listed on the menu. In this instance, the BC Soda Tax will be calculated on the ordinary sale price of the soda, which is $2.25.

Configuration for Example #4

• Configure all your soft drinks as Regular items, in a "Soft Drinks" item screen. Give them a price of $2.25 each. Assign both the GST and PST on these items.

• Configure a Regular item called "Hot-Dog + Soda Combo" with a price of $5.00. Assign only the GST tax on this item.

• Configure an Included Item called "Large Soda Included" with a price on $0.00. Assign both the GST and PST on this item.

  • To make sure to use the regular price of the soft drink for tax calculation, select a regular soft drink for PST in the Taxable amount item column.

• Link the Hot-Dog + Soda Combo item to the Large Soda Included item through a Forced Remark.

Example #5

You sell a hot-dog and large soda combo for $5.00. The Hot-Dog on its own is $3.25 and the drink is $2.25, which are both listed on the menu. You have a special promotion which gives 75% off hot-dog combos that day, which brings the total price of the combo down to $1.25. In this instance, the PST will be calculated on the total price of the combo, which is now $1.25.

Configuration for Example #5

• Use the same configuration as Example #4.

• Create a 75% Off promotion which will apply on the Hot-Dog combo.

Definition

Divisions are sub-categories of Big Divisions and are are also used for reporting purposes. Divisions must be created before sales items can be created.

Examples :

• Starters

• Soups

• Salads

• Pasta

• Steaks

• Burgers

• Sandwiches

• Desserts

• Beverages

• Beers

• Wine

• Cocktails

• etc...

How to create divisions

1. Login to the Veloce Back-Office.

1. Start the Point of Sale Control module.

1. Click on the Divisions shortcut. You can also use the Sales menu and select the Divisions... option.

1. The list of Divisions appears. Click on an existing Division to modify it, or click on an empty space to create a new one.

Use the << Previous and Next >> buttons to navigate between screens. 100 Division placeholders are available.

Click OK to modify the selected Division.

Click Exit to close the Divisions list.

Alphabetic Sort

By default, the list of Divisions is sorted by the numerical value of each division. Use the checkbox to sort the list alphabetically instead.

1. Configure the Division's parameters:

Description

Description

Type a meaningful description for this Division

2nd Name

Type a secondary description for this Division. This is generally used as an alternate description in a different language for multi-language setups.

Big Division

From the drop-down list, select the Big Division to which this Division belongs.

Options

Available

Enable this option to make this division available for sales. If left un-checked, all items from this division will be unavailable at the POS

Mandatory client

If enabled, a client account will need to be assigned to the transaction if an item of the division is on the invoice.

Mandatory division

If enabled, at least one (1) item of the division will have to be added on the invoice to complete it.

Count for SmartCard (points)

Used for the fidelity accumulation system.

Block sales under cost price

Prevent the sale below the cost price for all items in this division.

Minimum sale price

Set the minimum sale price for the items within this division.

Minimum age

Age of the customer will have to be confirmed (i.e.: Alcohol sales).

Persisting (stay there)

The list of division items will remain displayed even after ordering a first item instead of going back to the original menu page.

Special end of day export

Items from the division will be included in the special end of day export. (Used with third-party integration, i.e WISK)

Exclude from external number generator

Exclude the items to get an external number generated automatically

Hold and fire delay (sec)

The delay before the items are sent to the order printers, in seconds.

Taxes per Division

It is possible to assign taxes for each division. To do so, click on the Taxes tab and select the appropriate tax(es) which will apply to all items within this division.

Click the Delete button to remove this Division.

Click the Save button to save changes and exit.

Click the Exit button to close this window without saving changes.

Once you understand how taxes work in your area, you need to determine how taxes will be grouped for reporting purposes. Taxes are grouped together using Tax Categories in Veloce. Every tax needs to belong to a tax category. Here are some common tax category examples:

• Federal Tax

• Provincial Tax

• State Tax

• Liquor Tax

• Food Tax

Create Tax Categories

A maximum of 5 Tax Categories can be created in Veloce:

1. Login to the Veloce Back-Office.

1. Start the Point of Sale Control module.

1. Click on the Invoice menu and select the Tax Categories... option.

1. The Tax Categories list appears. Click an existing category to modify it or click an empty placeholder to create a new one.

1. The Tax Category configuration screen appears.

Description

Type a meaningful name for this tax category. It will be displayed in tax reports.

Recording Module Level

This is used with the Québec Sales Recording Module only. Type 1 for Federal Tax and 2 for Provincial Tax.

Taxability mention representative letter

Used for VelPOS only - This is the letter that will appear next to each item that will identify which tax applies.

Include category by adding

You can group two categories together by enabling this option and selecting another tax category from the drop-down list.

Click the Delete button to remove this Tax Category.