Thank you for choosing RedFox POS. To get the most out of your POS terminal, please take time to review this document. This document contains all essential information for the user to make full use of the RedFox POS terminal.

RedFox POS Welcome screen



     The register button is where the menu can be viewed and new orders are entered.

     Menu hierarchy is arranged as follows:
1. Menu: Multiple menus can be created. An example of multiple menus would be the classic 3 menu setup, Breakfast, Lunch and Dinner.
2. Category: Multiple categories can be created for each menu.Example categories are Appetizers, Entrées, Beverages, Sandwiches and Deserts.
3. Item: The item level is where each menu item is defined. It is at this level where sizes (small medium or large?), preferences (how would you like your steak done?), and modifiers (would you like mashed potatoes or french fries with that?)

     Entering an order:

1. Select "New Sale" at the upper right of the screen to enter a new order.

2. Select the service type. Service types are Dine In, To-Go, Pick-Up, or Delivery.

Order service types are described as follows:

Dine In: Orders intended to be served to and eaten within the dining establishment, these orders are typicaly taken and served by a        waiter.

To-Go: Orders typically placed by a walk-in customer, intended to be packed up and eaten outside of the dining establishment.

Pick Up: Orders typically placed via phone or internet, intended to be picked up and eaten outside of the dining establishment.

Delivery: Orders intended to be delivered to  a specified address by an employee of the dining establishment.

3. Select the appropriate menu to find the desired category.

4. Select the appropriate category to find the desired item, then select the desired item and size. The option to manually enter a non-menu (unlisted) item is also available.

5. If an item has a modifier associated with it, select the desired option(s).

Pizza items will have the option to place a topping on the whole pizza or on half the pizza.

6. Once the entire order is entered, select either "Hold" or "Pay Now"

Hold: Used when payment will be taken at a later time such as for Dine-in or pick up orders, or for to-go orders where payment is collected once the order is prepared.This will allow the order to be placed and sent to the kitchen printer.

For Dine-In orders, the RedFox POS system will ask for a table number.

To enter payment for an order previously put on hold, select "Recall", then select the order that you wish to collect payment for.elect "Pay  Now" to collect payment.

Pay Now: Used when collecting payment. Select the desired payment option and enter the amount. After collecting payment, you will have the option to print a receipt for the customer, a receipt to the kitchen, both or neither.

Open Drawer: Opens the cash drawer without making a sale. Requires a manager password. A reason for opening the drawer must be given. All drawers opened without sale are recorded and displayed (along with reasons) in the open drawer report (see Back Office / Reports / Open Drawer Report).

Recall: See "Recall Order". 


     Select the recall order button to retrieve an order that was previously placed but not paid for yet. Recall an order to add, modify or remove items from an order. Recall order is also used when collecting payments that were not collected when the order was placed.

Users with manager or assistant manager privileges can see all open orders, other users will only be able to see orders that they have placed.

Orders can also be recalled from the Register.


     Order History is used to view older orders that have been paid for and marked as completed. Open orders should be viewed through the recall order button.

All Orders: Lists all currently open (unpaid) orders.

Order History (Last 4 Hrs): Will bring up recently completed orders.

Order History (Older): Brings up all orders within a given date range.


     All orders: Will display all order statuses.

     In Preparation: Orders that are currently being prepared by the kitchen.

     Printed: Orders that have been sent to the kitchen printer.

     Ready: Orders that have been prepared and ready to be served or handed to the customer or delivery driver.

     On The Way: Delivery orders that are enroute to the customer.

     Pending: Orders waiting to be sent to the kitchen.

     Future: Orders placed more than 2 hours ahead of time to be prepared later.

     Driver Assigned: Delivery orders that have been prepared and are awaiting driver pick up. Once driver picks order up, status                   should be changed to "on the way".

     Previous Orders: 


     Cashing in is used to record the amount of money in the cash drawer at the BEGINNING of each employees shift. It can also be used to record the "bank" or starting change given to each server at the start of his or her shift.
     Cashing out is used to balance out the cash drawer at the END of each employees shift.The amount of money in the cash register at the end of the employee shift should equal the starting bank plus total sales

Cash: Record the quantity of each monetary denomination. The RedFox POS terminal will automatically calculate the total cash.Use the touch pad on the right side of the screen to enter the quantity of each bill or coin.

Charges: When cashing out, enter each charge (credit/debit transaction) including tips.

Finish: After all cash and charges are entered, pressing the FINISH button will confirm that the drawer is balanced or alert to any cash drawer discrepancies. In the event of a discrepancy, notes may be entered to explain the shortage or overage in the cash drawer.


     Driver tracking displays a map showing the location of each driver. Drivers phones are tracked via GPS. This feature is useful for providing more accurate time frames when a customer calls inquiring about the status of a delivery order.


     Refund / Tips button is used to add tips to credit / debit card orders or to issue refunds after payment has been taken.


     Back Office is where Managers can perform most administrative functions from the RedFox POS terminal.


     The Menu button is where menu's can be edited. Some of the functions that can be performed from the Menu button include:

* Add a menu item
* Add a menu category
* Delete a menu item
* Temporarily disabling a menu item (in cases of inventory depletion)

   At this time, the following functions CANNOT be performed from the RedFox POS terminal and must be performed by logging in to your account from a PC:

* Create a new menu
* Create a new modifier
* Create a new preference
* Create a new size category

     Select the menu that you wish to edit from the pull down menu located at he upper right of the screen.

     Once the desired menu is selected you are able to perform the following functions:

Add Category: To add a category to an existing menu, select the Add Category button located at the bottom of the left column (see image above). Complete the following fields to add a category:
a. Category Name: Choose a name for the new category that you are creating.
b. Description: Enter a short description for the new category.
c. Status: Choose if you want to make the new category active at this time or inactive (you may activate the category at a later time).  Inactive categories will not be shown POS terminals or on the online menu. You may also choose whether or not you want to make the category available online. Customers viewing your online menu will not be able to see the item unless you check this option.
d. Choose the sizes available for all items that will be listed in this category. You will only be able to select from sizes created from your online administrator account on a PC, new size categories cannot be created from the POS terminal at this time.
e. Select Save to crate the new category. You may now add items to the new category (see Add Item below).

Add Item: To add an item, choose the menu and category where the item will be added, then select Add Item located at the bottom right of the Menu screen. Complete the following fields to add an item:
a. Item Name: Choose a name for the new item that you are adding.
b. Description: Enter an Optional description for the new item that you are adding.
c. Status: Choose if you want to make the new item active at this time or inactive (you may activate the item at a later time). Inactive items will not be shown POS terminals or on the online menu.
d. Min / Max Qty: You may set a minimum and maximum number of an item that a customer must/may order. NOTE: this is not intended as an inventory accounting feature, it will not remove an item from the menu when a maximum number of an item is ordered.
e. Prices: Select Click here to view prices to set the price for each available size for the item.
f. Days: You may select which days of the week the item is available. Items will not be available to order through the POS or on the online menu on days that are not selected.
g. Preferences: Select the available preferences that you want to list for the item. NOTE: a new preference cannot be added to the list from the POS terminal, adding a new preference to the list must be done from the online administrator account.
h. Modifiers: Add a modifier by selecting the "+" symbol (see image below). Select from available modifiers and then select the choice type. For choice types, "allow one" choice type will require that one and only one option be chosen when placing an order, "multiple" choice type will allow and/or require that a minimum and maximum number of choices be selected.
i. Select Save to add the new item.

Disabling and item: To temporarily disable (hide) an item from the POS and online menus, select the menu and category where the item is listed. to the right of each item listing is a star. A green star indicated that hew item is active, a red star will indicate an inactive (disabled) item. pressing the star will change the item from active to inactive and vice-versa.

Disabling an item is useful when a menu item is temporarily sold out or for any other reason, management needs to remove the item from the menu.

     Several reports are available for use by owners and managers to analyze and manage your food service business. Select the reports button to view any of the following reports:

Daily Settlement Report: 

Summary Report:

Driver Report:

Employee Summary Report:

Order Log Report:

Void Report: Displays a history of voided transactions withing a given time frame.

Employee Payments Report:

Employee Transaction Report:

Refund Report: Displays all refunds given within a certain date range.

Open Drawer Report: Displays a history of each time cash drawer was opened without a corresponding transaction.

Tax Report: Displays total meals tax collected.

Cashier In/Out Report:

Clock In/Out Report: Displays a history of when each employee has clocked in and out.

Sales By item Report: Displays item count of each item sold within a given time frame.

     The Employee button is where each employee is entered into the system.


Availability: When an employee no longer works for the restaurant, the former employee availability status should be set to "inactive"

     Managers: Have full administrative privileges and can access all areas of the RedFox POS system. 
     Assistant Managers: Have all the privileges that managers have except the following: 
          a. Add or edit menu category 
          b. Add or edit menu item
          c. Add, edit or delete employees
          d. Any marketing function
          e. Printer settings
          f. Online menu on/off
          g. Employee passcode on/off
     Cashier: Are allowed the following functions:
          a. View menu items
          b. Search item
          c. Start new sale
          d. Pay now
          e. Hold order
          f. Print order
          g. Update order status
          h. Assign driver
          i. Search order history
          j. Cash in
     Server: Can perform all cashier functions with the exception of Cash In.
Employee Passcode: A unique 5-digit numerical passcode must be entered for each employee.

Driver Settings

Mobile No: Important to make sure that the driver's mobile number is entered correctly so the driver receives alerts for new orders.

Driver Bank: If the restaurant has a policy of ALWAYS starting drivers off with a given amount of change or "bank", this field can be used to automatically add this amount to each drivers cash out amount due.

Username: A unique username must be assigned for each driver.

Cashed-In Employee

     Cashed-In Employee Details will show a summary of all currently cashed in employees. Details will include employees names, the roll of each cashed-in employee (manager, cashier or server), station name where the employee cashed in, and the time when the employee cashed in.

     The marketing function will allow you to send messages to customers phones (SMS) or email addresses. Typical use of this feature would be for marketing campaigns. Quick reminders of daily specials or special pricing are a few examples. When a new online order is received, customers are asked for there contact information, including email address and phone number. For each new customer, a record is created. Once a customer record is created, the RedFox POS system will keep track of how many orders each customer has placed and the date of last order.

Registered Customers: Customers that have placed at least 1 online order or have had there contact information manually entered into the POS terminal by an employee.

Imported Customers: A list of customers may be imported from an Excel spreadsheet document. Importing customers must be done from a PC and cannot be done from the POS terminal.

Filters: Customer list can be narrowed to show customers who haven't ordered  in the last 30 days, 60 days or 90 days. This is a great way to try to retain customers who stopped ordering for one reason or another. Sending a text or email offering them a great deal may get them to come back to your establishment! Customer list can also be sorted by number of orders placed. Congratulate a customer on there 100th order!

     To send an SMS (text message) or email, select the customers that you wish to send the email to. Next, choose the message delivery option you want (SMS or email). Enter the text of the message that you wish to send. When completed, press the SEND button.

NOTE: SMS (text) is limited to 160 characters) 

Printer: Allows you to assign printers and there rolls (receipt printer or kitchen printer).

PAX Terminal Settings: Allows for setup of credit card processing equipment. Once equipment is set up and working properly, these settings are not typically changed.

Set Default Printer: Allows you to assign which printer will print incoming online orders.

Change Station Name: Allows you to change the name of the terminal.

Employee Passcode On/Off: Allows you to disable (or enable) station passcode requirements. Passcodes are enabled by default.

Cash in/Cash out: Allows you to disable (or enable) the requirement to cash in (and out) at the start of each shift. Cashing in/out is enabled by default.

Online Menu On/Off: Allows you to control weather or not the menu is viewable online. Online menu is activated by default.

     Logout allows managers to disable access to the terminal. A manager password is required to activate the terminal again.


     The Clock In / Clock Out feature provides the ability to keep track of each employees hours. Employees should clock in when starting a shift, and clock out when the shift is over.

     Employee must select the appropriate Clock-In or Clock-Out option, then enter his/her employee passcode.

     Clocked-in employees will be alerted if they try to clock in again before clocking out. Conversely, a clocked-out employee will alerted when trying to clock out again before clocking in. Neither operation will be allowed by the RedFox POS system.

     Employee hours may be viewed via the Clock In/Out Report (see Back Office > Reports).