In a club or at an event, many guests arrive in a short time, payment is taken at several spots at once, and admission often includes a drink. This guide shows how to set up the entrance, bars and VIP area with bessa, redeem free drinks cleanly and use value cards for cashless payment at the bar.
The recommended setup
|
Station |
Device |
Task |
|---|---|---|
|
Entrance |
Main Sales Point |
Admission, free-drink vouchers, value cards, cloakroom |
|
Bars |
one Sub-Terminal each |
Selling drinks, redeeming vouchers and value cards |
|
VIP area |
Handheld as a Sub-Terminal |
Table service and bottles |
All stations belong to one Main Sales Point. This gives you one shared Sales Point closing, and vouchers from the entrance can be redeemed at every bar. Network and Sub-Terminal setup are covered in Wireless ordering on Sub-Terminals.
Assign each bar its own sub-warehouse. After the evening you see how much each bar used and can restock specifically, see Create and edit warehouses.
Admission
Create admission as normal articles, e.g. "Admission" and "Admission reduced", in a separate article group with the VAT rate that applies to admission. Put the admission articles on a separate order screen of the entrance Sales Point; one tap per guest is then enough.
Please check with your tax advisor which VAT rate applies to admission and to admission that includes a drink. This guide describes the setup in bessa and is not tax advice.
Free drink with admission
If admission includes a drink, the bar needs proof that the guest hasn't had it yet. With local vouchers (the Sales Point's Voucher Management module) this becomes a voucher:
-
At the entrance, book the admission and also the Voucher article with the value of the free drink, e.g. €5.
-
The Sales Point prints a voucher slip with a barcode together with the invoice. The guest keeps it.
-
At the bar, staff scan the voucher and redeem it for the drink. A more expensive drink becomes cheaper by the voucher value; any remaining value stays on the voucher.
This way each free drink can only be redeemed once, and the voucher transactions show how many were redeemed. Whether the voucher is single-purpose or multi-purpose is controlled by its article group, see Sell a voucher and Redeem a voucher.
Value cards for cashless payment
A value card is also a voucher in bessa: the guest loads an amount at the entrance, e.g. €50, and pays at the bars by having staff scan the code. The remaining balance is kept and can be topped up again at the Sales Point; when the numpad recognises a voucher code, it offers top-up and redemption.
This speeds up the bars because hardly any change is needed, and the balance is already paid. Check with your tax advisor how to handle balances that are never redeemed.
Several bars
-
Own printers: each bar prints its tickets on its own printer. Printer roles left empty on the Sub-Terminal are taken over by the Main Sales Point.
-
Settlement per bartender: everyone signs in with their own PIN. At the end, each settles via the Users report, see Staff in daily operation.
-
Settlement per bar: in the report at the Sales Point, select the Sub-Terminal of the respective bar.
-
Own prices per bar: if a bar has different prices, e.g. in the lounge, enable a separate pricing level there, see Eat in or take away.
VIP area and bottle service
Create a separate area with tables for the VIP area and serve it as in Table service with handhelds. Book bottles as articles and extras such as mixers or ice via article options. The table collects all evening and is paid at the end, split across several guests if needed.
Frequently asked questions
Can guests check their value card balance? Yes. At the Sales Point, the Vouchers menu shows the remaining balance and transactions of every voucher; use the magnifying glass to find it by scanning. The digital receipt also shows the remaining balance.
What if a voucher slip gets lost? Find the voucher in the Vouchers menu and print it again, or delete it so that it can no longer be redeemed.