Food & Beverage

Goal

This guide explains how to use the Food & Beverage module in ICONK OS for restaurant and cafe operations. It covers table management, order taking, kitchen display, menu building, recipes, reservations, and reporting.

Target Audience

Restaurant managers, floor staff, kitchen staff, and hosts who handle daily F&B operations.

What You Can Do

• Manage your restaurant floor with zones and tables
• Take and manage table orders
• Send orders to the kitchen display system (KDS)
• Build and manage your menu with categories and items
• Create recipes with ingredients linked to inventory
• Manage reservations for your tables
• Settle orders and process payments
• View F&B reports and sales summaries

What You Should Not Expect Yet

• Advanced table reservation management with online booking integration
• Recipe cost calculation with automatic ingredient pricing
• Multi-restaurant or chain management
• Customer loyalty integration specific to F&B
• Advanced tax separation on F&B settlement

Step-by-Step Workflows

Setting Up Your Floor

1. Navigate to Floor Map from the F&B module.
2. Create table zones to organize your dining area (e.g., Main Hall, Patio, Bar).
3. Add tables to each zone with a table number and seating capacity.
4. Arrange tables visually on the floor map.

Managing the Menu

1. Navigate to Menu from the F&B module.
2. Create menu categories (e.g., Appetizers, Main Course, Desserts, Beverages).
3. Add menu items to categories.
4. Set prices for each menu item.
5. Link menu items to inventory products if you want stock tracking.
6. Activate or deactivate items as needed.

Creating Recipes

1. Navigate to Recipes from the F&B module.
2. Click to create a new recipe.
3. Enter the recipe name and description.
4. Add ingredients by selecting products from your inventory.
5. Specify the quantity of each ingredient used per recipe.
6. Save the recipe. Recipes can be linked to menu items.

Taking Orders

1. Navigate to Orders from the F&B module.
2. Select a table or create a counter order.
3. Add items to the order from the menu.
4. Specify quantities and any special notes.
5. Save the order. It will appear as an open order.

Firing Orders to Kitchen

1. From the Orders page, select items to send to the kitchen.
2. Click Fire to send the items to the Kitchen Display System (KDS).
3. Kitchen staff will see the fired items on the KDS screen.
4. Items progress through preparation stages on the KDS.

Using the Kitchen Display System (KDS)

1. Navigate to KDS from the F&B module.
2. View all active kitchen tickets.
3. Update ticket status as items are prepared (e.g., Preparing, Ready, Served).
4. Filter tickets by station if your kitchen has multiple stations.

Managing Reservations

1. Navigate to Reservations from the F&B module.
2. Click to create a new reservation.
3. Enter the customer name, phone number, date, time, and party size.
4. Optionally assign a specific table.
5. Add any notes (e.g., dietary requirements, special occasions).
6. Save the reservation.
7. Update reservation status as needed (e.g., Seated, Completed, Cancelled).

Settling an Order

1. Open the order from the Orders page.
2. Review all items and charges.
3. Click Settle to process the order.
4. Select the payment method.
5. Enter the amount tendered if applicable.
6. Apply any discount if needed.
7. Complete the settlement. This action:
   • Closes the table
   • Deducts inventory for menu items or recipe ingredients
   • Creates a sales transaction
   • Posts the financial entry to accounting

Counter Orders

1. From the Orders page, create a counter order for walk-in customers.
2. Add items and process payment immediately.
3. The order is fired to the kitchen and settled in one flow.

Viewing F&B Reports

1. Navigate to Reports from the F&B module.
2. View sales summaries and performance metrics.
3. Filter by date range to analyze specific periods.

Permissions and Access

Access to F&B features depends on your role:

• Viewing orders and menu requires F&B access permission.
• Managing menu, recipes, and tables requires menu management permission.
• Kitchen staff typically need access to the KDS and order firing.
• Floor staff need access to orders and table management.

If you cannot see the F&B module or certain actions are unavailable, contact your company administrator to review your role permissions.

Known Limitations

• F&B settlement accounting posting is best-effort after the settlement transaction. If posting fails, the order is still settled but the accounting entry may need manual review.
• Tax separation on F&B settlement is not fully implemented. The current posting uses total sale revenue rather than separate tax liability lines.
• Some recipe features may have limited functionality.
• Broader report and display consistency may still need review.

MISSING Items

• Recipe cost calculation based on ingredient prices.
• Online reservation booking for customers.
• Split bill functionality for table orders.
• Modifier and add-on management for menu items.

UNCERTAIN Items

• Exact behavior when F&B settlement accounting posting fails (whether a retry mechanism exists).
• Whether recipe ingredient deduction handles unit of measure conversions.
• How KDS ticket status updates are synchronized across multiple kitchen displays.

Troubleshooting

| Problem | Possible Cause | What to Try | |---------|---------------|-------------| | Cannot see F&B module | Missing F&B permission | Contact your administrator | | Table not showing on floor | Table may not be assigned to a zone | Check table setup | | Order not appearing in KDS | Items may not have been fired | Fire the order items from the Orders page | | Settlement fails | Possible inventory or accounting issue | Check stock levels and try again | | Menu item not available | Item may be deactivated | Check menu item status | | Stock not deducting after settlement | Menu item may not be linked to a product | Link the menu item to an inventory product |