📄Bepoz Terminology
Definitions of frequently used terms across the Bepoz software suite.
| Base Size | The size of the (Stocked) Product which is purchased from a Supplier; such as a 750ml bottle of wine. |
| CostEx | The cost price of a Product excluding the GST%. The CostEx may be entered manually for any Non-Stocked Product (e.g. food), but will be set automatically for all Stocked Products once you receive an Invoice into BackOffice for that item. |
| CostInc | The cost price of a Product including GST. (see CostEx also) |
| Cover | Usually a seat at a Table and is considered as one (1) guest or person. |
| Default Size | May be set as your best selling size, but can be left as 'None'. Used primarily for Reporting. |
| Drawer Total | The combined amount of cash, card transactions, and other payment types that make up the total funds in your cash drawer. |
| Ex Tax Difference | The difference between the Invoiced Totals excluding tax and what has been entered manually. |
| Filter | Enables specifc data to be sorted according to individual, chosen variables corresponding to the column where the filter is active. |
| Group | A collection of Products/items/things that are gathered, classified, or considered together because they share a common feature or purpose. |
| Gross Sales | Represents the theoretical full value of all Sales (revenue) prior to deductions such as discounts, returns, and allowances. |
| Hold & Fire | The functions used to delay printing a Table Order, whether in full or part [Hold], and then permitting the printing of the Order [Fire] when required. |
| Inactive | A setting applied to items that are no longer in use or have been permanently retired, removing them from normal visibility within BackOffice. Where applicable, an ‘Inactive’ filter can be enabled in the BackOffice header to display these items again when needed. |
| Key | Any button on the POS Till used to trigger a Product, KeyList, Group, or Function. |
| KeyList | A custom collection of Products which may not share any defined similarites. |
| KeyMap | A flexible grid of Keys representing Products, Groups, or KeyLists, organised to display on the POS Till. Several KeyMaps can be available at once via tabs. |
| KeyMap Set | The configuration of how your KeyMaps are presented at the POS Till, and are essential for KeyMaps to be visible. |
| KMS | The Kitchen Management System (formerly Kitchen Display Screen, KDS) that helps kitchen staff track and manage orders in real time, improving communication, organisation, and efficiency in food preparation. |
| Layout Mode | A function within the KeyMap edit screen which shows precisely how the Keymaps will appear at the POS Till. |
| MPOS | Our SmartPOS mobile app used on Oolio EFTPOS PINpads which allows the Operator to select/order Products, and then take payment, directly from the mobile device. |
| Multi Venue | When one or more business groups share the same ownership structure, they can trade from the same BackOffice database while maintaining data integrity. |
| Nett Total | The actual total revenue from Product Sales after deductions such as discounts, returns, and allowances have been applied to the Gross Sales. |
| Non-Stocked | A 'Product Mode' setting applied to Products to exclude them from inventory tracking and stock takes. This mode is typically used for items composed of other ingredients, such as cocktails or made-to-order Products. |
| Offline Mode | A temporary sales mode allowing the POS Tills to continue to trade, in a limited capacity, when there is a Server, Network or SmartController interruption. |
| Operator | A system user who can access and perform functions within all applications in the software suite. Operators may be assigned specific security permissions either individually or through an Operator Group, determining what actions they are permitted to perform. |
| Pay at Table / Pay@Table |
This is an EFTPOS integration that allows customers to pay the bill directly at the table. It supports full bill payments, payments for individual items, and bill splitting. |
| Payments Minus (-) Charges |
For open tables or accounts, this represents the difference between the total payments received and the total value of sales. |
| Price Number | A price level applied to a Product, allowing flexible pricing for different times, events, or promotions, including standard pricing. |
| Product | Any item, ingredient, condiment, or command in the POS, which may have a cost and configurable settings affecting price, stock, and behavior. |
| Product Number | An automatically generated Price Look-Up (PLU) number, which uniquely identifies each Product in the Bepoz database. |
| Ribbon | The ink module/cassette used in an impact printer. It is typically a two-colour fabric ribbon (black and red) that provides printed output on [kitchen] dockets and requires periodic replacement as the ink wears down. |
| Scale Product | A Product sold by weight rather than a fixed unit price. This setting is used when a POS Till is connected to a Scanner-Scale (such as in a supermarket), allowing items to be weighed and priced automatically at checkout. |
| Scanner-Scale | A single device that combines a barcode scanner and a weighing scale in one unit. Commonly used in grocery environments, it allows the POS to scan an item’s barcode and calculate its price by weight in a single step, improving speed and accuracy at checkout. |
| Server | The central system that connects and manages all POS terminals and back-office functions. It hosts the core Bepoz software and services, handling data and communication across the network. The server may be located on-site or operated remotely as a hosted virtual machine, and also controls optional integrations such as KDS Link, CA Link, and other system add-ons. |
| Size | Defines how a Product is sold when it comes in different quantities or variants, such as wine pours from a full bottle, keg beer served in different glass sizes, or Products like coffee or clothing offered in multiple size options. |
| SmartController | The core application that drives and coordinates the entire Bepoz system. It manages communication, data flow, device control and system processes, ensuring every component operates in sync. Without Smart Controller running, most of the platform would not function, making it the operational heartbeat of the environment. |
| SmartPDE | A purpose-built application for Stocktake that runs on dedicated mobile devices, eliminating the need for pen and paper. It allows Operators to create and process Purchase Orders, manage Transfers, create Requisitions, perform Price Checks, and record Stocktake data. |
| SmartPOS | Our proprietary software solution that runs on point-of-sale (POS) 'touch' devices such as tills, wall-mounted waiter stations, tablets, and other front-of-house terminals, making sales quick and efficient to process. |
| SmartPrint | An application that runs on the server or POS tills to manage individual or multiple printers. It features a User Interface (UI) that allows our support staff to remotely monitor printer status and quickly identify any issues. |
| Sort | A Product setting used to categorise items for Reporting, and Printing purposes for orders/dockets. The level of detail can be broad or more specific, depending on business requirements. |
| Sort Group | A broader classification that sits 'above' individual Sorts. It is used to consolidate related Sorts into higher-level categories for clearer Reporting and optional printing purposes. |
| Store | A defined location within a Venue, which can include areas such as a bar, gaming room, function space, or bottleshop. Each Store can have its own Pricing, Stocking, and Reporting settings. |
| Standalone Mode | A permanent sales mode that allows POS Tills to continue trading, in a limited capacity, during a server, network, or SmartController interruption. Unlike Offline Mode, this is a sustained operating mode rather than a temporary fallback. |
| TableMap | A visual layout representing the actual floor plan of an area within the Venue, showing tables, seats, and shape icons as they are physically arranged. |
| TableMap Set | The configuration that determines how Table Maps are presented at the POS. TableMap Sets are essential for Table Maps to be visible and usable on the POS Till. |
| Tare | The process of zeroing a scale’s weight reading to account for containers or packaging, ensuring only the product’s weight is measured. |
| Type | Identifies the specific category of Product—similar in function to Sorts—grouping items that share a common characteristic (e.g., draught beer, spirits, RTDs, food). Types support both Reporting and Printing by organising Products into meaningful groupings. |
| Type Group | A higher-level category that groups multiple Types together, providing an additional layer of organisation for Reporting and system structure. |
| Venue | The entire establishment, encompassing all areas, operations, and systems within a single business location. |
| View | A customised layout that defines which fields are displayed and how information is arranged within any BackOffice menu section; this information can then be used for reporting. Views control the column setup and data visibility, and can be tailored by Operators or based on system-provided defaults. |
| Volume | The quantity and type of a Product sold, defined in relation to its Base Size and the chosen selling Size. For example, a wine bottle with a Base Size of 750 ml can be sold as a whole bottle or as a measured pour, with the Volume (set as 1 Item or 150 ml) reflecting the actual amount sold and decremented from stock in BackOffice. |