Allpay Dosh EPoS Till User manual

allpayPublic DQR 0.1 DRAFT 2

Contents

1 What is Dosh? 4

2 How it Works 4

2.1 Account 4

2.2 Making a Payment 4

2.3 School and Parent Web Portal 5

3 Support and Training 5

3.1 Support 5

3.2 Training 5

4 Hardware Overview 6

4.1 EPoS Till Hardware Layout 6

4.2 Power Supply Connection 7

4.3 Network Connection 7

4.3.1 Online 7

4.3.2 Offline 7

4.4 Identification Device Connection 7

4.4.1 Swipecard Reader 7

4.4.2 RFID Scanner (Optional) 7

4.4.3 Biometric Reader (Optional) 8

4.5 Power On 8

4.6 Power Off 8

4.7 Hard Reset 8

5 Logging into the EPoS Till 9

5.1 Receiving Your EPoS Till Logon Account 9

5.2 Logging In 9

6 Users 10

6.1 New Parent / Guardian 10

6.1.1 Register New Parent / Guardian Details 10

6.1.2 Create Parent / Guardian Meal Account 10

6.1.3 Assign Parent / Guardian Swipecard 12

6.1.4 Assign RFID Tag 12

6.1.5 Generate Web Logon 13

6.1.6 Resetting Web Logon 13

6.1.7 Remove User 14

6.1.8 Deactivate Parent / Guardian Swipecard 14

6.1.9 Manually Adjust Credit Balance 15

6.2 New Pupil 16

6.2.1 Register New Pupil Details 16

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6.2.2 Link Pupil to Meal Account 16

6.2.3 Assign Pupil Swipecard 17

6.2.4 Assign Pupil RFID Tag 17

6.2.5 Assign Pupil Fingerprint 17

6.2.6 Additional Settings for Pupils 19

6.2.7 Remove Pupil 19

6.3 Manage Users 20

7 Sales 21

7.1 Pay Using Account 21

7.1.1 Account Identification 21

7.1.2 Product Selection 22

7.1.3 Account Payment 22

7.2 Pay Using Cash 23

7.3 Pay Using Combined (Cash & Account) 24

7.4 Refund Transaction 25

8 Reports 27

8.1 Accessing Reports 27

8.2 Report Layout 27

8.3 Available Reports 28

8.3.1 Current Balances 28

8.3.2 Transactions 28

8.3.3 Emergency Meals 28

8.3.4 Summary Report 29

8.3.5 Payment Types 29

8.3.6 Overdrawn 29

8.3.7 Abandons 29

8.3.8 Free School Meal Eligibility 29

8.3.9 Refunds 29

8.3.10 Leavers 29

8.3.11 Free School Meal Consumption 29

9 Available Products 30

9.1 Accessing Available Products 30

10 Appendix 31

10.1 EPoS Till Users and Permissions 31

10.2 Frequency Asked Questions 32

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1 What is Dosh?

allpay Dosh is a quick, cost effective system for the payment of meals in schools and colleges.

allpay Dosh provides pupils with the ease of paying for their meals without cash changing hands,

either at the EPoS (Electronic Point of Sale) till or within the premises. This results in faster

transaction processing and reduced queuing times whilst removing risks associated with cash

handling. In addition pupil’s parents /guardians are able to monitor their spending online via their

own separate web portal.

2 How it Works

2.1 Account

All parents will be allocated an individual account, much like a bank account, together with a

swipecard. The swipecard gives reference details allowing parents to load their child’s account by

making a payment. Payments may be made 24/7, free of charge using a debit or credit card via

allpay’s internet payment and telephone payments services. If parents do not wish to pay via card,

they may pay cash over the counter at their nearest network outlet, Post Office

® or PayPoint.

2.2 Making a Payment

When paying for an item at the EPoS till, pupils may identify themselves in one of three ways.

Swipecard registered against a user account

Contactless Card using Radio Frequency Identification (RFID)

Biometric fingerprint

If using the swipecard, it may be presented at the EPoS till whereupon it will be swiped and the

money debited directly from the account.

The use of RFID tags will require additional hardware to accompany the EPoS till. This allows pupils

to present a card or tag to a device which reads unique radio waves allowing identification to take

place. The parents account can then be debited in-line with the pupil purchases.

Biometric technology in the allpay Dosh system allows pupils to be identified by a single unique finger

print. When using biometrics, no register of fingerprints is kept and it is impossible to reconstitute a

fingerprint from the information stored. This ensures security and peace of mind.

Load Account Method Latest time to load in the day

Internet Payment

www.allpayments.net

Payments made before midnight will appear on the pupils account from

10.30am the next working day.

Telephone Payment

0844 557 8321

Post Office or PayPoint

Any payments made before 5.30pm will appear on the pupils account

from 10.30am the next working day

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2.3 School and Parent Web Portal

All account information, including current balance, transactions and top up’s are available to the

parents at any time through a secure online web portal. The swipecard provided with the account is

the identifier. Should a parent loose or misplace their card, the funds will be safe and a replacement

card can be ordered.

For schools, catering contractors or local educational authorities who administer allpay Dosh, the web

portal provides a different experience. In this capacity, functionality includes the setup of new allpay

Dosh accounts, managing individual school settings, managing access to EPoS tills and producing

reports.

The school and parent web portal is available at the following website address:

www.allpaydosh.com

3 Support and Training

3.1 Support

Telephone and email support is available from allpay during office opening hours. Office opening

hours are 8:30am to 5:30pm Monday to Friday. Please call +44 (0)844 381 9230 or email

[email protected] with any support queries.

3.2 Training

In order to maximise the benefits of allpay Dosh for your organisation and to minimise time and

administration in the future, we recommend that end users receive training prior to using the system.

Please contact [email protected] or call +44 (0)844 557 8318 to discuss your training needs.

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4 Hardware Overview

The allpay Dosh EPoS till comprises of several individual components. Some components are essential

for unit operation; others are optional and provide increased flexibility for the user and the customer.

4.1 EPoS Till Hardware Layout

Fig 1

Optional devices that may be connected to the EPoS till include:

RFID Scanner Biometric Scanner

All connections including mains power, network and the optional devices listed above are made

through the External Input Panel. This is located to the rear of the till (see

Fig 1

)

Power In

Network In

USB Ports

Power Indicator

Swipecard

Reader

External Input

Panel

Power

On/Off

Fig 2

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4.2 Power Supply Connection

The allpay Dosh EPoS till requires a standard UK 240V power source. To connect the power cable to

the unit, follow the instructions below:

1. Locate the port labelled 19V IN on the External Input Panel (see

Fig 2

).

2. Insert the appropriate end of the power cable into the port.

3. Plug the other end of the power cable into the mains supply.

4.3 Network Connection

In order to send and receive updates regarding transactions and account balances, the EPoS till will

need to synchronise with the central Dosh servers. This process requires a network connection.

When processing transactions, the EPoS till may be used in two ways:

4.3.1 Online

Using the EPoS till with a permanent network connection allows the unit to operate in real-time. The

result is that accounts are synchronised instantly.

4.3.2

Offline

In an offline scenario, the EPoS till will operate without a network connection present (E.g. If the unit

is deployed in a position where a network connection is not available, the unit will work offline. When

all transactions are completed, the unit can be moved back to a position where a network connection

is available. This allows the transactions processed earlier to be synchronised to the central servers

and account details modified accordingly).

To allow a network connection, perform the following operation:

1. Insert one end of a standard RJ45 network cable into the Network In port on the External

Input Panel (see

Fig 2

).

2. Insert the other end of the network cable into your Local Area Network.

4.4 Identification Device Connection

The allpay Dosh EPoS till has 3 possible hardware devices that enable account identification:

4.4.1 Swipecard Reader

All EPoS till’s will include the functionality to read swipecards. Swipecard readers are typically located

on the right hand side of the unit (see Fig 1) and remain permanently connected.

4.4.2 RFID Scanner (Optional)

Using a separate device connected to the EPoS till, it is possible to identify an account using Radio

Frequency Identification (RFID) technology. To use RFID, follow the steps below:

1. Ensure the EPoS till is powered down.

2. Plug the RFID Scanner into any USB Port located on the External Input Panel (see

Fig 2

).

3. Power on the EPoS till. When successful, a green light should show on the RFID device.

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4.4.3 Biometric Reader (Optional)

Using a separate device connected to the EPoS till, it is possible to identify an account by using a

biometric reader. Once registered against an account, a finger scan can be used identify an individual

and complete transactions through the allpay Dosh system.

1. Ensure the EPoS till is powered down.

2. Plug the Biometric Reader into any USB Port on the External Input Panel (see

Fig 2

).

3. Power on the EPoS till. When successful, a blue light should show on the scanning device.

4.5 Power On

1. Ensure the EPoS till is connected to the mains power.

2. Connect any other cables or devices required for operation.

3. Push the Power On/Off switch located on the EPoS till (see

Fig 1

).

4. The EPoS till should now power on. When successful, you will hear an audible alert and the

Power Indicator will turn green.

4.6 Power Off

1. If logged into the EPoS till, from the homepage, select Quit.

2. From the user log in page, select Turn off Computer.

4.7 Hard Reset

In certain circumstances, the allpay Dosh EPoS till may require a restart without following the power

down procedure. In such an event, follow the steps below:

1. Push and hold the Power On/Off Switch located on the EPoS till (see

Fig 1

)

2. Wait until the screen on the EPoS till turns black and the Power Indicator turns off.

3. After 10 seconds, follow

4.5 Power On

to restart the unit.

NOTE: The biometric finger reader works by deriving a numerical value from the fingerprint. This

numerical value is then stored and used to identify the customer when making future

transactions. allpay do not keep an image of the fingerprint nor can it be reconstructed from the

data stored.

!

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5 Logging into the EPoS Till

Using the EPoS till, it is possible to perform a range of operations dependent on your access level. For

further information regarding access levels and permissions, see

10.1 EPoS Till Users and Permissions

located in the appendix section of this guide. Typically the unit is used to process transactions

however, it is also possible to run reports and manage accounts.

5.1 Receiving Your EPoS Till Logon Account

Each new client will be supplied with a “Power User” account by allpay Limited. This account contains

permissions to perform all tasks within allpay Dosh both on the EPoS till and through the web portal

(see

2.3 School and Parent Web Portal

).

Upon receiving logon credentials, the “Power User” may log into the web portal and create further

user accounts. All subsequent account credentials once created are displayed onscreen.

5.2 Logging In

1. Switch on the allpay Dosh EPoS till (see

4.5 Power On

).

Fig 3 Fig 4

2. From the user selection screen, select DoshUser (see

Fig 3

)

3. Upon selecting the user, should a network connection be present the EPoS till will initialise

and perform a synchronisation. The screen will then show “Terminal Locked” (see

Fig 4

).

4. Tap anywhere onscreen to show the Login box. Use the onscreen keyboard to enter a

username and password tapping Confirm when complete (see

Fig 5

).

Fig 5

NOTE: To log into the EPoS till, users will enter their User Name and Password. If registered

against the account, users may also log in using a RFID device or biometric finger scan.

!

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6 Users

For authorised users only, the Users button located within the main menu screen allows the

administration of accounts. Accounts include users of the allpay Dosh EPoS till (e.g. Power Users,

Administrators and Caterers) and parents / guardians and their respective pupils.

6.1 New Parent / Guardian

The creation of new parent / guardian accounts may be completed online via the school and parent

web portal (see

2 How it Works

) or using the EPoS till. The steps below outline how to create a new

account for use with the allpay Dosh system through the EPoS till:

6.1.1 Register New Parent / Guardian Details

1. Log into the EPoS till as a Power User or Administrator (see

5 Logging into the EPoS Till

).

2. From the main menu, select Users > New Parent / Guardian.

3. Tap each text box and use the onscreen keyboard to complete (see

Fig 6

)

Fig 6

4. Tap Save when complete the record entry.

5. To continue the process, proceed to

6.1.2 Create Parent / Guardian Meal Account

step 3.

6.1.2 Create Parent / Guardian Meal Account

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see 6.3

Manage Users

).

This menu o

p

tion is available to administrators onl

y

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3. Select Accounts

Fig 7

4. If linking the new parent / guardian to an existing account, tap Add Existing Account,

otherwise, select Add New Account.

5. Tap on each textbox and use the onscreen keyboard to complete the following fields:

Account ID: Unique identifier or enrolment number for account (9 character min)

Account Name: Name of meal account e.g. pupil first name and surname (no spaces)

Overdraft Amount: Overdraft permitted on account (if applicable)

Fig 8

6. Select Activate > Save to complete.

7. If creating additional accounts, repeat the steps above. If finished, select Back.

8. To continue the process, proceed to

6.1.3 Assign Parent / Guardian Swipecard

step 3.

NOTE: For parents / guardians with more than one pupil, each additional pupil will require their

own individual meal account.

!

allpayPublic DQR 0.1 DRAFT 12

6.1.3 Assign Parent / Guardian Swipecard

To allow account holders to top up their Dosh accounts, a swipecard is required. Each swipecard will

carry a unique 19-digit number that will link to their account. For further information on how

swipecards function, see

2 How it Works

.

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Assign Swipe Card.

4. From the Meal Account drop down box, select the linked account.

5. Using an unregistered swipecard, swipe the card or enter the 19-digit number manually.

Fig 9

6. Select Assign > Save.

6.1.4 Assign RFID Tag

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Assign RFID Tag.

4. From the Meal Account drop down box, select the linked account.

5. Using an unregistered RFID tag, touch the tag against the RFID reader.

6. Select Assign > Save.

NOTE: In order to use this feature, an unregistered swipecard or valid 19-digit must be available.

!

NOTE: The use of RFID is only applicable to those who have purchased the additional hardware

required. Please refer to

4.4 Identification Device Connection

.

!

allpayPublic DQR 0.1 DRAFT 13

6.1.5 Generate Web Logon

allpay Dosh accounts can be managed by parents using their own web portal. For more information,

see

2.3 School and Parent Web Portal

. To issue parents with their own logon credentials, follow the

steps below:

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Generate Web Logon.

4. If successful, the screen will display the following (see

Fig 10

):

Fig 10

5. Details for the parent / guardian web logon account will be submitted electronically to the

nominated email address entered during registration.

6.1.6 Resetting Web Logon

Once a web portal account has been created and logon credentials issued, parents may manage their

accounts. Should a parent require their account to be reset (e.g. forgotten login details), follow the

steps below:

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Generate Web Logon.

4. If successful, the screen will display the following message (see

Fig 11

).

Fig 11

5. Tap OK to reset the account.

NOTE: Parents will only be able to manage their allpay Dosh account providing they have a

working internet connection and an email account.

!

allpayPublic DQR 0.1 DRAFT 14

6.1.7 Remove User

Using the EPoS till, it is possible to remove an account should the need arise. To remove a user

account, follow the steps below:

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Remove User.

4. The screen will then display the following message (see

Fig 12

):

Fig 12

5. Select Yes to permanently delete the account.

6.1.8 Deactivate Parent / Guardian Swipecard

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Assign Swipecard.

4. Select Deactivate next to the appropriate swipecard (see

Fig 13

).

Fig 13

5. Select Yes to permanently deactivate the account (see

Fig 14

).

Fig 14

NOTE: Once deactivated, a parent / guardian swipecard cannot be reactivated.

!

NOTE: Accounts with a ne

g

ative balance cannot be removed until the debit is settled.

!

allpayPublic DQR 0.1 DRAFT 15

6.1.9 Manually Adjust Credit Balance

It is possible using the EPoS till to manually adjust the credit balance of specific accounts. This may

be required should a payment be made directly to the institution rather than using the swipecard

provided.

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate parent / guardian account (see

6.3 Manage Users

).

3. Select Accounts.

4. From the list, tap the name of the desired meal account.

5. Tap Credit Balance.

6. The screen will now display the Balance Adjustment form (see

Fig 15

).

Fig 15

7. Tap each textbox to complete the form.

Amount: Monetary value to add to account.

Reason Code: Credit adjustment identification code.

Details: Detailed explanation for credit adjustment.

8. Select Confirm > Save

9. The account will now show the new balance (see

Fig 16

).

Fig 16

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6.2 New Pupil

The allpay Dosh EPoS till allows new pupils to be registered at the same time as the parent /

guardian. This is a continuation to the processes outlined in

6.1 New Parent / Guardian

.

6.2.1 Register New Pupil Details

1. Log into the EPoS till as a Power User or Administrator (see

5 Logging into the EPoS Till

).

2. From the main menu, select Users > New Pupil.

3. Tap each text box and use the onscreen keyboard to complete (see

Fig 17

)

Fig 17

4. Tap Save when complete the record entry.

5. To continue the process, proceed to

6.2.2 Link Pupil to Meal Account

step 3.

6.2.2 Link Pupil to Meal Account

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate pupil account (see

6.3 Manage Users

).

3. Select Accounts

Fig 18

NOTE: A Parent / Guardian meal account must be in existence before a pupil can be linked.

!

allpayPublic DQR 0.1 DRAFT 17

4. To locate a meal account, select either Find by Account Details or Find by Swipecard.

5. If using ‘Find by Swipecard’, swipe the account card or enter the 19-digit number manually.

Select Assign > Save to complete. Otherwise, continue to the next step.

6. If using ‘Find by Account Details’, type an Account ID or Account Name and tap Find. If an

account is located, tap the name and press Save. If no account exists, follow

6.1 New Parent

/ Guardian

.

6.2.3 Assign Pupil Swipecard

Account cards are issued to parents / guardians to allow top-up’s and account management.

Additional cards may also be registered for use by the pupil at the EPoS till.

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate pupil account (see

6.3 Manage Users

).

3. Select Assign Swipecard.

4. From the Meal Account drop down box, select the linked account if applicable.

5. Using an unregistered swipecard, swipe the card or enter the 19-digit number manually.

6. Select Assign > Save.

6.2.4 Assign Pupil RFID Tag

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate pupil account (see

6.3 Manage Users

).

3. Select Assign RFID Tag.

4. From the Meal Account drop down box, select the linked account if applicable.

5. Using an unregistered RFID tag, touch the tag against the RFID reader.

6. Select Assign > Save.

6.2.5 Assign Pupil Fingerprint

Using biometric technology, pupils scan a finger to identify themselves. The advantage is that the

pupil need not carry any additional forms of identification that could be lost or misused.

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate pupil account (see

6.3 Manage Users

).

3. Select Enroll Fingerprints.

NOTE: In order to use this feature, an unre

g

istered swipecard or valid 19-di

g

it must be available.

!

NOTE: The use of RFID is only applicable to those who have purchased the additional hardware

required. Please refer to

4.4 Identification Device Connection

.

!

NOTE: The use of a biometric scanner is only applicable to those who have purchased the

additional hardware required. Please refer to

4.4 Identification Device Connection

.

!

allpayPublic DQR 0.1 DRAFT 18

4. From the 10 fingerprints available (see

Fig 19

) tap the fingerprint the pupil wishes to use

(e.g. Right Index Finger).

Fig 19

5. Place the finger on the biometric reader. Confirmation of a successful scan will appear

onscreen represented by a green tick (see

Fig 20

).

Fig 20

6. Repeat the process a further 3 times. To enrol a fingerprint, the biometric reader must make

4 consecutive successful scans. Any issues reading a finger print and the process will need to

be repeated.

7. Once fingerprint enrolment has been successfully completed, the EPoS till will display a

confirmation message.

8. Select Save.

NOTE: If required, more than 1 fingerprint may be registered against an account.

!

allpayPublic DQR 0.1 DRAFT 19

6.2.6 Additional Settings for Pupils

Pupils may require specific account requirements or restrictions; these are managed within the

‘Additional Options’ menu.

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate pupil account (see

6.3 Manage Users

).

3. Select Additional Options.

Fig 21

4. Edit the options accordingly.

Free School Meal Period: Length of time pupil is eligible for meal contributions

Free School Meal Daily Allowance: Daily contribution value toward meals

Daily Spend Limit: Maximum spend limit of pupil per day

Emergency Meal Limit: Number of emergency meals allowed

Max. Corrections/Refunds: Maximum number of transaction amendments

5. Select Save.

6.2.7 Remove Pupil

Using the EPoS till, it is possible to remove a pupil should the need arise. To remove a pupil, follow

the steps below:

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. Locate and manage the appropriate pupil account (see

6.3 Manage Users

).

3. Select Remove User.

4. The screen will then display a confirmation message (see

Fig 12

).

5. Select Yes to permanently delete the account.

allpayPublic DQR 0.1 DRAFT 20

6.3 Manage Users

Once created, accounts relating to the parent / guardian, pupil and EPoS till users may be managed

directly through the EPoS till. Account management includes the ability to perform the following

tasks:

Search allpay Dosh database for live accounts (parent / guardian or pupil)

Edit account details

Assign swipecards

Assign RFID tags

Enroll fingerprints

Generate / reset web logon credentials

Manually Credit Account

Remove accounts

To access the Manage Users, follow the steps below:

1. Log into the EPoS till as a Power User or Administrator (see 5 Logging into the EPoS Till).

2. From the main menu, select Users > Manage Users.

Fig 22

3. To locate a specific account, use one of the following methods.

By Swipecard: Swipe a parent / guardian or pupil swipecard

By RFID Tag: Touch the RFID reader with a registered media

By Fingerprint: Place finger in the biometric reader

By Surname: Tap the text field and use the on-screen keyboard to type a surname

4. If specifying a surname, hit Search and select the appropriate name from the list. Otherwise

continue to next step.

5. Perform the appropriate action from the options provided.

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Allpay Dosh EPoS Till User manual

Allpay Dosh EPoS Till User manual

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