Editing or Creating New Menu Items

Summary 

Video Tutorial: Watch Our Video Tutorial - Here

This article explains how to create and edit menu items in OfficeMate, which are then downloaded to WaiterMate. When creating a new menu item, it's important to have related features configured, as these allow the item to be assigned to categories, sizes, and other settings. Some Columns are mandatory, while others, such as plus groups, are optional. Additional guides are available to enhance menu items with features that improve the ordering process or expand menu functionality. 

Step 1 - Adding a new Item

1. Navigate to the ‘Items’ screen in the navigation panel.
   
   
2. Use the dropdown menus to refine the information displayed on the screen.
   
   
   
   
3. To create a new item, select the 'New' icon from the toolbar at the top of the screen.
   
   

Step 2 - Editing a New or Existing Menu Item

1. The new item will initially appear as 'No Label' 
2. Select and edit the fields below to configure the item: 
   

Menu Section

Type: Drop Down

Menu sections and sub-sections help organise menu items into a logical order. This is the name of the section where the item will appear.

• Sequence numbers define the order of sections for printing. for example: items from the 'Entree' section will print before the 'Mains' section if the Entree section has a lower sequence number
• sections can be used to generate reports as well as to organise contests or promotions 
•  Creating Sections
  
  

Name

Type: Text Box

Displays as the button label on the ordering screen and prints on receipts and prep dockets.

• No character limit, but keep it short and clear; avoid full dish descriptions.

Short Name 

Type: Text Box

An abbreviated name for the prep docket, visible to Kitchen or Bar staff.

• Does not appear on the tax invoice; if left blank, the 'Name' field is used instead. 

Description 

*Legacy Feature

Minuses

Type: Pop up

Items removable by the customer should be listed individually and can include a price, reducing the item's total cost if selected. Pricing strategies (e.g., enforce base price) may affect reductions (see OM properties for details). 

• Minuses are specific to each item and not configured in groups
• Linked stock items marked as 'Removable' become minuses, ensuring they don't decrement with the rest of the dish's ingredients if removed. 

Ingredients

Type: Pop up

• Used to build recipes by linking 'Menu Items' to 'Stock Items'
• Linked items are displayed here and can be edited or added (also accessible from the stock ingredients screen.
• When a Menu Item is sold in WaiterMate, the system automatically decrements the correct amount of stock from the relevant Stock Item based on this configuration. 
• Linking Ingredients

Category

Type: Drop Down

• Used for high-level reporting in OrderMate, grouping sales of menu items into categories. 
• Every new menu item must be assigned to a reporting category for later sales tracking.
• Sales can be grouped by these categories in reports (e.g., food vs. beverage sales). 
• it is recommended to limit the number of categories to a select few for clear, high-level visibility. 
• Creating Categories

Printer Groups

Type: Drop Down

• Define where items will print by assigning them to specific printer groups during item setup.
• Printer groups are later linked to virtual printers (dockets), based on account type and terminal location. 
• Menu items can only be assigned to one printer group, but each printer group can print to multiple physical printers. 
• you can create unlimited printer groups to suit your needs. 

Icon

Type: Text Box

• Images can be added to buttons to help staff easily identify products, particularly useful in fast-paced bars and restaurants
• The image replaces the entire button design, including the text, so the item name should be included in the image
• images are saved to a directory on the server or terminal, and the path is entered into this field. 
• Adding Images to Buttons in WaiterMate

Foreground Colour

Type: Pop up

• Foreground refers to the font colour, which can be configured per item. 
• Colour options include colour swatches, as well as RGB, HSV, HSL, and CMYK codes. 
• If no colour is selected, the system will use the default font colour based on the colour theme selected in the 'Configure Display' section of system Admin in WaiterMate. 

Background Colour

Type: Pop up

• Background refers to the button colour, which can be configured per item.
• Colour options include colour swatches, as well as RGB, HSV, HSL, and CYMK codes. 
• If no background colour is selected, the system will automatically apply the default background colour based on the colour theme selected in the 'Configure Display' section of System Admin in WaiterMate.

Sequence

Type: Text Box

• A sequence number can be assigned to each item to control the order of display and/or printing
• Without a sequence, items will be displayed in alphabetical order. 
• if multiple items share the same sequence number, they will be sorted alphabetically within that number.
• Sequence printing is influenced by the strategies selected in virtual printers.

System State (Active/Inactive Items)

Type: Drop Down

• Items marked as inactive will be hidden in WaiterMate but will still appear in reports if sold during the reporting period. 
• Inactive status is recommended for items that rotate or will return to the menu ensuring they retain the same ID and appear as the same item in reports
• if an item is deleted and then recreated with the same name, it will be treated as a separate item in reports due to a different ID
• Deleted Items: if an item is no longer needed on the menu, it's recommended to delete it. However, it will still appear in reports. 

Price 

Type: Text Box

• The Price should reflect the sell price of each item, including tax if applicable 
• for tax-free items, the listed price will exclude tax (refer to the tax codes field for configuration). 

Loyalty Add

Type: Text Box

• Loyalty points can be manually allocated to an item, allowing customers to accumulate a predetermined amount of points with each purchase.
• This feature enables setting different point ratios or excluding certain items from earning or redeeming points.
• Manually Setting Loyalty Points

Loyalty Redeem

Type: Text Box

• Loyalty point redeem value can be manually allocated to an item, allowing customers to use a set amount of points from their balance to purchase the item. 
• This effectively discounts the item and the discount will be reflected in the discounts report by type. 

Tax Codes

Type: Pop up

• The tax code determines the tax to be collected when selling the item (e.g., GST or FREE)
• Internalisation allows for different tax codes based on the location ensuring correct tax collection depending on the region. 

Size

Type: Drop Down

• Adding sizes allows menu items to be managed separately based on size, with sizes printed on dockets, receipts, and tracked in reports.
• Different sizes help staff identify the correct size for preparation and charging, such as a glass vs. bottle of wine or different pizza sizes. 
• Unique options or plus groups can be added to different size items.
• reporting by item size is possible, and stock levels can be decremented for each size.
• Sizes print before the item on prep dockets and after the item on receipts. 
• Short names for sizes can be used allowing different print formats. E.g., "Lg Latte" on prep dockets vs. "Caffe Latte (Large)" on receipts.
• Creating Sizes

Portion

Type: Drop Down

• The Portions feature allows items to be sold in fractions (Half-Half, Quarters, Thirds), commonly used in pizza-style venues. 
• Each portion is added as a separate line in menu items and linked by name upon the first save.
• When ordering, the user can choose to change the portion (Half-Half or Quarters). 
• Portions are assigned a multiplier value (0.5, 0.25) and must add up to 1 unit when ordered. 
• items in the same section of the same portion can be ordered together. 
• Portions in WaiterMate Adding Portions for Menu Items

Pricing Strategies

• Price by Dearest:  Charges for the more expensive portion.
• Price per Portion: Adds the prices of all portions together. 
• Additional strategies address pricing for combos, plus adds to one half, and more. 
• All pricing strategies are configurable in OrderMate properties 

Recipes

Type: Text Box

• A text recipe can be added to the ingredient icon in the modifier screen in WaiterMate
• This recipe can be printed on the receipt printer attached to the terminal or tablet. 
• Often used for dietary information or instructions, such as a cocktail recipe. 
• when used with the ingerients icons, minuses, and stock ingredients (all listen on the same page), this feature can replace traditional cocktail recipe cards in a venue
• HTML can be used in this field, allowing advanced users to add formatting like colour, bold, and different fonts. 
• Adding a Recipe to the Ingredients Page in WaiterMate

Ingredient Icon

Type: Text Box

• Images can be added to the ingredients page in the modifier screen on WaiterMate.
• This is typically used to show staff how the finished product should look once prepared for the customer. 
• Often used alongside the recipe feature from the same screen.
• Images are saved to a directory on the server or terminal, and the path is entered into the designated field. 
• Adding Images to the Ingredient Page in WaiterMate

Plus Group

Type: Drop Down

• Images can be added to the ingredients page in the modifier screen in WaiterMate.
• This is typically used to show staff how the finished product should look once prepared for the customer. 
• Often used alongside the recipe feature from the same screen.
• Images are saved to a directory on the server or terminal, and the path is entered into the designated field. 
• Creating Plus Groups

Default Pluses

Type: Pop up

• Default pluses automatically assign any number of pluses from the plus group to an item when it is ordered. 
• This is typically used for printing purposes, allowing staff to see the item on the prep docket with the ingredients listed beneath it. 
• It can also be used to link stock ingredients to a menu item, which can be removed or changed if required. 
  
  

Option Groups

Type: Pop up

• An Option Group allows the user to make choices about a menu item from a preset list that automatically pops up when an item is ordered.
• The selected options will print on the prep docket, and prices can be added for each option if needed.
• Option groups guide staff or customers through the ordering process for items requiring choices, such as how to cook a steak or selecting egg types.
• Minimums and Maximums can be set to enforce or limit the number or choices.
• Option groups tend to be item specific (e.g., steak cooking preferences or egg types) but can be reused for other items, like coffee where the choices are consistent across all orders
• Creating Option Groups

Default Options

Type: Pop up

• Default options automatically assign any number of options from the option group to an item when it is ordered.
• This is typically done for printing purposes, so staff can see the item on the prep docket along with the options or ingredients listed beneath it. 
• Default options can also be used to link stock ingredients to a menu item, allowing them to be removed or changed as needed. 

Barcodes

Type: Check Box

• Barcodes can be added to items for venues with scanners attached to their terminals. 
• This is also where PLUs (Price Look-Up codes) would be added for scale integration. 
• Barcodes can be manually entered or scanned directly into WaiterMate.
• For new venues using barcodes, it's often preferable to import the menu with barcodes to avoid manually uploading them.

Open Price

Type: Check Box

• Open priced menu items allow users to manually set the price once the item is ordered. 
• This is commonly used for items with market prices or those that fluctuate in price.
• The feature is available to all users who have permission to order/save, and they don't need to apply a discount. 
• Smaller venues tend to use this feature more than corporate venues, where staff typically have less pricing flexibility. 
• Open Price Menu Items

Auto Item Note

Type: Check Box

• When an item is ordered with auto item note enabled, a text box will pop, allowing staff to add a note to the prep docket.
• This feature is typically used for adding notes for specials or specific instructions
• On the tax invoice, the item will print as it's standard name, while the note will only appear on the prep docket

Inventory Weight Unit

Type: Drop Down

If an inventory weight unit is set to grams or kilograms, once the item is ordered, the user must select the weight of the product. The item would then be ordered using a fractional quantity and this would become the multiplier for the price.  

Scales integration work in a similar way, this feature emulates what the scales would do manually. This is often a good solution for venue that have a small amount of weighed products and don't want to use the integrated scales.

Num Patrons

Type: Text Box

• Manually adding a Num Patrons to an item helps venues calculate the number of patrons (covers), which is usefull for reports like $ per head and total covers per shift. This function only works with the table terminal mode.

There are different strategies for entering covers to the table:

• Gui: A prompt appears when opening the table, allowing the user to manually enter the number of covers. 
• TableDefault: Uses the number set in the Default Patrons per Table (configured in OrderMate Properties). 
• Item: Adds a Num Patrons column to the item screen, where a figure can be assigned to each item. This is often used by venues that add covers to specific items like main meals or set menus/functions

Duplicate

Type: (Icon at the top of the screen)

• A copy of the selected menu items can be made and added to the same menu section. This feature is useful for users who want the same menu items available in multiple sections, allowing them to use location, time triggers, or other configurations. 
• The duplicated items will be identical to the original ones, with the only difference being the item name, which will have the word "(duplicate)" added to the end. 

Copy to Clipboard

(Icon at the top of the screen)

• This feature will copy the data to the clipboard, allowing it to be pasted into external softwarre like Excel. 
• Some users prefer this functionality to review their menu in Excel, while others may use it to provide a copy of the menu to a graphic designer for further work. 

Edit Multiple

(Icon at the top of the screen)

• The "Edit Multiple" feature allows customers to select multiple items and edit a range of fields in bulk.
• This is particularly useful during the initial menu set, such as attaching the same plus group to an entire section or changing the colour of all items at once

 

 

Step 3 - Downloading changes to WaiterMate

1. Once changes are made and saved in OfficeMate, they will need to be dowloaded to WaiterMAte for the updates to take effect. 
2. From the toolbar at the top of the screen, select the ‘Save’ icon.
   
   

To manually download menu changes;

1. Log in to WaiterMate.
2. Choose ‘System Admin’ from the bottom right hand side of any screen.
3. Select the ‘System’ tab from the top of the screen.
4. Select ‘Download Menu’.
   

Alternatively;

Menu changes will automatically be downloaded to WaiterMate whenever a user logs out of the ordering screen.