Allpay Dosh EPoS Till User manual
allpayPublic DQR 0.1 DRAFT 2
Contents
1What is Dosh? 4
2How it Works 4
2.1Account 4
2.2Making a Payment 4
2.3School and Parent Web Portal 5
3Support and Training 5
3.1Support 5
3.2Training 5
4Hardware Overview 6
4.1EPoS Till Hardware Layout 6
4.2Power Supply Connection 7
4.3Network Connection 7
4.3.1Online 7
4.3.2Offline 7
4.4Identification Device Connection 7
4.4.1Swipecard Reader 7
4.4.2RFID Scanner (Optional) 7
4.4.3Biometric Reader (Optional) 8
4.5Power On 8
4.6Power Off 8
4.7Hard Reset 8
5Logging into the EPoS Till 9
5.1Receiving Your EPoS Till Logon Account 9
5.2Logging In 9
6Users 10
6.1New Parent / Guardian 10
6.1.1Register New Parent / Guardian Details 10
6.1.2Create Parent / Guardian Meal Account 10
6.1.3Assign Parent / Guardian Swipecard 12
6.1.4Assign RFID Tag 12
6.1.5Generate Web Logon 13
6.1.6Resetting Web Logon 13
6.1.7Remove User 14
6.1.8Deactivate Parent / Guardian Swipecard 14
6.1.9Manually Adjust Credit Balance 15
6.2New Pupil 16
6.2.1Register New Pupil Details 16
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6.2.2Link Pupil to Meal Account 16
6.2.3Assign Pupil Swipecard 17
6.2.4Assign Pupil RFID Tag 17
6.2.5Assign Pupil Fingerprint 17
6.2.6Additional Settings for Pupils 19
6.2.7Remove Pupil 19
6.3Manage Users 20
7Sales 21
7.1Pay Using Account 21
7.1.1Account Identification 21
7.1.2Product Selection 22
7.1.3Account Payment 22
7.2Pay Using Cash 23
7.3Pay Using Combined (Cash & Account) 24
7.4Refund Transaction 25
8Reports 27
8.1Accessing Reports 27
8.2Report Layout 27
8.3Available Reports 28
8.3.1Current Balances 28
8.3.2Transactions 28
8.3.3Emergency Meals 28
8.3.4Summary Report 29
8.3.5Payment Types 29
8.3.6Overdrawn 29
8.3.7Abandons 29
8.3.8Free School Meal Eligibility 29
8.3.9Refunds 29
8.3.10Leavers 29
8.3.11Free School Meal Consumption 29
9Available Products 30
9.1Accessing Available Products 30
10Appendix 31
10.1EPoS Till Users and Permissions 31
10.2Frequency Asked Questions 32
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1What 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.
2How 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
3Support 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
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.
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4Hardware 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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5Logging 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
).
Fig3 Fig4
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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6Users
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.
!
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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
.
!
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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.
!
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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.
!
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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.
!
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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
.
!
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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.
!
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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.
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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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