The section <Back Office><Settings> is used to setup
static information for Napkin EPOS, that is specific to your business.

Receipt Header and Footer : You can customise the header and footer of the printed customer receipt by amending the first 6 rows, that start with “Receipt…”

Service Charge : Defines the service charge percentage that is added to the bill when the waitstaff clicks on the button on the main till.
Under current UK law, if you specify that this is an Optional Service Charge to the customer, then no VAT is applicable to this.   Setting “TRUE” to the row “Is Service Charge Optional when added“, will print the word “optional” next to service charge on the customer receipt. In addition you can set the “Service Charge Sales Tax Rate”, which if service charge is optional you should choose “VAT Zero”. This is the default setup.

Payment Charge Sales Tax Rate, defaulted to “VAT 20pc”, is the rate applicable to any payment card charges that are applied to the customer bill.  The setup of the actual charges is in the <Payment Types> section.

Trading Period Offset in Hours.  This defines when the day starts,  eg “6” specified here means 6am, so the day runs from 6:00am today to 5:59am tomorrow. This allows Bars that open until say 2am, to have their early morning sales associated with the prior day.

Max Character Length for Pin.  When creating “Users”, a numeric PIN is required for them to log in to Napkin.  This setting here is for the maximum number characters allowed in users’ PINs.  The purpose to set a maximum, is to reduce the number of clicks the user needs to do when Logging in.  On the log in screen, the user will not need to press the “Log In” button if their PIN is the same length as the Max, as it will automatically log in when the last character is pressed.

Tab Time Flash in Minutes : Napkin allows waitstaff to add Items to a customer Tab / Table , e.g. so they can pay for everything at the end of the meal.  If nothing has been added to the Tab for a given period of time ( default set at 20 mins and configurable) , it will flash the time, when the Tabs are displayed.  This gives a visual indicator to the waitstaff that maybe they should check in with the customer to ascertain whether they may want to order any more items.  The time shown on the Tab is reset to zero after any item is added to the bill.

CashOut Email addresses (comma separated). Napkin has functionality to record the actual “Cash” taken in, in the <End Of Day Cash Out> Section. It will track the actual cash/card payments versus expected takings. Napkin will email a summary report of the cash out to the manager, so they are aware of the daily takings, useful if they are not on-site that day.

API Key : To access the API (ipaddress/api.php) , a key needs to be passed, which is defined here. When the NapkinBox is sent to you, this default key is randomised, though you can change this if desired.

Customer Emails

Napkin can send receipt emails to Customers. It sends the emails via your own email account, so it comes from your own domain. Hence you need to provide the following details of your email account to utilise this functionality

  • Email Address
  • Email Display Name
  • Email SMTP ServerName
  • Email Username
  • Email Password
  • Email Port

After you have entered all the details, you can send a test email by pressing the Send Button at the top of the screen.

If you are using Microsoft Exchange, not only will you need to enter the SMTP ServerName ( probably and Port 587 ), but also you will likely need to enable “SMTP AUTH protocol” and turn on use of “Legacy TLS Clients”, at the Microsoft admin account level.  More Details

Always show first level category on till : If set to TRUE the the first level in the <Till Category> hierarchy ( directly after ‘Top’ ) will always be visible on the till.

Time Keep Screen Awake Starts/End : When on the till screen, Napkin will prevent the screen from going off during the times specified here. If End Time is before start time, it will be at the time the following day. If you Start Time equals End Time, the screen will always remain on.

VAT Rates0

There are 3 VAT Rates set up in Napkin. This can not be changed by the user, and will be updated by us when UK Law changes.

  • VAT 20pc : set at 20%
  • VAT 5pc:  Set at 5%
  • VAT Zero : Set at 0%
  • Hospitality : 5% VAT Rate from 15-Jul-2020 to 31-Mar-2021, otherwise 20%.