Aloha POS Enhancement Release v5.3.21e

Transcription

1 Aloha POS Enhancement Release v5.3.21e This document contains instructions on how to set up and use the enhancements implemented in the v5.3.21e enhancement release. In some instances, we combine features together to better explain the new enhancements. When applicable, we include a scenario, how to configure the feature in the Back-of-House (BOH), how to use the feature in the Front-of-House (FOH), and references to other materials to fully implement the feature. This document is not intended to fully explain a particular function or other options available or surrounding the function. For your convenience, the material for each enhancment begins on a new page, so you can properly remove and distribute the material to the necessary recipients. Version RFC Number Description v5.3.21e RFC Supporting Refill Items on page 5 v5.3.21e RFC Increasing Maximum Items Per Guest Check on page 10 v5.3.21e RFC 06902, Supporting Tender Groups on page v5.3.21e RFC Configuring Delivery Column Width and Row Font on page 16 v5.3.21e RFC Restricting Manual EOD Past System Date on page 17 v5.3.21e RFC Supporting Credit Card Lookup on page 20 v5.3.21e RFC Supporting FOH Manual EOD Reminders on page 24 v5.3.21e RFC Adding System Date to Grind Files on page 27 v5.3.21e RFC Forecasting Net and Straight Sales for Labor Scheduler on page 28 v5.3.21e RFC Supporting Credit Card Address Verification on page 29 v5.3.21e RFC Auto-Applying Check Reduction Promotions on page 33 v5.3.21e RFC Adding FOH COM Support for Promotions on page 35 v5.3.21e RFC Naming Orders with Quick Lookup on page 36 v5.3.21e RFC Supporting International Currency for ValueLink on page 39 v5.3.21e RFC Including Tax Exempt Number in Grind File on page 40 v5.3.21e RFC Supporting the Grind Audit File on page 41 v5.3.21e RFC Launching Applications from Delivery Customer Information Screen on page 43 v5.3.21e RFC Auto-Correcting Overpayments for Non-Cash Tenders on page 44 v5.3.21e RFC Disabling Multi-Select in Guest Check Window on page 46 v5.3.21e RFC Changing Tip Share Percent from FOH on page 47 v5.3.21e RFC Releasing an Advance Order Early on page 52 v5.3.21e RFC Expanding POS Preferences for Employees on page 53 Radiant Systems Page 1

2 Version RFC Number Description v5.3.21e RFC Displaying Depleted Gift Cards on Checkout on page 54 v5.3.21e RFC Adding Tip Breakdown to Clock Out Chit on page 55 v5.3.21e RFC Supporting Stored Value Systems via Dialup on page 58 v5.3.21e RFC Limiting Single Order Mode Per Check on page 60 v5.3.21e RFC Supporting Tip % Threshold by Job Code on page 62 v5.3.21e RFC Automating the EDC Batch Transaction Export on page 65 v5.3.21e RFC Implementing the Employee Tip Report on page 67 v5.3.21e RFC 40811, Updating Processor Names in Aloha on page , v5.3.21e RFC Supporting CAS PD1 Scale on page 73 Radiant Systems Page 2

3 Enhancement List by Product Use the following list to view the v5.3.21e enhancements separated by the product in which they were implemented. You can click the page number to the right to access the corresponding documentation for the feature. QuickService and TableService Enhancements Supporting Tender Groups...11 Configuring Delivery Column Width and Row Font...16 Restricting Manual EOD Past System Date...17 Supporting FOH Manual EOD Reminders...24 Adding System Date to Grind Files...27 Forecasting Net and Straight Sales for Labor Scheduler...28 Supporting Credit Card Address Verification...29 Auto-Applying Check Reduction Promotions...33 Adding FOH COM Support for Promotions...35 Naming Orders with Quick Lookup...36 Supporting International Currency for ValueLink...39 Including Tax Exempt Number in Grind File...40 Supporting the Grind Audit File...41 Launcing Applications from Delivery Customer Information Screen...43 Auto-Adjusting for Overpayment Tenders...44 Expanding POS Preferences for Employees...53 Displaying Depleted Gift Cards on Checkout...54 Adding Tip Breakdown to Clock Out Chit...55 Supporting Tip % Threshold by Job Code...62 Implementing the Employee Tip Report...67 Supporting CAS PD1 Scale...72 QuickService Only Enhancements Disabling Multi-Select in Guest Check Window...46 Releasing an Advance Order...52 TableService Only Enhancements Supporting Refill Items...5 Increasing Maximum Items Per Guest Check...10 Supporting Credit Card Lookup...20 Changing Tip Share Percent From FOH...47 Limiting Single Order Mode Per Check...60 Radiant Systems Page 3

4 EDC Enhancements Supporting SVS via Dialup...58 Automating the EDC Batch Transaction Export...65 Updating Processor Names in Aloha EDC...71 Radiant Systems Page 4

5 Supporting Refill Items Version RFC Number Products Audience v5.3.21e RFC 2347 Aloha TableService Configuration Technicians Store Managers End User Currently, once you order an item, you cannot make changes to that item. In all-you-can-eat scenarios, however, you need to be able to call an item back up and order a refill. The Refill Support feature enables you to order refills for an item previously ordered. To implement the Refill Support feature, you create a modifier group with the Refill check box selected, qualifying the modifier group as a refill modifier group. You then assign the refill modifier group to the menu item in which you allow the customer to order refills, qualifying the menu item as a refillable menu item. When you initially add the refillable menu item to an order, only non-refillable modifier groups display for selection. Upon accessing the refillable menu item to add a refill, all refill modifier groups assigned to the item display for selection. SCENARIO: The guest orders an all-you-can-eat platter of items from the server. The server orders the first round of requested items.the guest orders another round of different items. The server recalls the check, selects the ordered menu item, and orders from only the modifiers available on the refill modifier groups for the menu item. Refer to the Aloha TableService User s Guide for more information on creating items and modifiers. Configuring Refill Support Configuring the Refill Support feature requires a separate modifier group in the Modifiers function and an access level to override the maximum refills. Then refresh the system to update your configuration. Creating a Refill Modifier Group You must create at least one refill modifier group for each item in which you allow the customer to order a refill. This modifier group only appears when you order a refill for the menu item. In some instances, you might create two identical modifier groups, one for the initial entry of the menu item, and one for the refill trip. As with all modifier groups, you must assign the group to an item in Maintenance > Menu > Items, to be able to modify the item in the FOH. Radiant Systems Page 5

6 To create a refill modifier group: 1. Select Maintenance > Menu > Modifiers. Figure 1 Modifier Group Function Tab 2. Type an unused number or select an existing modifier group, and press Enter. 3. If this is a new modifier group, type the short name for the text to display on the FOH button, such as NEPB (Never Ending Pasta Bowl) Refill. For multiple lines of text, type \n for each break. 4. If this is a new modifier group, type the long name for the text to use on reports. 5. Type the minimum number of modifiers required for the group. 6. Type the maximum number of modifiers required for the group. 7. Type the number of free modifiers allowed for the group. 8. Select Refill. Refill Configures the modifier group to allow refills of the menu item. Touch the ordered menu item, then the Modify button on the FOH Order Entry screen, to display this modify group for refills. 9. Type the indicator for the refill modifiers to display on the kitchen chit, such as REF. Refill Indicator Displays up to three-digit alphanumeric characters, such as REF, on the kitchen chit to indicate the item is a refill. The refill indicator overrides any defined order mode indicator associated with the item. 10. Type the number of refill trips allowed for the group. Number of Refills Allowed Indicates the maximum number of times, from 1 to 99, you can modify the menu item and order a refill before the manager approval screen appears. Related Option: Select Override Maximum Refills in Maintenance > Labor >Access Levels > Financials, to override this setting. 11. Double-click a button to the right to display the Modifier Item dialog box. 12. Select the modifier from the Item drop-down list. Radiant Systems Page 6

7 13. Type the weight selection value of the modifier, or accept the default of one. For example, type 2 to make a baked potato count as two vegetables. 14. Click OK. 15. Repeat steps 11 through 14 to add all modifiers for the group. 16. Click Save. 17. Repeat the procedure for all refill modifier groups. 18. Exit the Modifiers function. Providing the Ability to Override Maximum Refills To allow a guest to order more than the maximum refill trips defined in the modifier group, you must provide an employee the ability to override the maximum and keep ordering. You accomplish this using access levels. Employees who are not assigned to this access level receive the Manager Approval screen, once the guest exceeds the maximum number of refill trips. To provide the ability to override maximum refills: 1. Select Maintenance > Labor > Access Levels. 2. Select an access level, such as Manager, from the Level drop-down list. 3. Select Financials. 4. Select Override Maximum Refills. Figure 2 Access Levels - Financials Tab Override Maximum Refills Allows you to override the maximum number of refills defined for a modifier group in Maintenance > Menu > Modifiers. 5. Repeat steps 2 through 4 for all access levels that can perform tax exemption on a check. 6. Click Save and exit the Access Levels function. Radiant Systems Page 7

8 Using the Refill Support Feature After configuring the Refill Support feature and running Refresh Data, you can modify an ordered item only with a modifier group defined as refillable. The Manager Approval screen appears, if you exceed the number of refill trips, and you must have sufficient access to order another refill. You cannot use the Repeat or Quantity buttons on a refill trip. To track the number of times you order the menu item and refill items, use the PMix report. The Refill Support feature does not support remote video display systems. Ordering the Initial Item Enter a menu item as normal, using modifiers, and touch Done when you are finished. The text for all items display as black, indicating they are ordered. The refill modifier groups do not display for selection. Ordering a Refill 1. From the Working with Tables screen or a floor plan in use, touch the table with the ordered item. The Order Entry screen appears with the check in the guest check window. 2. Select the ordered item in the guest check window. 1. Select Modify to display the Modify screen for the item. The refill modifier groups appear in the center of the screen. Figure 3 Modifier Screen for Refills 2. Touch the modifier group containing the modifier you want. The modifier group properties appear above the modifiers, which dictate how many selections you can make, such as Choose Optional Modifiers. 3. If applicable, touch one of the modifier codes, such as Extra, to indicate how to serve the modifier. 4. Touch a modifier on the right of the screen. Radiant Systems Page 8

9 5. Continue entering modifiers until you meet the properties of the modifier group. The screen either advances to the next refill modifier group, or returns to the Order Entry screen, based on the properties of the modifier group. 6. Repeat steps 4 through 7 until you complete the refill order. 7. Touch OK, if the Modify screen does not automatically return to the Order Entry screen. The menu item and modifiers appear in the guest check window. If you have exceeded the number of refill trips you can order, the Manager Approval screen appears. A manager, or an employee with sufficient access, must enter their employee ID and touch OK to continue with the procedure. 8. Touch Done to send the item to the kitchen, exit to the floating logo, and print a receipt. Pasta /27/2003 Nick 12:27 PM Tbl 11 1 of 1 Dine In REF ~ NEPB FETT ALFREDO REF~ NEPB MEAT SAUCE Radiant Systems Page 9

10 Increasing Maximum Items Per Guest Check Version RFC Number Products Audience v5.3.21e RFC Aloha TableService Configuration Technicians Store Managers End User Currently, you are able to add a maximum of 999 items to a guest check, including line items, such as blank lines, balance due line, tax lines, subtotal and total lines, and others. You can now set the maximum number of items to either 1000 or 2000 items, to accommodate environments such as banquets, cruise ships, and others. Adding more than 1000 items on a guest check uses an extreme amount of memory and affects processor speed. If you implement this feature, please ensure your terminal has a fast processor. Our tests discovered that Celeron processors were the most vulnerable. To set the maximum number of items per guest check: 1. Select Maintenance > Store Settings. 2. Select System from the Group drop-down list. 3. Select the Aloha Settings tab. Figure 4 System Group - Aloha Settings Tab 4. Type either 1 or 2 in Maximum Number of Items on a check: Thousand. Maximum Number of Items on a Check: Thousand Indicates the maximum number of items, in one or two thousand, which you can add to the check. Items include lines such as blank lines, balance due line, tax lines, subtotal and total lines, and others. 5. Click Save and exit the Store Settings function. Radiant Systems Page 10

11 Supporting Tender Groups Version RFC Number Products Audience v5.3.21e RFC 06902, Aloha TableService, Aloha QuickService Configuration Technicians Store Managers End User Currently, all employees have access to any active tender, regardless of the job function the employee performs. You can now enable the system to restrict the use of a tender, or a group of tenders, to certain employees depending on their access level. You accomplish this with the concept of tender groups. If an employee attempts to apply a tender from a tender group for which they do not have access, the manager approval screen appears. SCENARIO: A restaurant wants to allow only floor supervisors the ability to accept a personal check. When an employee attempts to apply a personal check as payment, the manager approval screen appears, and the floor supervisor must enter their ID number to allow the transaction. Refer to the Aloha TableService or Aloha QuickService User s Guide for more information on tenders and access levels. Configuring a Tender Group To configure a tender group, you must do the following: Provide access to the Tender Groups function. Configure a tender group. Assign the tender group to an access level. Then refresh the system to update your configuration. Providing Access to Tender Groups With the addition of Tender Groups to Aloha Manager, you must have a sufficient Back Office security level to access the Tender Groups option on the Payments menu. If your Back Office security level does not include access to Tender Groups, the menu option does not appear when you log in to the BOH. To provide access to the Tender Groups option: 1. Select Maintenance > Labor > BackOffice Security Levels. 2. Select the security level from the ID drop-down list. 3. Select Tender Groups from the Function list. 4. Select Run, Add, Edit, Delete, where applicable. 5. Click Save and exit the Back Office Security Levels function. Radiant Systems Page 11

12 Configuring a Tender Group A tender group is similar to a printer and video group. Each tender group contains a grouping of tenders for which the employee can apply payments, without manager approval. You can exclude certain cash denominations from a tender group, however, the system does not safeguard against the employee entering multiple cash tenders to achieve a higher denomination. For example, if you want to require approval for $ bills, the employee can still receive a $ bill, but enter five $20.00 bills to equal $ To define a tender group: 1. Select Maintenance > Payments > Tender Groups. 2. Type an unused number in the Number drop-down list and press Enter. 3. Type a name for the tender group. 4. To include a tender in the tender group, select the tender from the Available list box and click Include. To exclude a tender from the tender group, select the tender from the Included list box and click Remove. 5. Repeat Step 4 until the tender group contains all the necessary tenders. Figure 5 Tender Groups Function Tab 6. Click Save. 7. Repeat Steps 2 through 6 until you add all necessary tender groups. 8. Exit the Tender Groups function. Radiant Systems Page 12

13 Assigning a Tender Group to an Access Level Assign the tender group the employee can use without manager approval to the access level in which they will clock in. Select All (0) to use all active tenders without a restriction. To assign a tender group to an access level: 1. Select Maintenance > Labor > Access Levels. 2. Select an existing access level or type an unused number from the Level drop-down list, and press Enter. 3. Select Financial. Figure 6 Access Levels - Financial Function Tab 4. Select the tender group from the Tender Group drop-down list. Tender Group Restricts the employee clocked in under this job code to applying payments using only the tenders defined in the specified tender group. An employee with sufficient access must approve any tender not available within the assigned tender group. Select All (0) to allow the use of all tenders. If the tender group is not available from the drop-down list, click the Tender Group button to create a new tender group. 5. Click Save. 6. Repeat Steps 2 through 5 until you assign the correct tender group to all necessary access levels. 7. Exit the Access Levels function. Radiant Systems Page 13

14 Using a Tender Group After you make the necessary changes, all employees assigned to an access level with a designated tender group can only apply payments using tenders from that group. If they try to apply a tender that is not found in their tender group, the manager approval screen appears. Once the tender is approved by an employee with sufficient access, the employee can adjust the tip, force the tender, and delete the payment, however, the employee cannot adjust the payment amount without another manager approval. To use a tender group: 1. Start a check and enter items as normal. 2. Navigate to the Close screen for TableService operations, or a tender panel for QuickService operations. 3. When you touch a tender that is not included in your designated tender group, the manager approval screen appears. Figure 7 User Not Authorized to Apply This Tender Screen 4. A manager, or an employee with sufficient access, must enter their employee number and touch OK. 5. Apply the payment and close the check as normal. Radiant Systems Page 14

15 Reporting Tender Approvals Use the Audit report to report the time, the type of transaction, the name of the tender, and the employees involved in the transaction. To perform an audit on tender authorizations: 1. Select Reports > Audit. 2. Select a date to report. The Select Transactions to Audit dialog box appears. Figure 8 Select Transactions to Audit Dialog Box 3. Select Tender Authorization. 4. Click View or Print. The entry appears in the Audit report, as shown in the following example: Time: Type Transaction 09:52 AM TENDER APPROVAL Emp 200 Francis, VISA tender approved by Emp 101 Lamar Lamb 10:18 AM TENDER APPROVAL Emp 201 Lynn, CASH tender approved by Emp 101 Lamar Lamb Radiant Systems Page 15

16 Configuring Delivery Column Width and Row Font Version RFC Number Products Audience v5.3.21e RFC Aloha Delivery Frequent Buyer Support Technicians, Store Managers, End Users You can now adjust the width of columns in FOH screens related to the Delivery function, to make reading and accessing the contents of the columns easier. You can also specify the font size to use in the rows, to make them wider and easier to select., as an example of the Delivery Drivers screen shows in Figure 9. These font selections also enlarge font size in the Customer Select screen. Select Maintenance > Store Settings > Delivery, and specify the font sizes on the Delivery Setup 2 tab. Figure 9 Delivery Drivers Screen Refer to the Aloha Delivery Frequent Buyer User s Guide for more information on the Delivery Frequent Buyer product. Radiant Systems Page 16

17 Restricting Manual EOD Past System Date Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians Store Managers The date of business (DOB) should always match the current system date, to report sales properly and prevent errors from occurring between the BOH and FOH. Most sites configure the Aloha system to run the End-of-Day (EOD) process at a certain time via an event, to ensure the DOB increases to the next business day; however, some sites, such as 24-hour operations, invoke the EOD manually either from the BOH or the FOH. This increases the possibility of a site invoking the EOD process multiple times for the same business day, which creates multiple dated subdirectories containing sales from that day. You can now configure the Aloha system to prevent you from invoking a manual EOD if the date of business is ahead of the system date. The system date must increase to the next day before you can invoke an End-of-Day. SCENARIO: A 24-hour operation has two managers running the restaurant with both the system date and the date of business of The first manager invokes a manual EOD at 10:00 p.m. to increase the business date to Unknowingly, the second manager invokes a manual EOD at 11:00 p.m. which increases the business date to ; however, the system date is still the date of The restaurant must call their support number to merge the two dated subdirectories together. Refer to the Aloha TableService or Aloha QuickService User s Guide for more information on the End-of-Day process. Configuring the Restriction of Manual EOD Past System Date To configure the restriction of a manual end-of-day past the system date, you must select the DOB Can Not Exceed System Date option in Maintenance > Store Settings > System > End of Day. Then refresh the system to update your configuration. To restrict a manual end-of-day past the system date: 1. Select Maintenance > Store Settings. 2. Select System from the Group drop-down list. Radiant Systems Page 17

18 3. Select the End of Day tab. Figure 10 Store Settings - System Group - End of Day Tab 4. Select DOB Can Not Exceed System Date. 5. Click Save and exit the Store Settings function. FOH Behavior When Restricting Manual EOD Past System Date After configuring the restriction of manual EOD past the system date, you cannot invoke a manual EOD if the DOB is equal to or greater than the system date. If you attempt to invoke the EOD process from the FOH under these conditions, an error message appears. Figure 11 FOH Date of Business Exceeds System Date Error Radiant Systems Page 18

19 If you attempt to invoke the EOD process from the BOH, by selecting Utilities > Force End of Day, an error message appears. Figure 12 BOH Date of Business Exceeds System Date Error Radiant Systems Page 19

20 Supporting Credit Card Lookup Version RFC Number Products Audience v5.3.21e RFC Aloha TableService Configuration Technicians Store Managers End User Currently, when tendering a check, you must select a tender button associated with a specific credit card type, such as Master Card or Visa. You can now implement the Credit Card Lookup feature which allows you to use a generic credit card button on the FOH Tenders screen, therefore, reducing the number of credit card buttons from which to select. The system searches the credit cards defined in the BOH, based on the prefix number, and reports to the appropriate credit card. SCENARIO: The guest hands a Visa card to the employee for payment. The employee recalls the check, navigates to the Close screen, and touches the credit card lookup button. When they swipe the card across the mag swipe reader, the system identifies the tender as a Visa based on the prefix defined for the card. Refer to the Aloha TableService User s Guide for more information on configuring credit cards. Configuring the Credit Card Lookup Feature To implement the Credit Card Lookup feature, you must define each credit card tender type honored at your store as normal, but with a valid prefix number and without an assigned button position. Then create a generic credit card lookup tender to assign to the Credit Card Lookup ID drop-down list in Maintenance > Store Settings > Credit Card. When finished, refresh the system to update your configuration. Creating a Credit Card Lookup Tender You must define a credit card lookup tender as a non-applicable credit card tender and clear the Report As, Tender Type, Require Identification, and Require Authorization options. 1. Select Maintenance > Payments > Tenders. 2. Type an unused number, and press Enter. 3. Type the name, such as CreditCard. 4. Use one of the following methods to determine where the button displays on the FOH Tender screen: Type the button position in the Position text box. Click the Position button to display the Button Position dialog box, and select an available button position. Select First Available Button to place the tender in the first available button position. 5. Select Active. Radiant Systems Page 20

21 6. Click Type to display the Type tab. Figure 13 Tenders - Type Tab 7. Select Credit Card. 8. Select Not Applicable from the Credit Card drop-down list. 9. Click Identification and clear Require Identification. This disables all settings on the Identification tab. 10. Click Authorization and clear Require Authorization. This disables all settings on the Authorization tab. 11. Click Save and exit the Tenders function. Designating the Tender ID to Display on the FOH Tenders Screen After you create the generic credit card, you must designate the credit card tender to display in the FOH. 1. Select Maintenance > Store Settings. 2. Select Credit Card from the Group drop-down list. Figure 14 Store Settings - Credit Card Group Radiant Systems Page 21

22 3. Select the credit card lookup tender from the Credit Card Lookup ID drop-down list. Credit Card Lookup ID Designates a pre-defined generic tender to search all active tenders based on the prefix number and detect the correct credit card type. Related Options: You must access Maintenance > Payments > Tenders, create a generic credit card tender type as Not Applicable, and clear Report As, Require Identification, and Require Authorization cleared. All other credit card tenders must have a valid prefix number and no button position assigned. 4. Click Save and exit the Store Settings function. Using the Credit Card Lookup After configuring the Credit Card Lookup feature, you can display a single credit card button on the FOH Tenders screen, as shown in Figure 15. Select the button to access a generic credit card screen and swipe the credit card, or enter the card number manually. The system searches the hard-coded prefixes of the credit card type, then continues with the process of applying a credit card payment. Figure 15 Close Screen with Credit Card Lookup Tender Radiant Systems Page 22

23 To use the credit card lookup screen: 1. With the check displayed in the guest check window, touch the credit card lookup tender. The Enter the Credit Card Number screen appears. Figure 16 Enter Credit Card Number Screen 2. Swipe the credit card across the mag stripe reader, or enter the credit card number using the numeric keypad, and touch OK. The screen for the corresponding credit card appears with the credit card number and expiration date populated. For example, if the system matched the prefix numbers to a Visa card, the Visa Card screen appears. 3. Enter the requirements of the detected credit card, such as the correct purchase amount and a tip. 4. Close the check as normal. Radiant Systems Page 23

24 Supporting FOH Manual EOD Reminders Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians Restaurant Managers, End Users. Most sites configure the Aloha system to run the End-of-Day (EOD) process at a certain time via an event; however, some sites, such as 24-hour operations, invoke the EOD manually either from the BOH or the FOH. With the many duties a manager must perform, this increases the possibility of forgetting to run the EOD, which could result in multiple days for one Trans.log. You can now set a reminder to appear on the FOH terminals at the time in which you want to perform the EOD process, based on a 48-hour clock. SCENARIO: A restaurant wants to perform a manual End-of-Day at 1:00 a.m, and creates a reminder to appear at 25:00. At 1:00 a.m., a message appears over the floating logo on all FOH terminals, reminding the manager to run an EOD. Clear the message, finish all orders in progress, and perform a manual EOD. Refer to the Aloha TableService or Aloha QuickService User s Guide for more information on the End-of-Day process. Configuring a FOH End-of-Day Reminder to Appear To configure a FOH End-of-Day reminder to appear, type the time, based on a 48-hour clock, in the Manual EOD Target text box. Then refresh the system to update your configuration. To configure a FOH End-of-Day reminder to appear: 1. Select Maintenance > Store Settings. 2. Select System from the Group drop-down list. Radiant Systems Page 24

25 3. Select the End Of Day tab. Figure 17 Store Settings - System - End of Day Tab 4. Type the time, in the Manual EOD Target text box, in which you want the reminder to appear. Manual EOD Target Designates the time, using a 48-hour clock, in which you want a FOH message to appear over the floating logo screen reminding you to perform a manual End-of-Day. The message appears each time the floating logo appears until you run the EOD. For example, to define the reminder to appear at 1:00 a.m., type 25:00. To disable the reminder, type 00:00. Related Options: If the DOB Can Not Exceed System Date check box is selected, and the date of business is equal to, or greater than the system date, you cannot run a manual EOD. The message continues to appear until the system date is greater than the date of business, at which time you are able to run the EOD. 5. Click Save and exit the Store Settings function. Radiant Systems Page 25

26 FOH Behavior with Manual EOD Reminders from FOH After you make the necessary changes, the EOD reminder, as shown in Figure 18, appears on top of the floating logo screen on all terminals, at the designated time defined in the BOH. The message continues to appear until you perform an EOD. Figure 18 FOH EOD Target Message Radiant Systems Page 26

27 Adding System Date to Grind Files Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians Support Technicians Store Managers The Aloha system now includes the system date in the grind files. This allows 24-hour operations to determine the actual date on which a transaction occurred, rather than the date of business. The date of the transaction could be different than the date of business, depending on when the End-of-Day occurred. The field for the system date was inserted to the right of the date of business, which shifted all subsequent fields over by one. If you have custom reports that generate information from one of these fields, you must alter your configuration. Refer to the Aloha TableService and Aloha QuickService User s Guide for more information on 24-hour operations. Radiant Systems Page 27

28 Forecasting Net and Straight Sales for Labor Scheduler Version RFC Number Products Audience v5.3.21e RFC Aloha Labor Scheduler Support Technicians Store Managers You can now configure Aloha Labor Scheduler to use net sales or straight sales as the basis for forecasting labor needs, and creating work schedules to support anticipated sales. Select Edit > Options > Miscellaneous tab to define the global setting for the type of sales to use in reporting and labor forecasting. Figure 19 Options Dialog Box Select Requirements > Sales History (or Projections), and then select Sales or NetSales from the Key Volume drop-down list to define the basis for specific projections. Figure 20 Sales Projections Dialog Box Refer to the Aloha Labor Scheduler User s Guide for more information on the configuring the labor scheduler program. Radiant Systems Page 28

29 Supporting Credit Card Address Verification Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Installers, Configuration Technicians Restaurant Managers, End Users. To increase fraud protection, many credit card companies offer reductions in credit card fees to merchants, if they submit the cardholder s zip code with the transaction for verification. This verification is referred to as an Address Verification System (AVS). The Aloha system can now capture and include the cardholder s zip code in the files sent to the processor, and is AVS certified with the following processors: AlohaNet (Universal Payment Interface) Visanet BA Merchant Services (formerly known as NPC) RBS Lynk (formerly known as Lynk Systems) SCENARIO: A guest wants to pay for their order with a credit card. Enter the card number and the Security Verification screen appears. Enter the zip code supplied by the guest. Refer to the Aloha TableService or Aloha QuickService User s Guide for more information on configuring tenders. Refer to the Aloha POS 5.3.x Documentation Updates for more information on other security features. Configuring the Zip Code Prompt Configuring the prompt for the cardholder s zip code requires settings in the Tenders function and an access level to bypass the entry of the zip code, if required. Then refresh the system to update your configuration. Configuring a Tender to Prompt for the Zip Code Using settings in the Tenders function, you must define each credit card tender for which you want to prompt for the zip code. You can enforce the entry of the zip code for all transactions, or only those in which you enter the card number manually. You can also specify the prompt text to appear on the screen, and the minimum number of digits you can enter for the zip code. To configure a tender to prompt for the zip code: 1. Select Maintenance > Payments > Tenders. 2. From the Number drop-down list, select a credit card tender for which to prompt for the zip code. 3. Select the Identification tab. 4. Select Require Identification, if necessary, to enable the options on the Security Verification tab. Radiant Systems Page 29

30 5. Select the Security Verification tab. Figure 21 Tender - Security Verification Tab The Address Verification security feature is independent, but also utilizes the security code features implemented in v5.3.10, as explained in RFC in this document. When you upgrade to v5.3.21e, all tender security features are now located in Maintenance > Payments > Tenders > Security Verifications. 6. Select Enter Address Verification Code. This enables the options in the Address Verification group box. Enter Address Verification Code Requires you to enter the cardholder s zip code for the credit card tender. The system includes the zip code in the files sent to the processor; therefore, could reduce the credit card fees imposed by the credit card processor. You must determine if the Aloha system is certified for AVS verification with the processor in use. Related Options: You must select Require Identification on the Identification tab to enable the options in the Address Verification group box. To allow an employee to override the entry of the zip code, select Override Security Verification in Maintenance > Labor > Access Levels > Financials. 7. Select All Cards to require the entry of the zip code for all transactions, whether you enter the card number manually or electronically. All Cards Requires you to enter the zip code for all transactions, whether you enter the card number manually or electronically. Clear the check box to only prompt for the zip code for manually entered card numbers. 8. Select the minimum required number of characters, or digits, you can enter for the zip code in the # of Characters drop-down list. If zip codes in your region contain five digits, then select 5. # of Characters Defines the minimum number of characters, or digits, you can enter for the zip code. Radiant Systems Page 30

31 9. Select Numeric Only to require numeric entries only for the zip code. Numeric Only Requires you to always enter numeric entries for the zip code from a numeric keypad. Clear the check box to allow characters from an alphanumeric keypad. 10. Type up to 20 characters of text to appear as the prompt, such as Billing Zip Code. Prompt Specifies the text to prompt for the zip code on the FOH Security Verification screen. You can enter up to 20 characters. 11. Click Save. 12. Repeat steps 3 through 11 for each credit card tender for which you want to require the entry of the zip code. 13. Exit the Tenders function. Providing the Ability to Bypass the Zip Code Prompt If for some reason you need to bypass the entry of the zip code, you can use access levels to configure the system to allow certain employees, such as a manager, to bypass the prompt. When you do not enter the zip code in the FOH, the Manager Approval screen appears, requiring an employee with access to enter their password before continuing. If you do not configure the system to allow an employee to bypass the prompt, an error message appears stating that you must enter the verification. To provide the ability to bypass the zip code prompt: 1. Select Maintenance > Labor > Access Levels. 2. Select an access level, such as Manager, from the Level drop-down list. 3. Select the Financial tab. Figure 22 Access Levels - Financial Tab 4. Select Override Security Verification. 5. Click Save. 6. Repeat steps 2 through 5 for each access level that can override the entry of the zip code. 7. Exit the Access Levels function. Radiant Systems Page 31

32 Using the Zip Code Prompt When you require zip code verification, the Security Verification screen appears when you enter the transaction amount on the credit card screen, and only on the initial request to the processor. Tip adjustments do not require the entry of the zip code. To use the zip code prompt: 1. With the check displayed in the guest check window, select a credit card tender configured to require the zip code. 2. Enter the sales amount, tip amount, and expiration date, as required, and touch OK. The Security Verification screen appears. Figure 23 Security Verification Screen 3. With the information provided by the guest, enter the zip code of the cardholder, using the numeric keypad, and touch OK. If you do not enter the zip code, the Manager Approval screen appears. A manager, or an employee with access, must enter their employee number and touch OK to bypass the entry of the zip code and continue with the procedure. 4. Close the check as normal. Radiant Systems Page 32

33 Auto-Applying Check Reduction Promotions Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Installers, Configuration Technicians Restaurant Managers, End Users. To increase your speed of service and eliminate screen touches, you can now configure check reduction promotions to auto-apply when you enter the qualifying items on the check. This also bypasses the confirmation message asking if this is correct. SCENARIO: A restaurant offers a 10% discount if you order more than $50.00 on the check and wants to avoid employees having to select and confirm the promotion. Enter the items individually and the system automatically applies the promotion and discounts the check. Refer to the Aloha TableService or Aloha QuickService User s Guide for more information on configuring promotions. Configuring a Check Reduction Promo to Auto-Apply To configure your system to automatically apply a check reduction promotion, you must select the Auto Apply check box for each necessary check reduction promotion. Then refresh the system to update your configuration. To configure a check reduction promotion to auto-apply: 1. Select Maintenance > Payments > Promotions. The Promotions function tab appears. 2. Select a promotion for which you want to auto-apply the check reduction from the Number drop-down list, and press Enter. 3. Click Type Specifics to display the Promotion - Check Reduction dialog box. Figure 24 Promotions - Check Reduction Dialog Box 4. Select Auto Apply. 5. Click OK to exit the dialog box. 6. Click Save and exit the Promotions function. Radiant Systems Page 33

34 FOH Behavior with Auto-Apply Check Reduction Promotions After you configure the Check Reduction promotion and refresh your data, the system automatically applies the discount without the need of touching a promotion button or approving a confirmation message. For TableService operations, the system automatically applies the promotion after you order the items. For QuickService operations, the system automatically applies the promotion as you enter the items. If you have multiple auto-apply promotions that qualify, the system applies the promotion with the lowest ID number. All other qualifying promotions in sequence discount the check with the adjusted price. Radiant Systems Page 34

35 Adding FOH COM Support for Promotions Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians Support Technicians Store Managers The Aloha system now provides full support for applying promotions to a guest check using external devices that communicate with Aloha via the COM interface, such as handheld computers and the Radiant interactive confirmation display. When you add items that qualify for a promotion, the external device reads the information and displays promotional prompts for suggestive selling. Radiant Systems Page 35

36 Naming Orders with Quick Lookup Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians, Store Managers, End Users To increase your speed-of-service and to add a personal touch, you can use the Quick Lookup feature to store the names of your regular, repeat customers so you can rapidly name an order or tab. When a regular customer comes into your restaurant, you need only enter the first few characters of their name, and then select their full name from a filtered list. BARTENDER SCENARIO: A sports bar has regular customers who frequent the establishment and run a tab. Use the Quick Lookup feature to quickly name the order each time the guest comes in. QUICKSERVICE SCENARIO: A QuickService restaurant has regular customers and likes to call out the name of the guest for pick up, rather than an order number. Use the Quick Lookup feature to quickly associate the name of the guest with their order. Refer to the Aloha TableService and Aloha QuickService User s Guide for more information on naming orders and using tabs. Configuring the Customer Quick Lookup Feature To configure the Quick Lookup feature, add the names of your frequent guests to a text file called NameLkUp.txt, which you place in a new ExtData directory on the Aloha file server. In the event the file server loses connectivity, you cannot add any new additions to the file. To use this feature effectively in TableService, access Maintenance > Store Settings > Order Entry > Tables & Tabs, and select Allow Duplicate Table Numbers to allow you to have multiple checks open simultaneously with the same name. To remove a name from the list, you must manually delete the name from the NameLkUp.txt. You cannot remove names from the list from the FOH. To configure the customer Quick Lookup feature: 1. Navigate to the Aloha or Alohaqs directory. 2. Select File > New > Folder. 3. Type ExtData and press Enter to add the ExtData folder to the directory. 4. Double-click to open the folder. 5. Select File > New > Text Document. 6. Type NameLkUp and press Enter to add NameLkUp to the ExtData folder. 7. Double-click the file to open NameLkUp in Notepad. Radiant Systems Page 36

37 8. Type the list of names of your regular guests who frequent the restaurant and press Enter. 9. When finished, select File > Save and exit Notepad. 10. Restart the file server or wait for the End-of-Day to occur. Using the Quick Lookup Feature When naming orders using the Quick Lookup feature, the system displays the Enter Order Name screen with a selection list of frequent guests. Each time you add a new name, the name appears in the list the next time you name the order. In QuickService operations, you must touch the Name Order button. In TableService operations, enter names each time you name a tab. To use the Quick Lookup feature: Figure 25 NameLkUp.txt 1. Begin entering a new order as normal from the Order Entry screen. It is also common for servers to use tabs instead of tables, such as in country club environments. For these environments, touch New Order to prompt for the Enter Name Order screen. Radiant Systems Page 37

38 2. Touch New Tab for TableService environments, or the Name Order button for QuickService environments. The Enter Order Name screen appears. Figure 26 Enter Order Name Screen The names appear in alphabetical order and each name truncates to 20 characters of text. 3. Touch the name of the guest in the list. To filter the list of names, enter the first few letters of the name, using the alphanumeric keypad until you find a unique match. For example, to find Morgan from a list that also contains the name Morrison, enter M-O-R-G. To add a new name to the list, enter the full name with the alphanumeric keypad. To add a new name that is shorter than an existing name in the list, enter a space after the last letter. For example, to add the name Jen to a list that also contains the name Jennifer, enter J-E-N- (space). 4. Touch OK to exit the screen. The system associates the order with the name you selected. Radiant Systems Page 38

39 Supporting International Currency for ValueLink Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians, Store Managers, End Users In Aloha POS v5.3.12, the Aloha system introduced the concept of local and base currencies to support gift cards across countries that use different currencies. You define the local currency used at your store so you can accept cards purchased with a foreign currency and have the system automatically calculate the exchange rate. Each currency has a three-digit International Organization for Standardization (ISO) code to use when identifying and calculating the exchange rate. The currency symbol defined in Maintenance > Payments > Foreign Currency is not affected. With v5.3.21ee, the Aloha system can now return international currency values from the ValueLink gift card host. The corresponding exchange rate prints on the guest check receipt and voucher when you redeem the card or perform a balance inquiry, as shown in the following example: Gift Card Balance: $2.96 ***International*** Currency: Pound Sterling Currency value: Exchange rate: 1.70 Currency balance: 5.03 ***************************** Refer to Supporting Multi-Currency Transactions in the Maintenance Update v5.3.x document for information on configuring your base and local currencies. Refer to the Aloha TableService User s guide for more information on configuring International settings. Radiant Systems Page 39

40 Including Tax Exempt Number in Grind File Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Support Technicians Store Managers Corporate Accountants The Aloha system supports tax exemption on guest checks for qualifying organizations such as churches, military officials, and others. The employee receives proof of exemption from the guest and enters the number into the system to remove the tax from the check. In a corporation, the store fills out an IRS form with the tax exempt number and sends it to the corporate office, however, if the hard-copy form is lost, the store cannot recover the number for polling and reporting. You can now retrieve the exemption number entered by the employee from the Ident field in GndTndr.dbf. Refer to the Aloha TableService and Aloha QuickService User s guide for more information on tax exemption. Radiant Systems Page 40

41 Supporting the Grind Audit File Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Installers, Configuration Technicians Restaurant Managers, The Grind Audit (GndAudit.dbf) file contains auditing information you can use for troubleshooting and reporting. Using the Grind Audit file, you can track when employees perform the following actions: Transfer an item (TableService only). Print a check. Transfer a check (TableService only). Reopen a check. Adjust a payment. Delete a promotion. Reprint a closed check. Delete a checkout. Split a check (TableService only). Run a checkout. Refer to the Aloha TableService or Aloha QuickService User s Guide for more information on the grind process. To generate the GndAudit.dbf file: 1. Select Maintenance > Store Settings. 2. Select System from the Group drop-down list. Radiant Systems Page 41

42 3. Select Aloha Settings. 4. Select Enable Grind Audit. Figure 27 Store Settings - System - Aloha Settings Enable Grind Audit Enables you to generate a file during the grind process called GndAudit.dbf. The grind process typically runs during the End-of-Day, or when you view reports. This file contains information you can use for troubleshooting and reporting, such as the number of times an employee reopens a check, reprints a check, deletes a promotion, and more. 5. Click Save and exit the Store Settings function. Radiant Systems Page 42

43 Launching Applications from Delivery Customer Information Screen Version RFC Number Products Audience v5.3.21e RFC Aloha Delivery Frequent Buyer Configuration Technician, Support Technician, Store Managers, Delivery Frequent Buyer can now launch an external application, and pass information about the customer and their purchases to a third-party program, for purposes such as a map finder to help you find the location of delivery customers. You can specify the text that appears on the new button, in the Customer Lookup screen, when enabled. You can also specify path and command line arguments, as required, to correctly launch the program. Refer to the Aloha Delivery Frequent Buyer User s Guide for more information on configuring Delivery Frequent Buyer. Radiant Systems Page 43

44 Auto-Correcting Overpayments for Non-Cash Tenders Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Support Technicians Store Managers You can configure non-cash tenders so that you can apply a payment that is greater than the amount of the guest check, resulting in an overpayment and cash back to the customer. However, if you do not allow overpayments for non-cash tenders, and the scenario where you apply a non-cash tender to the check prior to applying a promotion, or other reduction such as a void, occurs, an over-payment situation is in effect. The system displays a message, as shown in Figure 28, letting you know overpayments are not allowed, and a correction needs to occur. Figure 28 Overpayment Confirmation Message You must click Yes to have the system automatically make the correction to the non-cash tender, or click No to exit the message and correct the problem using another method. You can now configure the system to automatically correct an overpayment of a non-cash tender without a confirmation message. Gift certificates and gift cards do not support overpayment scenarios. SCENARIO: A guest pays for the check with a non-cash tender for which you do not allow an overpayment. You apply the payment and then the guest informs you they did not order one of the items for which they are being charged. You void the item from the check, resulting in an overpayment. When you close the check, the system automatically corrects the payment amount to the new total of the guest check, without prompting you for a confirmation. Refer to the Aloha TableService and Aloha QuickService User s guide for more information on configuring tenders for overpayment. Radiant Systems Page 44

45 To configure auto-correcting overpayments for non-cash tenders: 1. Select Maintenance > Payments > Tenders. 2. Select the tender from the Number drop-down list. 3. Select Auto Fix Without Prompt. Auto Fix Without Prompt Enables the system to automatically correct an overpayment on a check, without a confirmation message. This applies for non-cash tenders, excluding gift card and gift certificate tender types, for which you do not allow overpayments. When an overpayment situation occurs due to a reduction in the check after you have already applied the payment, such as a void, the system corrects the overpayment without a confirmation prompt to which you must respond. This check box is disabled when you select Allow Overpayment. 4. Click Save and exit the Tenders function. Figure 29 Tenders Function Tab Radiant Systems Page 45

46 Disabling Multi-Select in Guest Check Window Version RFC Number Products Audience v5.3.21e RFC Aloha QuickService Support Technicians Store Managers End Users The Aloha system has the unique ability to select multiple successive items from the guest check window for performing order entry functions, such as repeating items, ordering items, and more. Simply touch each item you want to select, and they all appear highlighted in the guest check window. If you select an item in error, touch the incorrect item again to clear it from the selection. You can now configure the system to disable the multi-selection feature and require the employee to select single items from the guest check window. When you select a different item, it clears the previously selected item. This prevents employees from deleting multiple items in one transaction, and provides a more accurate audit of the number of deletions being performed by an employee. To disable the multi-select feature: 1. Select Maintenance > Store Settings. 2. Select the User Interface group. 3. Select Order Screen. Figure 30 Store Settings - User Interface - Order Screen 4. Select Disable Multi-Select. 5. Click Save and exit the Store Settings function. Radiant Systems Page 46

47 Changing Tip Share Percent from FOH Version RFC Number Products Audience v5.3.21e RFC Aloha TableService Support Technicians Store Managers End Users The tip share concept takes a percentage of earnings from tipped employees and divides the amount among non-tipped employees, such as bussers and dishwashers. If a non-tipped employee does not come in to work or is not needed for the shift, the tip share percent is usually reduced. Currently, you set the default percent in Maintenance > Store Settings > Labor > Employee Settings, or you can change the tip share percent using an event, both of which require a refresh to the system. You can now change the tip share percent from the FOH, on demand. SCENARIO: The default tip share percent is 2% for tipped employees to distribute to five non-tipped employees. You tell one non-tipped employee not to work, which changes the distribution to four. Using the Functions > Employee function screen in the FOH, you adjust the tip share percent to 1.5% to apply to all tipped employees working the current day part. The adjustment remains in effect until an event fires for the next day part, or you make another adjustment to the tip share percent. Configuring the Ability to Adjust Tip Share from the FOH To allow an employee to adjust the tip share percent on demand from the FOH, you must select Adjust Tip Share for their access level in Maintenance > Labor > Access Levels. Then refresh the system to update your configuration. To configure the ability to adjust the tip share from the FOH: 1. Select Maintenance > Labor > Access Levels. 2. Select the Employee tab. Figure 31 Access Levels - Employee Tab Radiant Systems Page 47

48 3. Select an access level, such as Manager, from the Level drop-down list and press Enter. 4. Select Adjust Tip Share. Adjust Tip Share Allows you to adjust the tip share percent from the FOH and displays the Adjust Tip Share button on the Functions > Employee screen. 5. Click Save and exit the Access Levels function. Adjusting the Tip Share Percent from FOH After you select Adjust Tip Share and refresh the system, the Adjust Tip Share button appears on the Functions > Employee screen. When you select the Adjust Tip Share button, all job codes with Pays Tip Share selected appear. The function allows you to select one or more job codes and adjust the tip share percent for all employees clocked in under the job codes you select. To adjust the tip share percent from the FOH: 1. From the Functions screen, touch Employee to display the Employee screen. Figure 32 Employee Screen Radiant Systems Page 48

49 2. Touch Adjust Tip Share to display the Select Job Code to Adjust Tip Share screen. Figure 33 Select Job Code to Adjust Tip Share Screen 3. Touch the job codes for which you want to adjust the tip share percent, and touch OK. To clear a selection, touch the job code again. The Enter Tip Share % screen appears. Figure 34 Enter Tip Share % Screen 4. Enter the adjusted tip share percent, using the numeric keypad, and then touch OK to return to the Employee screen. Radiant Systems Page 49

50 Reporting Tip Share with FOH Adjustments When you change the default tip share percent from the FOH, the change is in effect for all tipped employees clocked in for the current day part, and all following day parts until a Set Tip Share event occurs or you make another adjustment. The tip share calculations adhere to the following hierarchy from lowest to highest: 1. Default tip share percent, as defined in Maintenance > Store Settings > Labor > Employee Settings. 2. Set Tip Share event, as defined in Maintenance > System > Events. 3. Adjusted tip share percent from the FOH, until a Set Tip Share event occurs. The following scenario depicts how the reporting aspects of the tip share calculates: Setup: Four tipped employees distribute a default percentage of 1.5% to the tip pool for four non-tipped employees. The Lunch day part spans 11:00 a.m.- 4:00 p.m. and the Dinner day part spans 4:00 p.m. - 10:00 p.m: Scenario: Figure 35 Tip Share Calculation Time Action Tip Share Calculation Explanation 2:00 Mary checks out with $ in sales. 2:30 Manager decides that business is dropping, sends a non-tipped employee home, and changes the tip share percent to 1% in the FOH. 3:00 Bob checks out with $ in sales. 4:00 Alice checks out with $ in sales. $ x 1.5% = $1.50 Mary contributed 1.5% of her sales to the pool, because she checked out before the manager made the tip adjustment in the FOH. $ x 1.0% = $2.00. $ x 1.0% = $3.00 Bob and Alice contributed 1% each, because they both checked out after the manager adjusted the tip share percent to 1%. Radiant Systems Page 50

51 Time Action Tip Share Calculation Explanation 5:00 A scheduled Set Tip Share event occurs for the Dinner day part, and adjusts the tip share percent to 2.5%. 6:00 Luis checks out with $ in sales for the Lunch day part, and $ in sales for the Dinner day part. Time of Distribution Tip share pool / Total indirectly tipped employees $ x 1.0% = $4.00 Luis contributed 1% for the sales he made during the Lunch day $ x 2.5% = $2.50 part, as that is the percent in effect at the time the day part ended. He also contributed 2.5% for the sales he made during the Dinner day part, because the tip share percent for the Dinner day part was adjusted by a Set Tip Share event. $13.00 / 4 = $3.25 Each indirectly tipped employee receives $3.25 from the tip share pool. Radiant Systems Page 51

52 Releasing an Advance Order Early Version RFC Number Products Audience v5.3.21e RFC Aloha QuickService Support Technicians Store Managers End Users The Advance Orders feature enables you to place orders in advance and specify the time to prepare the order. This accommodates environments that accept orders to be prepared and picked up at a later time. Currently, if the guest arrives earlier than their scheduled pickup time, the employee must touch Edit on the Manage Advance Orders screen and change the serve time to the current time. You can now touch the Release button on the same screen, to send the advance order earlier than expected. SCENARIO: At 11:00 a.m. the guest places an order to be picked up at 5:00 p.m. The order takes 30 minutes to prepare. Enter the order as an advance order with a serve time of 5:00 p.m. and a prep time of 30 minutes. The system calculates 4:30 p.m. as the time to send the order to the kitchen (Serve Time - Prep Time). The guest arrives early and is waiting for the order to prepare. Touch the order from the Manage Advance Orders screen, and then touch Release. Refer to the Aloha Advance Orders Feature Profile for more information on advance orders. To release an advance order early: 1. Locate and touch the Manage Advance Orders button. The Manage Advance Orders screen appears. Figure 36 Manage Advance Orders Screen 2. Touch the order in the list. 3. Touch Release. A confirmation message appears. 4. Touch OK to release the order. Radiant Systems Page 52

53 Expanding POS Preferences for Employees Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians, Support Technicians, Store Managers The Aloha POS system now uses the sorting and filtering preferences you establish for employees in Utilities > Preferences in more functions than just those available on the Employee Maintenance menu. The system now uses your employee preferences in the following functions, as well: Functions > Edit Punches Reports > Audit Reports > Sales > Server Sales Detail Reports > Employee > Labor Reports > Employee > Speed of Service Reports > Employee > Time and Attendance Detail If you have a function open when you change your employee preferences, you must close the function to update your sorting preferences, and then reopen the function. Refer to the Aloha TableService and Aloha QuickService User s guides for more information on using employee preferences. Radiant Systems Page 53

54 Displaying Depleted Gift Cards on Checkout Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Support Technicians Store Managers End Users To reduce the risk of theft, most operations require you to take the gift card from the guest when the card reaches a $0.00 balance. You then turn in the card during the checkout process. The Aloha system now prints an additional line on the Server Checkout and Drawer Checkout reports, showing the number of gift cards redeemed with a remaining balance of $0.00. The line prints at the bottom of the Payments section. ***PAYMENTS*** 01 Holiday Gift Card ( - ) 02 MGR Gift Card ( - ) 05 $25.00 Gift Card ( - ) 10 Visa ( - ) Total Zero Balance G/C Redeemed 2 You must have Print Non-cash Tenders selected in Maintenance > Store Settings > Printing > Employee Checkout Cfg to print a count of redeemed gift cards with a remaining balance of $0.00. Print Non-cash Tenders Prints a separate listing of non-cash tenders, by type, on the checkout report. For gift cards, the checkout report includes a total for the number of gift cards redeemed with a remaining balance of $0.00. This feature is primarily used for pre-denominated gift cards, however, each time an open-value card reaches a $0.00 balance, the number is increments. If the depletion occurs during an off-line transaction, the card is not counted because there is no connection to the host to determine if the card has a remaining balance of $0.00. Refer to the respective Feature Profile for the gift card processor for more information on gift cards. Radiant Systems Page 54

55 Adding Tip Breakdown to Clock Out Chit Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Configuration Technicians Support Technicians Store Managers End Users You can now add a tip breakdown and a defined footer information section to the bottom of the clock out chit, which prints each time the employee clocks out. The tip breakdown includes information such as the declared tip rate, charge and cash tip rate, and more. The responsibility falls on the employee to retain their clock out chits to safeguard against IRS audits. Configuring Tip Breakdown on the Clock Out Chit To configure the tip breakdown to appear on the clock out chit, you must enable the system to add the tip breakdown section and define a guest check message to print at the bottom of the chit. Then refresh the system to update your configuration. To add the tip breakdown section to the clock out chit: 1. Select Maintenance > Store Settings. 2. Select the Financials group. 3. Select the Reports tab. Figure 37 Store Settings - Financials - Reports Radiant Systems Page 55

56 4. Select Tip Breakdown Prints on Clock Out Chit. Tip Breakdown Prints on Clock Out Chit Prints a tip breakdown section, such as the tip rate %, total charge sales and tip rate, total cash tips and tip rate, and more, at the bottom of the clock out chit. Related Options: The tip breakdown appears on the clock out chit for all employees clocked in with an access level with Order Entry selected. 5. Select a defined message from the Clock Out Chit Footer drop-down list. Clock Out Chit Footer Prints a defined guest check message as a footer at the bottom of the clock out chit. Select None to disable the feature. Related Options: Access Maintenance > Messages > Guest Checks to define a footer message. 6. Click Save and exit the Store Settings function. To define the clock out footer message: 1. Select Maintenance > Messages > Guest Check. Figure 38 Guest Check Messages - Clock Out Footer Message 2. Type an unused number in the ID drop-down list and press Enter. 3. Type a name for the message. 4. Type a title for the message. 5. Type the message you want to appear after the tip breakdown section of the clock out chit. 6. Click Save and exit the Guest Check Messages function. Radiant Systems Page 56

57 Reporting the Tip Breakdown on the Clock Out Chit The tip breakdown section and the clock out chit footer appear at the bottom of the Clock Out chit for all employees who have order entry capability, as shown in the following example: Tip Rate: 20% Charge Sales: $ Charge Tips: $64.37 Charge Tip Rate: 20% Sales Subject to Cash Tips: $ Cash Tips: $20.00 Cash Tip Rate: 20% ***TIP TRACKING*** ******************************* This is verification for hours worked. Keep this for your records. IRS regulations require that 100% of tips retained (after tip outs) must be reported. Information shown above has been verified by the employee. The tip breakdown section contains the following rows: Row Tip Rate Charge Sales Charge Tips: Charge Tip Rate Sales Subject to Cash Tips Cash Tips Cash Tip Rate Description/Calculation Tip percentage based on the following calculation: charge tips + declared cash tips / tippable sales. Total tippable sales applied to a tender with Allows Tips selected, as defined in Maintenance > Payments > Tenders. Total charge tips applied with a non-cash tender. This is an existing row of the Clock Out chit. Percentage of charge tips based on the following calculation: charge tips / tippable sales paid with a tippable tender. Total tippable sales paid with a non-tippable tender. Total cash tips based on the following calculation: declared cash tips - tip share amount - charge tips. Percentage of cash tips based on the following calculation: declared cash tips / non-charged sales. Radiant Systems Page 57

58 Supporting Stored Value Systems via Dialup Version RFC Number Products Audience v5.3.21e RFC Aloha EDC, Aloha Stored Value Systems Gift Cards Configuration Technicians, Support Technicians Store Managers If you are using Stored Value Systems (SVS) gift cards, you can now configure the EDC processor to connect to the host via dialup. SVS only supports gift cards and has no credit card functionality. As with any processor supported by Aloha EDC, if you configure the processor to connect to the host through TCP/IP and dialup, the processor attempts to connect via TCP/IP, and upon failure, attempts to connect via dialup. Refer to the Aloha EDC User s guide and the Aloha Stored Value Systems Gift Cards feature profile for more information on using and configuring SVS gift cards. To configure SVS to connect via dialup: 1. In Aloha EDC, select Configure > Processors to display the Select Processor dialog box. 2. Click Add to display the Select Processor to Add dialog box. 3. Select Stored Value Systems and click OK. The processor appears in the Select Processor dialog box. 4. Select Stored Value Systems and click OK. 5. Select the Dialing tab. Figure 39 Stored Value Systems - Dialing Tab 6. Complete the tab with the necessary information. 7. Click OK to exit the Stored Value Systems dialog box. Radiant Systems Page 58

59 STORED VALUE SYSTEMS CONFIGURATION Merchant ID Store Number IVR Number Authorizing Routing ID Settlement Routing ID Gift Card TCP/IP (YES/NO) Gift Card Authorization IP Address _. _.. _ (Primary) Gift Card Authorization Port Number (Primary) Gift Card Authorization IP Address _. _.. _ (Second) Gift Card Authorization Port Number (Second) STORED VALUE SYSTEMS PHONE NUMBERS Authorization Settlement Voice Authorization Voice Settlement Help Desk Radiant Systems Page 59

60 Limiting Single Order Mode Per Check Version RFC Number Products Audience v5.3.21e RFC Aloha TableService Configuration Technicians, Support Technicians Store Managers End Users You can now configure the system so that you can apply only one order mode to a guest check. Refer to the Aloha TableService User s guide for more information on using and configuring order modes. Configuring a Single Order Mode per Check To configure the system to allow only one order mode per guest check, you must select Single Order Mode per Guest Check in Maintenance > Store Settings > Order Entry > More Options. Then refresh the system to update your configuration. To configure the ability to use a single order mode per check: 1. Select Maintenance > Store Settings. 2. Select More Options. Figure 40 Store Settings - Order Entry - More Options 3. Select Single Order Mode Per Guest Check. 4. Click Save and exit the Store Settings function. Radiant Systems Page 60

61 FOH Behavior with a Single Order Mode Per Guest Check After you make the necessary changes, you can only apply one order mode per guest check. If you add more items to the check and apply a different order mode, an error message appears. Figure 41 Only 1 Order Mode Per Check Error Touch Yes to apply the order mode to the items, or touch No to return to the previous screen and start another check for the items for which you want to apply a different order mode. If you transfer the check to an employee whose job code does not have access to the order mode applied to the check, the message appears when the receiving employee tries to add an item to the check. For example, transfer a check using the Dine In order mode to an employee whose job code does not allow the Dine In order mode. The error message appears when the receiving employee tries to add an item to the check. If you are using the Delay Send feature along with the Single Order Mode Per Guest Check option, the system ignores the order mode you select at the time you enter the Delay Send items, because you previously selected an order mode for other ordered items on the check. For example, send items from a check using the Dine In order mode, then using Delay Send, add another item and select the To Go order mode. The system retains the originally applied order mode of Dine In for the Delay Send item. The error message does not appear, because typically you are not at the terminal when Delay Send items are sent to the kitchen. If an Activate Order Mode event occurs, which disables the current order mode and activates another, while you are in the middle of entering an order with previously ordered items, the system displays the error message and applies the original order mode to all items. For example, if you have already ordered items using the To Go order mode, and the Activate Order Mode event fires and disables the To Go order mode, the system still sends all items on the check with the previously established order mode of To Go. If you are using split checks, each check is considered a separate check and you can apply a different order mode to each individual check. Radiant Systems Page 61

62 Supporting Tip % Threshold by Job Code Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Support Technicians Store Managers To conform to IRS regulations, you can define a threshold of the minimum amount of tips employees should declare when they clock out. The Aloha system divides their declared amount by their tippable sales, and if the amount is less than the threshold, an error message appears, warning the employee that the declared tips are less than the defined threshold. Currently, you define the tip percent threshold for the entire store, which affects all job codes. Now you can set the threshold by job code to accommodate different job functions. Whereas servers might utilize one threshold when declaring tips, bartenders may need to utilize a higher threshold. Also, indirectly tipped employees must declare the tips they receive from a tip share pool, but because they do not have sales from which the system can calculate a percentage, you can now specify a dollar amount threshold for their job code. Additionally, you can define a custom error message, using the Guest Check Messages function, to replace the generic message that appears when the employee declares tips lower than the threshold. Refer to the Aloha QuickService and TableService User s guide for more information on job codes and guest check messages. Configuring the Tip % Threshold by Job Code The tip percent threshold is dependent on the Must Declare Tips option in Maintenance > Labor > Job Codes > Job Code. Once enabled, you can enter a numeric value in the Tip Threshold text box. Job codes with the Order Entry option selected, such as servers and bartenders, use a percentage from 0% to 99.99% to calculate against tippable sales generated by the employee. Job codes with the Order Entry option cleared, such as bussers and dishwashers, use a dollar amount from $0.00 to $ Select Display Threshold Message to display the default error message when the employee declares less than the tip threshold. You can also access Maintenance > Messages > Guest Check Messages to define a custom message that overrides the default message. Then refresh the system to update your configuration. Radiant Systems Page 62

63 To configure the tip % threshold by job code: 1. Select Maintenance > Labor > Job Codes. 2. Select a job code from the Number drop-down list and press Enter. 3. Select Must Declare Tips, if it is not already selected. 4. Type the tip percentage threshold to enforce for the job code. Tip Threshold Designates the minimum amount or percent of tips employees clocked in with this job code should declare upon clocking out. Enter 0 to disable the feature, however, the tip threshold might be defined in Maintenance > Store Settings > Labor > Employee Settings. Related Options: If Order Entry is selected, enter a percentage from 0.00% to 99.99%. If Order Entry is cleared, enter a dollar amount from $0.00 to $ Select Display Threshold Message. Display Threshold Message Displays an error message when the employee declares tips less than the defined threshold amount. 6. Select a defined message from the Message drop-down list. Message Designates the pre-defined custom message to appear when the employee declares tips less than the threshold amount. Related Options: You must access Maintenance > Messages > Guest Check Messages or click Message to open the Guest Check Messages function and define a custom message. 7. Click Save and exit the Job Codes function. Figure 42 Job Codes - Job Codes Radiant Systems Page 63

64 Using the Tip % Threshold by Job Code After you make the necessary changes, when employees clocked in with the job code attempt to enter an amount lower than the tip threshold, they receive either the generic or a pre-defined error message. To use the tip % threshold feature: 1. From the Clock Out screen, touch Clock Out to display the Enter Declared Tips screen. 2. Enter the amount of declared tips, using the numeric keypad, and touch OK. If the declared amount is less than the tip % threshold, an error message appears, warning you that your declared amount is less than the tip percentage threshold. Figure 43 Over Tip % Threshold Error 3. Touch inside the message to clear it and exit the system. Because you do not have the opportunity to change the amount, you may want the manager to modify the tip declaration through Functions > Edit Punches. Reporting the Tip % Threshold Currently, the minimum tip percent calculation prints on the Labor report, however, this information does not print for non-order entry employees because they do not generate sales. When sorted by job code, the Labor report now replaces the xx.xx% of Sales heading with the Def Min % of Sales heading and populates accordingly. Radiant Systems Page 64

65 Automating the EDC Batch Transaction Export Version RFC Number Products Audience v5.3.21e RFC Aloha EDC Support Technicians Store Managers The EDC Batch Transaction report details transaction information processed through EDC, such as authorized amount, return codes, offline status, card balance before and after a transaction occurred, and much more. As of Aloha v5.3.15, you are able to electronically export the file to a comma separated value (csv) format. You can now automate the creation of the file during the End-of-Day (EOD) process Refer to the Aloha EDC User s guide for more information on the Batch Transaction report. To automate the EDC Batch Transaction export: 1. Open the Winhook batch file using Notepad. 2. Add an additional command, using the following parameters in the command line, to pass the information to EDC.exe. Parameter Description /Date * Indicates the date of a dated subdirectory, or the current date if you are exporting today s activity. You can also use /Date Latest to query file extensions, such as.stl,.a, and.b, and disregard the /BatchOffset parameter. Example: /Date or /Date Current or /Date Latest. /ExportFile * Represents the full path and the name of the export file. You can point to a dated subdirectory using a variable. Example: /ExportFile <iberdir>/exports/transactions.csv /ProcessorNumber * Represents the ID number of the processor. Refer to Processor IDs Used in the Export File on page 66. Example: /ProcessorNumber 6. /Index Used if there are multiple instances of a processor, such as CES 1 and CES 2. Example: /Index 2 /BatchOffset Used if there are multiple batches for the processor, for a given day. The parameter defaults to the current batch or the first settlement file. Example: /BatchOffset 1 /Help Writes the command parameters with their corresponding description to Debout.edc. Example: /Help or /? * Indicates a required parameter in the command line. Radiant Systems Page 65

66 When finished, your command line might look like the following: Date Current /ExportFile AlohaQS/Exports/Transactions.csv /ProcessorNumber 2 /Index Select File > Save to save the Winhook batch file, and close Notepad. The export file generates during the next EOD. The following chart lists the processors currently supported by the Aloha system and the processor ID number used for the parameter in the EDC Export file: Processor IDs Used in Currently Supported Processor Name the Export File 1 CES (First Data North) 2 Visanet 3 American Express 4 NPC (BA Merchant Services) 5 NDC (Global Payments) 6 Nabanco (First Data South) 7 FDC 8 Nova 9 Maverick 10 FCCNet 11 Paymentech 12 DirectNet 13 $$$ in the Bank 14 Concord EFS (BuyPass) 15 AlohaNet (Universal Payment Interface) 16 BA Lynk (LynkSystems) 17 Fifth Third Bank 18 Stored Value Systems Radiant Systems Page 66

67 Implementing the Employee Tip Report Version RFC Number Products Audience v5.3.21e RFC Aloha TableService, Aloha QuickService Support Technicians Store Managers In an effort to reduce the tax opportunity that tipped employees are thought to be underpaying, the Internal Revenue Service (IRS) requires you to file an annual IRS 8027 report. You, and your tipped employees, are responsible for reporting tip information correctly, and with the aid of the Employee Tip Report, this task has just become easier. This reporting tool is designed to help you monitor and eliminate the under declaration of tips, and also provides you with all the information you need for your 8027 filing. Refer to the Aloha TableService and QuickService Reports guide for more information on reports. Providing Access to the Employee Tip Report With the addition of the Employee Tip report to Aloha Manager, you must have a sufficient Back Office security level to access the Employee Tip report on the Reports menu. If your Back Office security level does not include access to the Employee Tip report, the menu option does not appear when you log in to the BOH. To provide access to the Employee Tip report: 1. Select Maintenance > Labor > Back Office Security Levels. 2. Select the security level from the ID drop-down list. 3. Select Employee Tip from the Function list. 4. Select Run, Add, Edit, Delete, where applicable. 5. Click Save and exit the Back Office Security Levels function. Running the Employee Tip Report The Employee Tip report provides sales and tip information pertaining to direct and indirectly tipped employees, as well as percentage totals. You can change and export the report settings, and export the report to a comma separated value (csv) format. If a calculation for the report has a zero denominator, or no data, the value displays as $0.00. Radiant Systems Page 67

68 To run the Employee Tip Report: 1. Select Reports > Labor > Employee Tip. The Employee Tip dialog box appears. Figure 44 Employee Tip Dialog Box 2. Click Settings to display the Employee Tip Settings dialog box. Figure 45 Employee Tip Settings Dialog Box 3. Select Declared Tips Equals Cash Tips to use the amount of tips declared as cash tips. Declared Tips Equals Cash Tips Changes the Total Tips calculation on the Employee Tip report to the tips declared at checkout + charge tips. Related Options: No Minimum Declared Tips located in Store Settings > Labor > Employee Settings. If you select Declared Tips Equals Cash Tips, the Total Tips calculation assumes No Minimum Declared Tips is selected and you Radiant Systems Page 68