Configuration

Data Source Setup

Data Source Setup allows the Systems Administrator to add a POS Data Source each time a new unit is added. The Data Source defines the type of POS, configuration of import settings and corresponding scripts which run at the start or end of the day. POS Data Sources must be defined prior to performing any POS related activity in PAR OPS.

This activity is available on the Smart Client ONLY.

Understanding POS Data Sources

PAR OPS interfaces to common POS systems, including Micros, Aloha, Positouch, and Opto Speed of Service. To communicate with these external data systems and import sales, time cards, and other POS data, the PAR OPS System Administrator must create a data source. PAR OPS security relies on each unit’s permissions to import data—there will be a unique data source for each unit. There may also be two or more data sources set up for one POS; for example: one data source that polls for both sales and payroll data and one data source that polls only payroll adjustments. Import Settings are defined for each data source.

Master Files

Description Use
PLU To link POS items to PAR OPS items.
Sales Categories To link POS sales categories to PAR OPS sales accounts.
Payment Types To link POS payment codes to PAR OPS payment tracking accounts.
Discount Types To link POS discounts, complimentary, and promos to PAR OPS discount tracking accounts.
Void Reasons To link POS void reasons to PAR OPS void tracking accounts.
Tax Types To link tax codes and surcharges to PAR OPS tracking accounts.
Employees To link POS employees to PAR OPS employee master.
Labor Jobs To link POS job codes to PAR OPS master jobs.
Revenue Centers To link POS revenue centers to PAR OPS revenue centers.
Order Types To link POS order types to PAR OPS accounts.
Shift To link POS shift and day-part codes to PAR OPS accounts.
Paid-In/Out Types To link POS paid-in/out to PAR OPS accounts.

Transaction Files

Description Use
Sales To record item level consumption, sales by server and/or POS terminal and post to PAR OPS accounts.
Payments To record detailed forms of tender and post for daily balancing of cash and deposits and post to PAR OPS accounts.
Discounts To record detailed discounts and post to PAR OPS accounts.
Voids To record detailed voids and post to PAR OPS accounts.
Time Cards To record detailed time cards and post to PAR OPS as well as subsequently post to external payroll systems.
Pay Memos To record detailed pay memos and post to PAR OPS and subsequently post to external payroll systems.
Guest Counts To record detailed counts and post to PAR OPS accounts.
Taxes To record detailed tax collections and post to PAR OPS accounts.
Non-Resettable Totals To record non-resettable totals and post to PAR OPS accounts.
Speed of Service To record the Speed of Service system data and post to PAR OPS accounts.
Paid In To record the POS paid in/out and post to PAR OPS accounts.

Auto Import Updates

  • In POS Autoimport: The following two tokens have been added to ImportPOS: ImportDate=Today and ImportDate=Yesterday. Today should act as skipping ImportDate all together. Yesterday should replace autoimport.exe calling process.bat to pass yesterday's date.
  • In Auto-Import: Token Partial has been changed to ImportMode. The values are {(F)ull, (I)ncremental, (A)ppend}. F is Default. Append is a new import mode that appends data WITHOUT any date/time verification. The only verification is closed period – we do not import data into closed period with the exception of via POS Reimport Maintenance->History. Historical Data is always imported in Full mode.

How Do I Set Up Data Source Setup For Auto Import?

The Data Source Setup activity is used to define how PAR OPS will retrieve POS data as part of the Import Setup Process.

When a Unit is set up, a data source row should be created and assigned to the POS.

  1. Select the row for the POS and Unit that you want to create the auto import for
  2. Click Details
  3. Select Smart Groups
  4. Apply the Smart Group(s) you created for POS Auto Imports to the correct data sources in the list. Do this for each row which belongs to the Unit.
  5. Click Save

POS Data Sources

Once you have opened Data Source Setup, perform the following

  1. Click Add
    1. You will be able to choose one:
      1. Enter Information on the Main Band
      2. Enter information on the Connection Band
      3. Scripts
      4. Settings Band
      5. Write Back Permissions Band

Enter Information on the Main Band

The Main Band contains information about the Type of POS you are connecting to PAR OPS, defines the Unit you are importing data for, and the POS Linking Group.
The 'TYPE', 'DESCRIPTION', 'UNIT' and 'POS LINKING' columns are required.

  1. Select the external data source in the 'TYPE' column
  2. Enter a Description of the external data source. This appears on POS Data Import for the unit
  3. Select the Unit associated with this specific data source. Each unit must have it's own unique data source and may have more than one (one sales and payroll transactions and another for payroll adjustments)
  4. The POS Linking Group was defined at the time the Unit was created in Restaurants and is read-only in this activity.
  5. Lock rows to ensure no changes are made by any user who does not have the Advanced Permission Allow Master Lock.
  6. Hide rows to ensure they are no longer used as a Data Source.
  7. Click Save

Enter information on the Connection Band

The Connection Band contains the link to connect the POS to PAR OPS and the login to access the data.
All columns in the Connection Band are required.

  1. Enter the Path to link to the POS
    1. For some systems, like Aloha, it is a path to a folder on your computer such as C .
  2. Enter the Login Name for importing data for the unit
  3. Enter the Password for the Login Name
  4. Click Save

Scripts

Scripts are not required by all data sources. Depending on your POS, you may need the Before Import/After Import scripts, or Before Day/After Day scripts. A common example are scripts to temporarily copy data to a local folder prior to importing and deleting the local copy of data after the import is completed.

  1. Enter any needed scripts in the Before Import, After Import, Before Day, or After Day text boxes to add scripts which must run either before or after the data is imported.
  2. Click Save

Settings Band

The Settings Band allows you to adjust settings of how data is imported for the selected Data Source. Although the fields are not required, you should review settings to ensure the data is importing correctly for your organization.

  1. For a Payroll Data Source Only: enter a number of days for PR Offset this is used for re-importing payroll adjustments. The number of days entered is typically equal to the number of days for payroll processing.
  2. Check Import Missing Data to ensure any missing days for the period import missing data (one exception is when you don't want to import missing data for unit opening practice days or pre-opening sales: this column would be checked after the official opening).
  3. Used for Checkout and Tip Share allows selecting a Server Checkout configuration
  4. Check Reverse Paid In/Out Sign to multiply Paid In/Out values by -1 when posting to the Daily Business Summary (this may be necessary to reverse the sign posted by the POS).
  5. Check Declared Tips Include CC Tips if POS Declared Tips include Credit Card Tips.
  6. Check Active Items Only
  7. Check Split if you have multiple concepts using one POS (such as an POS in an Airport that may support several restaurants). This allow the data from one POS to be assigned to individual units.
  8. Check Import Item Cost should be checked if PAR OPS Cost of Goods is not being used and customers want to import Item Cost from the POS (this works with POS Item Standard Cost form).
  9. Check Auto-link POS Employees to automatically create new employees in PAR OPS from employee data in the POS .
  10. Check Auto-update DC Employees to automatically update PAR OPS Employee data with updated data from the POS
  11. Check Import Open Time Punches to import open time punches. If this is unchecked, no data for open time punches will import. The data will wait to import the data after the time punch is closed
  12. Check Auto EOD when you want the EOD to automatically run
  13. Check Stand Alone to not include the Unit in the POS Linking Group, making it a unique stand alone Unit for linking
  14. Click Save

Write Back Permissions Band

This band allows you to define what information is written back to a POS for Data sources can write information back to a POS.
Each setting may only be supported by certain POS systems. You will need to check which is supported by your specific POS.

  1. Check Employees to write employee data from PAR OPS back to the POS
  2. Select either SSN or Payroll Number for the Employee Export Mode
  3. Check Schedule to write back the employee schedule to the POS
  4. Enter the Local Export Path to define where the data is to be written
  5. Click Save

Import Settings

There are two types of files imported from the POS system: master and transaction. The Master file is a table that represents a master definition of a particular data row for use in many transactional tables. For example, a vendor record would be entered into a master vendor table and this vendor would be selectable for many purchases to be recorded in transactions. Use the following tables to see how data from Master files and Transaction files are linked in PAR OPS.

  1. Click Details
  2. Select Impot Settings
  3. Deselect any file that you do not want to import.
  4. Click Save
    1. After you set up the data source, you can test it to make sure it polls data from the local path you entered. As Admin, you need to access the computer at the Unit where the POS is located.

How Do I Test the Import?

Testing the import ensures the local path, login and password are correct.

  1. Log as administrator into the Unit computer (where the POS is located)
  2. Scroll down in theActivity Selector
  3. SelectPOS Data Sources
  4. Select the Data Source to test
  5. Click Actions
  6. SelectTest POS Import
    1. The import progress bar displays as data is downloading.
    2. If configured, the before script and after script will run in the background.
  7. Click Save

How Do I Copy POS Data Source?

When units use the same POS, use the Copy Data Source function to copy all information to new data source and then change the local path. All information is copied to the new record. Remember, if you change the description here, you must also change it in the command line of the auto import batch file. For more information, contact your PAR OPS representative.

  1. Select the Data Source to copy from POS Data Sources
  2. Click Actions
  3. Select Copy Data Source
    1. The data source information is copied to a new record and the row turns bold.
  4. Edit the data source information as needed.
  5. Click Save

How Do I Set Up A Data Source for Payroll Adjustments?

Using a payroll offset allows the Unit to poll payroll data for adjustments (and not poll sales data) for the current payroll period. The best practice for setting up a payroll-only data source is to copy the existing POS and then enter the PR offset.

  1. Scroll down from the Activity Selector
  2. Select POS Data Sources
  3. Click Actions
  4. SelectCopy Data Source
    1. The data source information is copied to a new record and the row turns bold.
  5. Enter the PR Offset in days
  6. Expand details on the Data Source Type
    1. Payroll import settings are selected by default.
  7. Click Save

Secondary POS Data Source

A secondary data source is used when one unit has two revenue centers that have separate POS systems. For example, retail sales may use a different POS system than food sales. PAR OPS combines the data collected from the secondary data source with the other data source, treating the separate revenue centers as one POS system. This field should be used with extreme caution.

  1. Move Secondary Data Source from the Column Chooser to the grid
  2. Scroll down from the Activity Selector
  3. Select POS Data Sources
  4. Select Secondary Data Source when adding a new Data Source
  5. Click Save

How Do I Import Common Structures?

Common structures are those elements that are the same for all units, such as job codes and item codes. At implementation, the unit that best represents commonality to all units was selected to fill common structures. You need to import common structures for only one unit and all other units will import using POS Data Import at the unit level.

  1. Log into the Unit computer (where the POS is located)
  2. Scroll down from the Activity Selector
  3. Select POS Data Sources
  4. Select the Data Source
  5. Click Actions
  6. SelectImport Common Structures
    1. The import progress bar displays as data downloads
    2. If configured, before and after scripts run in the background.
  7. Click Save

How Do I Delete POS Data?

Transactional check level and time card POS data can be deleted per store per day using the Data Source Setup activity. If master files such as employees, plu items or revenue categories should be deleted or if only a part of the data should be deleted, for example sales only, please contact PAR OPS to discuss your options.

  1. Ensure the dates in question are in the current open period. This applies to Accounting period and Payroll period.
  2. Open Data Source Setup
  3. Select the appropriate data source row to delete.
  4. SelectDelete POS Data from the Actions button in the Task Ribbon
  5. Select the appropriate date in the Define Date popup window.
    1. POS Data deletions can only be done one day at a time and deletes all records. You cannot select specific types of data (sales, labor) to be deleted.
  6. Run the POS Sales Advanced  report to verify your sales have been removed for the store and day(s) selected.
  7. Run the POS Time Cards  report to verify your timecards have been removed for the store and day(s) selected.
  8. Run the Daily Business Summary Recalculation report to remove the sales from summary accounts for the store and day(s) selected.
  9. Run the Daily Business Summary report to verify no data is posted for the store and day(s) selected.
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Due to configuration options available with PAR OPS®, any reports or activities shown in the Knowledgebase may appear or be named differently in your database. The processes outlined are recommendations which may be implemented differently for your company.
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