POS Auto Import Setup

POS Auto Import Setup is used to set up the details for the various types of imports (Payroll, Incremental, End of Day) that will be scheduled using the POS Auto Import Scheduler. This is one step in a process to get data to import to PAR OPS as part of the Import Setup Process. The Administrator sets up the details, such as frequencies, for each of type of import.

Types Of Imports Set Up For Auto Import

PAR OPS allows you to import the data you need at different times to support your needs, such as:

• Full Payroll Import: Created to run each week on the morning you run payroll.
• End of Day Import: Performed at the end of a business day to provide comprehensive data for all transactions for that day.
• Incremental Import: Set up to provide updated information (for example, every 2 hours) within a certain time period (2 hours after service begins and 2 hours prior to closing) for restaurants requiring updates during the day to effectively manage operations.

Explanation of All Columns In POS Auto Import Setup

• 'DESCRIPTION' column: the name for the import setup (it is recommended to name your Description to match the Import Group name)

• 'IMPORT GROUP' column: the Smart Group assigned to the import

• 'START DATE' column: the first date when the import starts

• 'FREQUENCY' column indicates the frequency for the import

  The following definitions are based on the Calendar assigned to the unit.

  • Daily daily, or multiple times per day
  • Weekly weekly, on a specific day of the week selected from the 'FREQUENCY OPTION' column
  • Monthly monthly, on a specific day of the month selected from the 'FREQUENCY OPTION' column
  • Sub-Period End: last date of every sub-period
  • Period End date of every period
  • Sub-Period Start date of every sub-period
  • Period Start date of every period
  • Quarterly day of every quarter
  • Yearly: once every year on the same day as the Start Date

• 'FREQUENCY OPTION' column: used to select the specific dates imports should run on (if applicable) based on the selection in the ' FREQUENCY' column

  • Daily: auto-filled to every day
  • Weekly: select one or more days of the week for the import to run
  • Monthly: select one or more days of the month for the import to run
  • Sub-Period End: last day of every sub-period
  • Period End: last day of every period
  • Sub-Period Start: first date of every sub-period
  • Period Start: first day of every period
  • Quarterly: first day of every quarter
  • Yearly: first day of every year

• 'IMPORT TYPE' column: identifies the import mode for the import

  • Full: use for the payroll data source
  • End of Day: imports full information and marks it as an End of Day
  • Reimport: reimport information if an end of day is not found, and continues to import until an End of Day occurs
  • Incremental: use to import multiple times per day
  • DC Now: a new type of incremental import designed to function with updated dashboard style reports

• 'LOCAL START TYPE' column: indicates the time imports should initiate (if left blank, it defaults to 12 AM)

• 'BUSINESS DATE' column: identifies the date to import with respect to the current Business Date

  • Today: use for Incremental and DC Now Import Modes
  • Yesterday: use this for all other Import Modes

• 'LOCAL END TYPE' column: indicates the time the imports should end for Incremental imports (if time field greater than Local Start Time the range crosses midnight)

• 'REPEAT' column: Check to allow updates throughout a day for Import Modes Incremental and DC Now

• 'RUN EVERY OVERWRITE' column: Select the appropriate frequency for importing for updated information

• 'HIDE' column: checking this column hides the row from being used

Details Button

The Data Sources tab is activated by clicking Details, showing the Units whose data source shares the Smart Group assigned to this row. This section is read only.

• ‘UNIT NAME’: Unit name of the data source with the Smart Group = to that selected in Import Group
• ‘UNIT NUMBER’: Unit number of the data source with the Smart Group = to that selected in Import Group
• ‘DATA SOURCE’: The name of the data source assigned with the same Smart Group identified in the Import Group field
• ‘START TIME (CALCULATED)’: The start time for the Data Source (Calculated accounts for any difference in the time zone between the Unit's local time and the time zone for the computer importing data)

How Do I Set Up An End Of Day Import?

End of Day imports are run to capture all of the transactions for each business day. They set up to run after the close of business for the day and prior to the opening for the next day's business.

1. Click Add
2. Enter a description in the 'DESCRIPTION' column
   1. As a best practice, make the Description obvious, like END OF DAY (or EOD). You may want the Description to exactly match with the name you gave for the Import Group you will assign to this Auto Import.
3. Select the Import Group
4. Enter the Start Date in the "START DATE' column
5. Select Daily in the 'FREQUENCY' column
6. Select End of Day in the ' IMPORT MODE' column
7. Select Yesterday in the 'BUSINESS DATE' column
8. Enter the Local Start Time in the 'LOCAL START TIME' column
   1. Set a time for the import to start after the close of business for the prior day's business, but before start of business for today. For example, if service ends at 2 AM, and the business opens at 10 AM, you want to enter a time between those two times to run the import.
9. Click Save

How Do I Set Up An Incremental Import?

Incremental imports provide updates throughout the day for managers to have current information to manage effectively. The actual use of data should determine the update frequency. Although hourly updates are possible, if a manager will only truly look at update figures after lunch service and halfway through dinner service, updating information every 3 hours may be sufficient.

1. Click Add
2. Enter a description in the 'DESCRIPTION ' column
3. Select the Import Group
4. Enter the Start Date in the 'START DATE' column
5. Select Daily in the 'FREQUENCY' column
   1. Frequency Option defaults to Every Day.
6. Select Incremental in the 'IMPORT MODE' column
7. Enter the Local Start Time in the 'LOCAL START TIME' column
   1. Set the time for the import to start. It should be after the start of service at the first time when a manager would realistically review data (for example, 2 hours after service starts)
8. Select Today in the 'BUSINESS DATE' column
9. Enter the Local End Time in the 'LOCAL END TIME' column
   1. Set the time for the import to end (close of business)
10. Place a checkin the 'REPEAT' column
11. Select the appropriate frequency for updates in the 'RUN EVERY OVERWRITE' column
    1. Consider how often a manager would actually review information to make your selection. Although hourly updates are available, if a manager would only look every few hours, you can make a better selection to ensure your aren't importing more than you need and putting necessary stress on your POS.
    2. If you do not have the appropriate frequency available for your Unit, contact your administrator. This may be a subscription setting they may need to call into support to adapt Import Frequency in Global Settings under Subscriptions, Menus and Services to another value.
12. Click Save

How Do I Set Up A Payroll Import?

Payroll imports are run to import the Payroll data. Since Payroll is not run on a daily basis, a Payroll import is scheduled to support payroll needs.

1. Click Add
2. Enter a description in the 'DESCRIPTION ' column
   1. As a best practice, make the Description obvious, like PAYROLL. You may want the Description to exactly match with the name you gave for the Import Group you will assign to this Auto Import.
3. Select the Import Group
   1. Be certain to select the Smart Group intended for POS Auto Imports and not the Smart Group for the POS Linking Group used in Data Source Setup.
4. Enter the Start Date in the 'START DATE' column
5. Select an appropriate Frequency in the 'FREQUENCY' column
6. Select the appropriateFrequency in the 'FREQUENCY OPTION' column
   1. Frequency Options will change based on your selection for Frequency. If you select Weekly, days of the week display. If you select Monthly, days of the month display.
7. Select Full in the 'IMPORT MODE' column
8. Select Yesterday in the 'BUSINESS DATE' column
9. Enter the Local Start Time in the 'LOCAL START TIME' column
   1. Set a time for the import to start after the close of business for the prior day's business, but before start of business for today.
10. Click Save
    1. For Payroll (Full) Imports, you do not enter a Local End Time, Repeat, or Run Every Overwrite.

How Do I Delete A Row?

Place a check in the 'HIDE' column that retains the information for the Auto Import Setup, but deactivates the import, which may be a better alternative than deleting.

Once you have opened POS Auto Import Setup, perform the following

1. Select the row to be deleted
2. Click Delete
3. Click Save

How Do I Modify A Row?

Once you have opened POS Auto Import Setup, perform the following

1. Select the row to be modified
2. Make the necessary changes
3. Click  Save
   1. If you have a POS Auto Import set up perfectly, you may want to make a copy and make a few adjustments (i.e. making a copy of End of Day for a Payroll Import to associate with a Payroll Smart Group), you can click Actions and select Copy Data Source, and make adjustments to the copy to change the Import Mode to Full and adjust Frequency.

How Do I Refresh Configuration Data?

Configuration data is cached locally. Use the Refresh Configuration Data option under Actions, to ensure changes (such as a change to the Local Start Time) are refreshed.
Once you have opened POS Auto Import Setup, perform the following.

1. Click  Actions
2. Select Refresh Configuration Data