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Aloha Centralized Data Management: User's Guide
Aloha Centralized Data Management: User's Guide
Data Management
Users Guide
Version 6.2
Copyright
Copyright 2005, Radiant Systems, Inc. The information contained in this
publication is confidential and proprietary. No part of this document may be
reproduced, disclosed to others, transmitted, stored in a retrieval system, or
translated into any language, in any form, by any means, without written permission of Radiant Systems, Inc.
Radiant Systems, Inc. is not responsible for any technical inaccuracies or
typographical errors contained in this publication. Changes are periodically
made to the information herein; these changes will be incorporated in new
editions of this publication. Any reference to gender in this document is not
meant to be discriminatory. The software described in this document is provided under a license agreement. The software may be used or copied only in
accordance with the terms of that agreement.
Radiant Systems, Inc., 2005. All Rights Reserved. ALOHA is a U.S. Registered Trademark of Radiant Systems, Inc. Microsoft, and Windows are
registered trademarks of Microsoft, Inc. IBM is a registered trademark of
International Business Machines Corporation. Other products mentioned are
trademarks or registered trademarks of their respective companies.
Table of Contents
Introduction
Getting Started ...................................................................... 1-1
Installation Requirements ................................................................. 1-4
Central Site System Requirements................................................ 1-4
Store System Requirements.......................................................... 1-5
General CDM Requirements ......................................................... 1-6
CDM Installation ............................................................................... 1-7
CDM Components .......................................................................... 1-11
Centralsite File............................................................................. 1-11
CDM Directories .......................................................................... 1-13
CDM Utilities ................................................................................ 1-15
Aloha.ini Variables ....................................................................... 1-16
Aloha DBUP Utility....................................................................... 1-16
Data Updates.................................................................................. 1-18
Life of a Data Update................................................................... 1-18
Data Ownership ........................................................................... 1-19
Record Update Files .................................................................... 1-19
Data Transfer Flow and Store Processing................................... 1-22
Store Lockout File (Slo.cfg) ............................................................ 1-29
Create Store Lockout File ............................................................ 1-30
Store Lockout File Format ........................................................... 1-30
Test the Store Lockout File.......................................................... 1-31
Define Stores .................................................................................. 1-33
Define Store Groups ....................................................................... 1-35
Summary ........................................................................................ 1-37
v6.2
Data Management..................................................................2-1
Master Database Compliancy .......................................................... 2-4
Dedicated Number Ranges ........................................................... 2-4
ID Marker Files .............................................................................. 2-7
Separators ..................................................................................... 2-8
Table of Contents .......................................................................... 2-8
Item Maintenance............................................................................. 2-9
Store Lockout of Items .................................................................. 2-9
Store Specific Items .................................................................... 2-10
Price Maintenance.......................................................................... 2-23
Configuring Price Changes ......................................................... 2-23
Promotion Maintenance ................................................................. 2-32
Store Lockout of Promotions ....................................................... 2-32
Promotions .................................................................................. 2-33
Tax Maintenance............................................................................ 2-42
Event Maintenance......................................................................... 2-46
Configure Corporate Events ........................................................ 2-48
Summary ........................................................................................ 2-53
Distribution Wizard................................................................3-1
Common Buttons Used in the Distribution Wizard ........................... 3-4
Launch Distribution Wizard .............................................................. 3-4
Distribution Wizard Welcome ........................................................... 3-8
Create a New Update....................................................................... 3-9
Send a Corporate Event .............................................................. 3-19
Work with a Pending Update.......................................................... 3-21
Finalize Updates.......................................................................... 3-23
Change Update Name................................................................. 3-25
Modify the Effective Date ............................................................ 3-27
Delete Updates............................................................................ 3-30
Change the Effective Date of Finalized Updates............................ 3-32
Send Store File............................................................................... 3-35
Send Store Events ...................................................................... 3-36
Send Store Lockout File .............................................................. 3-40
View Reports .................................................................................. 3-43
Summary ........................................................................................ 3-45
ii
Table of Contents
Table of Contents
iii
iv
Table of Contents
Glossary
Index
Table of Contents
vi
Table of Contents
Introduction
Short Name
Nachos Supreme
Dr Pepper
Ketchup
Price
$2.39
$0.99
$0.00
Description
$0.99 Nachos
Eligible Items
Cat.dbf record 005
Cat.dbf
Record 005
Description
Food
Include in Category
Itm.dbf record 2125
Itm.dbf
Record 2125
Short Name
Nachos Supreme
Price
$2.39
Note the price for the item Nachos Supreme is still set at
$2.39. When the promotion is applied, $0.99 is charged.
CDM handles all .dbf dependencies through datasets, as discussed in Chapter
3, Distribution Wizard.
CDM provides the ability to send events to selected stores or store groups, and
activate data on a specified effective date. Events are created in the Aloha
POS system to activate certain store specific menu options and features.
viii
Introduction
Introduction
ix
Introduction
Whats New?
We added the following enhancements to the Centralized Data Management
Users Guide. If you are viewing this manual in PDF format, each reference
contains a hyperlink. Click this hyperlink to move to the page containing the
information.
Introduction
xi
xii
Introduction
Introduction
xiii
Directs you to a more complete discussion in another chapter of the current guide, or other reference material.
xiv
Introduction
Getting Started
This chapter discusses the setup requirements for a CDM environment, and the utilities involved in transporting data to store locations.
Also discussed are procedures for creating stores and store groups.
Installation Requirements ................................................................. 1-4
Central Site System Requirements................................................ 1-4
Store System Requirements.......................................................... 1-5
General CDM Requirements ......................................................... 1-6
CDM Installation ............................................................................... 1-7
CDM Components .......................................................................... 1-11
Centralsite File............................................................................. 1-11
CDM Directories .......................................................................... 1-13
CDM Utilities ................................................................................ 1-15
Aloha.ini Variables ....................................................................... 1-16
Aloha DBUP Utility....................................................................... 1-16
Data Updates.................................................................................. 1-18
Life of a Data Update................................................................... 1-18
Data Ownership ........................................................................... 1-19
Record Update Files .................................................................... 1-19
Data Transfer Flow and Store Processing................................... 1-22
Store Lockout File (Slo.cfg) ............................................................ 1-29
Create Store Lockout File ............................................................ 1-30
Store Lockout File Format ........................................................... 1-30
Test the Store Lockout File.......................................................... 1-31
Define Stores .................................................................................. 1-33
Define Store Groups ....................................................................... 1-35
Summary ........................................................................................ 1-37
Chapter
1
12
Getting Started
Getting
Started
This chapter discusses how to configure the central site as a centralized location to operate in a Centralized Data Management (CDM) environment. Also
discussed is the process of transporting data changes to the store locations.
The central site must have security key access to CDM and the Aloha POS
system must be loaded to perform the procedures in this chapter.
You can use Centralized Data Management with either the Aloha POS
TableService or QuickService product. This chapter also discusses installation
for Aloha POS versions 5.0 or greater. CDM can operate with Aloha POS version 4.4. Refer to the notes outside the text margin for information pertaining
to the Aloha POS version 4.4.
We discuss the following points in this chapter:
Getting Started
13
Installation Requirements
You must install the central location with an Aloha POS version of 4.4, 5.0, or
greater. The version must be equal to or higher than any version installed at a
store site. For example, if one or more store sites have Aloha version 5.0, and
other store sites have version 4.4, the central location must have version 5.0 or
greater. This is indicated in the chart shown in Figure 1-1:
14
Getting Started
Getting
Started
You need to meet the following requirements to install CDM on the central
site system:
Hardware Requirements:
Dedicated workstation
Dedicated (preferred) modem
Dedicated or dial-up Internet connection
Aloha security key authorized for version 4.4, or greater, and CDM
4MB of free disk space
Software Requirements:
Windows 95, 98, NT Workstation/Server, or 2000
Internet Explorer connection 4.0 or greater
CDM compliant Aloha version
Master database containing corporate owned data
Getting Started
15
Software Requirements:
Windows 95, 98, NT Workstation/Server 2000
Internet Explorer 4.0 or greater
CDM compliant Aloha version, equal or less than the corporate site
16
Getting Started
Getting
Started
CDM Installation
You can install Aloha on any disk drive and CDM utilizes either the TableService or QuickService product. For example, QuickService installed on drive
D would read as D:\Alohaqs. In this manual, we refer to the Aloha directory
as %iberdir%. CDM also checks for local hard drive space and Aloha version
numbers. As noted, when installing at the store, the Aloha version cannot be
higher than the version installed at the central site.
Also provided during the installation is Aloha Connect which automatically
connects, downloads, and installs new updates to the Aloha system at the central site. You must select an update method to transfer data. You must also
select the 'Download the latest CDM updates now' check box on the Installation Complete dialog box to receive new updates.
To load CDM from the CD-ROM drive:
1. Load the CD into the CD-ROM drive.
2. Click CDM CorpSetup.exe, if installing at the central site, or CDM
StoreSetup.exe for a store site. The Welcome dialog box shown in
Figure 1-2 displays:
Getting Started
17
18
Getting Started
Getting
Started
7. Click Next. CDM installs the necessary files and utilities. Upon completion, the Installation Complete dialog box shown in Figure 1-4 displays:
8. Clear the Download the latest CDM updates now check box only if
you do not want to check for the latest CDM executables, and proceed
to Step 10. Updates can be downloaded at a later date through the
Distribution wizard. When selected, the Intelligence Update Process
Welcome screen shown in Figure 1-5 displays:
Getting Started
19
1 10
Getting Started
Getting
Started
CDM Components
After installation, the central site and store locations are installed with additional components, files, and directories to enable CDM features.
The following components are installed, which are explained in detail:
Centralsite File
The Centralsite file is added to the Aloha TableService or QuickService directory at the central site. The Centralsite file has no extension, and enables
access to additional CDM features within the Aloha system. Store sites must
not have the Centralsite file. If deleted or renamed, the additional features are
not available.
Getting Started
1 11
The existence of the file enables access to the Enterprise menu option, as
shown in Figure 1-6:
1 12
Getting Started
CDM Directories
Getting
Started
\Corpdata Directory
The \Corpdata directory resides at both the central site and store. For the central site, this directory contains the working .dbf files from the last menu
build. For the store site, this directory contains record update files that are distributed from the central site. When upgrading the Aloha version at the central
site, it is necessary to upgrade the database files in the Corpdata directory.
When a user upgrades their Aloha POS version at the store, Distribute.exe
detects the upgrade and requires the user to upgrade the Corpdata folder to
Aloha CDM Users Guide v6.2
Getting Started
1 13
accommodate the database changes that have occurred at the store. Distribute.exe compares the Cltsvr version to the software version logged in the Version.ini file. CDM creates the Version.ini file during the install and logs the
version of Cltsvr at the time of the CDM installation.
Version.ini File
The version.ini file contains the Aloha version number and the DBUP generation number.
\Update Directory
The \Update directory resides at the central site and contains finalized records
(.rec files). Records located in this directory are marked for distribution.
\TMP Directory
The \TMP directory is an existing directory located at both the central site and
store. For the central site, it is used to find pending record updates for review
until they are finalized. For the store site, it is used to find store records that
have failed during processing. The Debout.ftp file, which reports processing
error messages, is also found in the \TMP directory.
\FTP Directory
The \FTP directory resides at the central site and contain utilities required to
transport information to and from the Aloha FTP server. For existing Aloha
Enterprise.com customers, the \FTP directory already exists.
\Store Directories
When stores are defined at the central site, a Strxxxxx directory, where xxxxx
is the store ID number, is created for each store. Each directory holds specific
information pertaining to the respective store.
1 14
Getting Started
CDM Utilities
Getting
Started
Updates created and distributed from the central site rely on the following
installed utilities located in the \Bin directory:
Distribute.exe
Resides only at the central site and provides a graphic interface wizard to
manage data updates. The wizard enables the data administrator to build menu
changes and assign an effective date for data updates. Updates are sent to the
store when finalized in the Distribution wizard, however, changes are only
implemented at the store when the effective date occurs.
Dbfdiff.exe
Resides at the central site and compares differences of .dbf files of the same
type between \Newdata and \Corpdata. When the utility is invoked by the Distribution wizard, a single text file is created, containing only the differences
between recently modified .DBF files in production, for an entire dataset.
Procrecs.exe
Resides at both the central site and store. The utility initially runs at the central site to verify processing errors. When the store's End-of-Day occurs, Procrecs.exe is launched and finds .rec files in the store's Corpdata directory. The
files are processed when the effective date occurs.
Procrecs.exe accelerates the processing of updates and event files as appropriate. Each update is processed by the effective date and sequence number order
and sent to the DBUP utility for application to the database, if the effective
date is less than or equal to the current date of business (DOB). All updates
with an effective date greater than the current DOB, are checked for possible
acceleration. An update is accelerated if it contains the same type of change as
an update with a higher sequence number.
Procrecs.exe also accelerates event files (EVE###.rec) that have sequence
numbers identical to accelerated updates. Acceleration of event files is caused
by the presence of other event files based on the effective date and sequence
Getting Started
1 15
number. Event files are processed as a separate series (EVE). Any existing,
greater sequenced event file with a later effective date is unaffected until the
effective date. Procrecs.txt logs any accelerated update.
Aloha.ini Variables
The following variables are added to the Aloha.ini file:
CDMACTIVE=TRUE Enables CDM when set to true.
EODCTLWATTIME=# Determines the number of minutes to wait after
Procrecs.exe completes during the End-of-Day and the BOH starts.
EODFOHWAITTIME=# Determines the number of minutes for the system to wait after Procrecs.exe completes during the End-of-Day and the FOH
starts.
1 16
Getting Started
Getting
Started
Each time you launch the Distribution wizard at the central site it checks for a
new version of the Aloha software. If a new version of Aloha is installed, the
Distribution wizard prompts you to update your \Newdata and \Data files.
Running the DBUP utility from the Distribution wizard does not delete the
corporate files that CDM maintains in the \Corpdata directory.
If you run DBUP from within the Aloha system to upgrade
your database, DBUP deletes the following files:
Dataset.dbf, Datastdl.dbf, Datastue.dbf, Sysdata.dbf,
Sysdd.dbf, and Sysdepn.dbf.
The only time you upgrade your database is when you upgrade the Aloha system.
Getting Started
1 17
Data Updates
An important aspect of CDM is that all data updates are controlled by the data
administrator at the central site, using standard Aloha POS functions. Updates
are then distributed to stores in a designed process.
1. From the central site, make data changes in the Aloha POS system.
2. Run Verify and test the changes in the Aloha POS system.
3. Run Distribution wizard to build the data update.
The Dbfdiff.exe utility compares the \Newdata directory against the
\Corpdata directory. Data changes are output to an update file for distribution.
Once finalized, the records are pushed to the Enterprise server. The
information is pushed to the store sites. When the End-of-Day occurs
at the store site, Procrecs.exe processes the record edits to the \Newdata directory at the store, per the effective date. The store site's data
files are updated at POS startup.
1 18
Getting Started
Data Ownership
Getting
Started
Data ownership of .dbf files should be determined beforehand for proper distribution processing. It is important to decide the data that is owned at the central location and the data owned at the store level. The data administrator must
become a data operations expert to be able to manage data changes and
updates within the CDM environment.
Central site-owned Data Dedicated .dbf files designed to be managed at
the central location. The data administrator creates, makes changes, and sends
updates to override store-owned data.
Store-owned Data Dedicated .dbf files designed to be managed at the
store. The Distribute.exe utility does not build differences from store-owned
data. The central site can permit adding and editing privileges so store managers can modify only certain data records. This control is managed using the
Slo.cfg file discussed later in this chapter.
Getting Started
1 19
Each record update file has a four line heading containing version information. This information is used by the import process to determine ahead of
time if the data can be successfully imported.
CFGVERSION="n.nnn"
HSTVERSION="n.nnn"
GENERATION="n"
EFFDATE="yyyymmdd"
The file format for the update is as follows. Refer to Figure 1-9 for an example:
<Filename><Action><Fieldname(n)="Value(n)"><Fieldame(n)="Value(n)">
Filename Name of the .dbf file, such as Itm.
Action Action performed on the file, such as E. Actions are A, E, or D,
representing Add, Edit, and Delete, respectively.
Fieldname(n) Name of the field within the .dbf file, such as ID number
and Price.
1 20
Getting Started
Getting
Started
Value(n) The change made to the file, such as 2.00. Values are True, False,
Yes, No, or a numeric value representing a price update.
The .rec file contains only the POS changes found in the comparison and not
the entire .dbf file. When an update is marked as pending, the .rec file is written to the \Tmp directory. When an update is finalized, the .rec file is written
to the \Update directory.
Getting Started
1 21
Finalized Updates
A CDM record update is a read only text file containing results of the changed
information from the Aloha system, significantly reducing the size of data
being transferred. An update is created using the Distribution wizard and
should be finalized after it has been thoroughly reviewed and tested, and is
ready to be implemented at the store. Enterprise automates the file exchange
by transferring data from the \Update directory to the proper directory at the
store. Once the transfer process is complete, the record update is deleted from
the \Update directory.
1 22
Getting Started
Getting
Started
The updates remain unprocessed at the store until the End-of-Day occurs on
the effective date. The data can be transferred as the updates are completed,
allowing additional distribution time in case there are connection problems.
Getting Started
1 23
Event Records
Event record updates are Store-specific because they activate and deactivate
certain features at the local store level. Event updates are transferred only to
the directory for the corresponding store number. Store ID numbers and
names can be found under Maintenance/Enterprise/Stores.
The following are the different event record formats:
Corporate Events
Corporate events are usually created with a menu update. The series
number for this event is related to the menu dataset series, if the
update was created at the same time. Only corporate events can be
assigned an effective date.
Finalized corporate event path - %iberdir%\Update\#####\Corpdata\EVEnnnnn.rec, where ##### is the store number and nnnnn is
the sequence number.
EVEnnnnn.rec files are transferred to the \CorpData directory at the
store.
1 24
Getting Started
Getting
Started
Slo.cfg Updates
Getting Started
1 25
An example of the data transfer flow in the \Update directory is shown in Figure 1-10:
1 26
Getting Started
Getting
Started
If a record update fails during processing, the file is renamed with the specific
error code and copied into the \CorpData\Failed directory. An error message
is logged in Procrecs.txt and CDM.txt, located in %iberdir%\tmp. Any further
processing of updates are suspended until the failed record update is resolved.
The replacement .rec file should be copied back into the \CorpData directory,
and the next EOD attempts to successfully process the update. If the replacement update is successful, the system deletes the failed record update and
resumes normal processing for any files in the queue.
Non-critical Warnings
The following warnings do not cause records to fail during processing, but
constitute a warning message:
An unrecognized file exists in the \CorpData directory If a file other
than the stipulated format is downloaded (Excel spreadsheet, Word document)
than the system will ignore the file, but writes out a warning message that an
unrecognized file exists.
Getting Started
1 27
Add detected for record that already exist In some cases, the store databases may be out of sync from the master database. If the system detects that
the record update would like to add a file that already exists at the store, it will
change the action request to Edit and overwrite the store file with the new
information. A warning message will be written out to alert the user that the
file was already in existence so they can make sure all databases are in sync.
Missing .dbf file In some cases, the CDM workstation may be on a higher
version of Aloha than the existing stores in the field. With different versions,
new database files or enhancements may be introduced. The system will
ignore and write out a warning message if a database change is required to a
database file that does not exist at the store. For example 5.0 users can make
updates to Security levels (Seclvl.dbf), while 4.4 users cannot, because the
Seclvl.dbf file does not exist in 4.4. Bohsec.dbf is used in 4.4. The system will
write out a message stating the database file does not exist at the store and
cannot be updated.
1 28
Getting Started
Getting
Started
If entries for a specific .dbf file do not exist in Slo.cfg, the store is
allowed editing rights to the file, based on the security level
defined within the Aloha POS system.
Any .dbf file can be included in the Store Lockout file, with the exception of
Btn.dbf, Pnl.dbf, and Scr.dbf found in the Aloha QuickService product. These
files are NOT supported in the CDM environment. To restrict access to Panel
Editor, the data administrator must use Back Office Security Levels. The
Slo.cfg file also does NOT support files with a .cfg or .ini extension.
Getting Started
1 29
The following options are available for the Store Lockout format:
1 30
Getting Started
To lock a store out of a range of records in a single entry, such as for all
restricted central site-owned items 2000-20000, the text entry would be as follows:
ITM,2000-20000
Getting Started
1 31
1 32
Getting Started
Getting
Started
Define Stores
Add stores to the CDM database to activate and distribute store specific features, such as events. Each location is assigned a unique store ID number
within the database. The store ID in the CDM database must match the store
number in the Aloha.ini file located in the field. Define stores using the Enterprise drop-down menu. When you add a new store, the system creates a store
directory within the \Aloha directory in the following format:
Strxxxxx - where xxxxx is the store ID number.
To define a store site:
1. Select Maintenance/Enterprise/Stores. The Store Maintenance
function tab displays, as shown in Figure 1-13:
Getting Started
1 33
3.
4.
5.
6.
1 34
Getting Started
Enter a store description for the store in the Name text box.
Click Save.
Repeat steps 2 through 4 until all necessary stores are defined.
Exit the Store Maintenance function.
Getting
Started
Getting Started
1 35
When you delete a store from a store group that has been added
as a subscriber, you must update the corporate event file through
the Distribution wizard.
1 36
Getting Started
Getting
Started
Summary
This chapter covered the installation requirements and configurations required
to ensure the proper setup of Centralized Data Management (CDM). It also
explained the utilities involved with CDM and the setup of the store lockout
file, stores, and store groups. The chapter covered the following points:
The installation requirements for the central site and the directories
within the structure.
The life of a data update.
The data transfer flow and store processing of data updates.
How to configure and test the Store Lockout (Slo.cfg) file.
How to configure stores.
How to configure store groups.
In the next chapter you learn how to perform data maintenance with CDM for
both the Aloha TableService and QuickService products.
Getting Started
1 37
1 38
Getting Started
Data Management
This chapter discusses the procedures involved in sending certain data
updates to be distributed, as well as configuring the Slo.cfg file for
restricted access. Also discussed are recommended database
attributes for easy database management.
Master Database Compliancy........................................................... 2-4
Dedicated Number Ranges ........................................................... 2-4
ID Marker Files .............................................................................. 2-7
Separators ..................................................................................... 2-8
Table of Contents .......................................................................... 2-8
Item Maintenance ............................................................................. 2-9
Store Lockout of Items................................................................... 2-9
Store Specific Items..................................................................... 2-10
Price Maintenance .......................................................................... 2-23
Configuring Price Changes.......................................................... 2-23
Promotion Maintenance.................................................................. 2-32
Store Lockout of Promotions ....................................................... 2-32
Promotions................................................................................... 2-33
Tax Maintenance ............................................................................ 2-42
Event Maintenance ......................................................................... 2-46
Configure Corporate Events ........................................................ 2-48
Summary ........................................................................................ 2-53
Chapter
2
22
Data Management
To benefit from the Centralized Data Management (CDM) feature, the Aloha
POS database must be properly set up and maintained. Each store database,
regardless of concept or menu, contains the master data information. In most
scenarios the data administrator manages data from a dedicated workstation at
a central office and the workstation is not used to actually ring sales. POS
changes are then pushed down to all stores. An example of a company structure hierarchy is shown in Figure 2-1:
Data
Management
Data Management
23
24
Data Management
Ranges by Concept
Ranges by Menu
Ranges by Concept
Many master databases contain multiple concepts within the same database.
Each concept could sell different items, offer different promotions, employ
different operating procedures, and more. This method usually does not share
ID records across store sites, and each concept would be assigned a dedicated
number range. The range should be assigned per concept, as shown in the following example:
Data
Management
Concept
Concept A
Concept B
Item ID Range
10,000 - 19,999
20,000 - 29, 999
Within the range of each concept, a dedicated subset range should be established for central site items. Menu breakdowns include such things as entrees,
desserts, drinks, and more, as shown in the following example:
Concept Breakdown
Concept A
Entrees
Drinks
Concept B
Entrees
Drinks
Item ID Range
10,001 - 11,999
12,000 - 13,999
20,000 - 29, 999
20,001 - 21,999
22,000 - 23,999
Item ID Range
10,001 - 11,999
12,000 - 13,999
14,000 - 15,999
20,000 - 29, 999
20,001 - 21,999
22,000 - 23,999
24,000 - 25,999
Data Management
25
With this method, other records could be assigned ranges by concept to coincide with items, as shown in the following example for submenus and menus:
Concept
Concept A
Concept B
Items
10,000 - 19,999
20,000 - 29,999
Submenus
100 - 199
200 - 299
Menus
10,000 - 19,999
20,000 - 29,999
Ranges by a Menu
Many master databases assign ranges by menu. In this scenario, IDs are usually shared. The central site pulls sales information using the same item numbers from all their stores. For example, if Chicken Fried Steak is item number
5010, every store that sells Chicken Fried Steak, rings sales under the same
item number, 5010. Through this method, the central site receives consolidated reporting on all Chicken Fried Steaks sold across all stores.
This method limits item duplication and, therefore, must have a wider range
for records. The similar items of all stores are assigned first, as shown in the
following example:
Item Ranges
Appetizers
Soup and Salad
Entrees
26
Data Management
Item ID
20,000 - 39,999
40,000 - 59,999
60,000 - 79,999
40,000 - 54,999
55,000 - 59,999
60,000 - 74,999
75,000 - 79,999
With this method, other records could be assigned ranges by core to coincide
with items, as shown in the following example for modifiers, submenus, and
menus:
Core/Local
Core
Local
Items
1,000 - 49,999
50,000 - 79,999
Submenus
100 - 499
500 - 799
Menus
10,000 - 49,999
50,000 - 79,999
ID Marker Files
ID markers help sort files with a large number of records, such as items.
Markers help separate the database ID ranges for organization, as shown in
the following two examples:
<<APPETIZERS>>
Beef Nachos
Bean Nachos
**BEVERAGES**
Dr. Pepper
Sprite
Data Management
27
Markers are created as blank items used to define ranges. They never print
and they are not used to ring sales. They are commonly created in different
type faces, such as capital letters, or a preceding indicator.
Separators
Separators enhance marker IDs by making them stand out, if the file is sorted
by numeric preference, as shown in the following example:
ID
00499
00500
00501
Separators are created as blank items used to identify the marker. They never
print and are not used to ring sales. They are commonly created as a long
string of characters, such as asterisks (*), to separate them from categories of
items.
Table of Contents
A table of contents is also a common technique used in files with a large number of records. They provide a guide for the user, when sorting records by
numeric preference. The following is an example of a table of contents for the
item file:
ID
00001
00002
00003
28
Data Management
Item Maintenance
Item maintenance is one of the main facets of CDM, and can be handled in
various ways of data management. Item access can be controlled with the following methods:
Store Lockout file
Store-specific items
Data
Management
Data Management
29
Store specific items are marked inactive by the tilde (~) symbol entered as the
first character in the 'Short Name' text box and are preassigned to a submenu
or panel. Once the store receives the new item, they must rename the item by
removing the tilde (~) to activate the item. If the item was preassigned to a
submenu, menus, and/or modifier groups, it displays on the FOH. This
enables the central site to lock stores out of submenus and panels, if necessary.
This section is divided in to several separate procedures related to store specific items. Please refer to the procedure pertaining to the Aloha product
installed at your location and the corresponding manual to fully complete the
implementation of an item. This section discusses the following procedures:
2 10
Data Management
For Aloha versions below 5.0, select Menu/Items from the Maintenance program.
2. Enter an unused ID number in the Number drop-down box and
press Enter.
Data Management
2 11
3. Enter the name of the item in the Short Name text box with the tilde
(~) symbol as the first character.
4. Complete the item record, such as chit name, long name, category,
tax, printer routing, price, etc.
5. Click Save.
6. Repeat steps 2 through 5 until all necessary items are entered, being
careful to place the tilde (~) symbol in the first character.
7. Exit the Items function.
2 12
Data Management
3. Double-click an unused box on the right to add an item. The Submenu dialog box shown in Figure 2-3 displays:
Data
Management
For CDM, the Use Item Price pricing method references the price
set at the item level and should be selected to manage multi-store
pricing.
Data Management
2 13
The new item is added to the submenu with the tilde (~) in the first
character, as shown in Figure 2-4
Managers Special
button
6. Repeat steps 3 through 5 for all remaining items needed for the submenu.
7. Click Save.
8. Exit the Submenu function.
2 14
Data Management
Data
Management
For Aloha versions below 5.0, select Menu/Panel Editor from the
Maintenance program.
2. Select CMDS/Open Existing Panel/Button Functions. The Panel
dialog box shown in Figure 2-6 displays:
Data Management
2 15
3. Select the panel and click OK. The selected panel displays.
4. Double-click an unassigned button or create a new button. The Edit
Button dialog box displays, as shown in Figure 2-7:
2 16
Data Management
8. Complete the order item button within the Edit Button dialog box,
such as text placement, color selection, etc., and click OK. The
newly assigned button displays on the panel, as shown in Figure 2-8:
Data
Management
MGR Spec
button
To activate the store specific item, the store site must remove the
tilde (~) symbol at the item level only. It is not necessary to
remove the tilde from the 'Button Text'.
Data Management
2 17
does not show on the FOH. For example, a smart group, shown in Figure 2-9,
can be configured for a soft drink to be sold as small, medium, large, and xlarge sizes, but one region does not offer large. The tilde would be placed on
the extra large item in Maintenance/Menu/Items. The smart item button
would still display on the FOH, but the x-large drink will not be available. If
all items in the group contain the tilde symbol, then the smart item button does
not display on the FOH.
2 18
Store specific items can be activated from the central site via a scheduled
event. When the event is set, the new item event name replaces the item short
name, in memory, while the item may appear inactive at the item level. Use
this procedure as an example for both the TableService and QuickService
product
Data Management
Data Management
2 19
8. Click OK. The Activate Store Specific Item dialog box displays, as
shown in Figure 2-11:
Panel buttons can be turned off and on through a scheduled event. This
enables more flexibility in managing varying items and button functions
between stores. For example, not all stores may carry American Express. The
Activate Panel Button event can be used to turn the button off at specific
stores. When set, the button displays as an unassigned button on the FOH. Use
this procedure as an example for the QuickService product.
To set a Panel Button Activation event:
1. Select Maintenance/System/Events. The Select Event Type dialog
box displays.
For Aloha versions below 5.0, select System/Events from the Maintenance program.
2. Select either Event Group or Store. A selection list box displays.
2 20
Data Management
3. Select a store or an event group from the list box and click OK. The
Events function tab displays.
4. Click Add. The Event Time & Type dialog box shown in Figure 2-12
displays:
Data
Management
Data Management
2 21
9.
10.
11.
12.
2 22
Data Management
Price Maintenance
The Aloha system provides flexibility in establishing a price for an item. The
following list starts with the highest level of pricing and descends to the lowest pricing method. For example, Button pricing overrides Price Change pricing, Price Level pricing and Item Level pricing. The pricing methods are:
Quantity Item pricing
Fixed Item Pricing (TableService only)
Button pricing
Price Changes pricing
Price Level pricing
Item Level pricing
Data
Management
Item Level pricing is the lowest form of pricing in the pricing hierarchy, and
the one you should use for CDM; however, if you are currently using Price
Level pricing for certain items, you can continue to use it in CDM. The Price
Changes method overrides all prices assigned at the item level or using Price
Levels.
Data Management
2 23
To implement a Price Change at the store, create an event that activates the
price change in the FOH. Refer to Configuring an Event for more information
on configuring your events. When performing price maintenance through
Price Changes, consider the following:
When sending an item price change, price your items at the item
level, as defined in Maintenance/Menu/Items. When using TableService, price the item at the item level instead of the submenu level.
All priced modifier item pricing must be placed at the item level
instead of the modifier level, if you are controlling modifier pricing at
corporate.
Set an event to activate the price change.
When these considerations are addressed, the central site is able to maintain
pricing at your stores.
2 24
Data Management
Min Price Indicates the minimum price the store can use for pricing the
item. The Min Price is not editable at the store level. A CDM administrator
sets the minimum price for the item.
Rec. Price Indicates the recommended price of the item. A CDM administrator determines the recommended price, which cannot be less than the price
set in the Min Price column. Stores use the price in the Rec Price column
as a pricing guide.
Data
Management
Price Designates the new price when the price change is in effect.
To configure a price change from the corporate location:
1. Select Maintenance > Menu > Price Changes. The Price Changes
function tab appears in the CDM administrator view, as shown in Figure 2-14:
2.
3.
4.
5.
Data Management
2 25
2 26
Data Management
3. Click Edit.
4. Locate the item to edit using the scroll bar.
5. Type the new price in the Price column. Make all changes necessary.
6. Repeat steps 4 and 5 for each item for which you need to make
changes.
7. Click Save.
Data
Management
Data Management
2 27
9. Click Set.
10. Click Save and exit the Price Changes function. Refer to Configuring an Event, to configure the event that activates the price change
Configuring an Event
When controlling your pricing through Price Changes, you use events at the
store level to activate the price change. In a CDM environment, you select
either to send the event to a store or an event group. If you select an event
group, you can add new event groups, or edit the subscribers within an event
group.
To configure a Set Price Change event for an event group:
Refer to the
Event Maintenance section and the Aloha
TableService or QuickService Users Guides for further information on Events.
2 28
Data Management
3. Click OK. If you need to add an event group, refer to Configure Corporate Events; otherwise, continue with step 4.
4. Select an event group in the list box and click Events.
5. Click Add Event. The Event Time & Type dialog box shown in Figure 2-16 appears:
Data
Management
Data Management
2 29
Refer to the
Event Maintenance section and the Aloha
TableService or QuickService Users Guides for further information on Events.
Select Store.
Click OK.
Select the store in the Select Store... list box.
Click Add. The Event Time & Type dialog box shown in Figure 2-18
appears:
2 30
Data Management
Data
Management
Data Management
2 31
Promotion Maintenance
Promotions can be created for a select store or store group. They offer a discount during a specified time, such as Buy-One-Get-One-Free, or a New
Price. The data administrator can maintain promotions with the Slo.cfg file or
through promotion maintenance.
2 32
Data Management
Promotions
Promotions can be maintained for all sites and are activated at a specific store
using an event in the Event Scheduler. ID numbers for store specific promotions should never be placed in the Slo.cfg file.
Data
Management
Promotions created at the central site can be activated through a local event,
enabling various promotions to be activated at different stores. All store specific promotions are created in the master database, and are set as 'inactive'.
An Activate Promo event is then created to activate the promotion at select
stores and make the promotion display on the store's FOH screen.
This section is divided into two sections for setup procedures for the Aloha
TableService and QuickService products. Refer to the section pertaining to
the Aloha product installed at your location.
TableService Promotions
For TableService, the 'First Available Button' option simplifies the sending of
a promotion to a select store. This is an important feature for the CDM environment in that promotions comps, and tenders can be activated in only certain stores through events, without overriding any existing FOH buttons. The
button position no longer has to be managed when using this feature.
For example, if a store has five promotions in button positions 1 through 5,
and a new promotion is created, utilizing the 'First Available Button', the
Aloha POS system adds the new promotion to the sixth button position. As
explained earlier in the chapter, promotions placed in dedicated number
ranges are consolidated at the store, and are easily managed utilizing the 'First
Available Button' feature.
Data Management
2 33
To create a promotion:
1. Select Maintenance/Payments/Promotions. The Promotions function tab shown in Figure 2-20 displays:
2 34
Data Management
Once the promotion is created as inactive, the Activate Promotion event must
be scheduled to activate the promotion. The promotion displays in the first
available button position.
To configure the Activate Promotion event:
Data
Management
Data Management
2 35
8. Click OK. The Activate Promo dialog box displays, as shown in Figure 2-22:
QuickService Promotions
For QuickService, button positioning is not available. The Promo Lookup
button function eases management of promotions for selected stores. This button function is located in Maintenance/Menu/Panel Editor and is usually
placed on either a Tender, Promotion, or Local panel, depending on the structure of the master database.
The Promo Lookup feature has several benefits when using a master database:
2 36
Data Management
Data
Management
Data Management
2 37
7. Click Save.
8. Repeat steps 2 through 7 until all store specific promotions are
defined.
9. Exit the Promotions function.
2 38
Data Management
Data
Management
Data Management
2 39
3. Select the panel to contain the Promo Lookup button and click OK.
The selected panel displays.
4. Double-click an unassigned button or create a new button. The Edit
Button dialog box displays.
5. Select Promo Lookup from the Function drop-down list, as shown
in Figure 2-27:
2 40
Data Management
6. Complete the Promo Lookup button within the Edit Button dialog
box, such as text placement, color selection, etc., and click OK. The
newly assigned button displays on the panel, as shown in Figure 2-28:
Data
Management
Data Management
2 41
Tax Maintenance
Tax rates vary per state, city, or region, and are considered centrally-owned.
To accommodate the CDM environment, the master database should be set up
with all store tax rates, then the correct tax rate is distributed to the store
through the Reroute Tax event. All items in the Itm.dbf file must be assigned a
tax rate even if the item has no tax associated with it.
Items without an assigned tax rate create errors in VERIFY, causing the data update to not finalize.
Data Management
For Aloha versions below 5.0, select Menu/Taxes from the Maintenance program.
2.
3.
4.
5.
6.
7.
8.
Data Management
2 43
Refer to the
Event Maintenance section and the Aloha
TableService or QuickService Users Guides for further information on Events.
2 44
Data Management
8. Click OK. The Reroute Tax dialog box displays, as shown in Figure
2-31:
Data
Management
Data Management
2 45
Event Maintenance
Events play an important role in the CDM environment and offer a way to
send store specific database elements, such as promotions, price changes, and
more, to specific locations. Events enable the data administrator to create and
distribute a master set of menu files, but only activate the specific database
element at the desired store(s).
Refer to the
Aloha
TableService or QuickService Users Guides for further information on Events.
In a normal Aloha POS environment, events are written to the Events.cfg file
in the \Newdata directory. With CDM, the new event files are added to work
with local events. Events-c.cfg is used for event groups, and Events-s.cfg is
used store events.
Events can be configured as store-specific, or as a corporate event group. The
selection must be made when accessing Events and both types are configured
the same way as the normal Aloha POS events function. The following types
of events are discussed in detail:
Store events
Corporate events
2 46
Data Management
Data
Management
Data Management
2 47
2 48
Data Management
Data
Management
Data Management
2 49
3. For a new event group, click Add. The Add Event Group dialog box
shown in Figure 2-37 displays:
2 50
Data Management
5. To add stores to the event group, click Subscribers. The Event Group
Subscribers dialog box displays for the selected event group, as
shown in Figure 2-38:
Data
Management
Select Exclude
Store Groups
from Pick list
to not show
store groups.
Select Exclude
Stores from
Pick list to not
show stores.
Data Management
2 51
7. Click OK. The Event Groups dialog box returns with the added group
as shown in Figure 2-39:
2 52
Data Management
Summary
This chapter covered the recommended procedures for making database
changes within the Aloha POS system. Also discussed are database compliant
recommendations for centralized data management. This chapter covered the
following points:
Data
Management
In the next chapter you learn how to utilize the Distribution Wizard to package data changes for distribution to store sites.
Data Management
2 53
2 54
Data Management
Distribution Wizard
This chapter discusses the Distribution wizard, which is launched at
the central site to create and package data updates.
Common Buttons Used in the Distribution Wizard............................ 3-4
Launch Distribution Wizard............................................................... 3-4
Distribution Wizard Welcome............................................................ 3-8
Create a New Update ....................................................................... 3-9
Send a Corporate Event .............................................................. 3-19
Work with a Pending Update .......................................................... 3-21
Finalize Updates .......................................................................... 3-23
Change Update Name ................................................................. 3-25
Modify the Effective Date............................................................. 3-27
Delete Updates ............................................................................ 3-30
Change the Effective Date of Finalized Updates ............................ 3-32
Send Store File ............................................................................... 3-35
Send Store Events....................................................................... 3-36
Send Store Lockout File .............................................................. 3-40
View Reports .................................................................................. 3-43
Summary ........................................................................................ 3-45
Chapter
3
32
Distribution Wizard
The Distribution wizard is a utility used at the central site to prepare data
updates for store sites. Data updates can be marked as pending for testing and
verifying, or as finalized to be implemented at the store on a certain date. The
Distribution wizard is a local user tool, and it can be launched from the navigation bar in Aloha POS versions 5.0 or greater. The utility is part of the Centralized Data Management (CDM) feature set, and is available with Aloha
POS versions 4.4 and greater.
The Distribution wizard packages data updates in datasets. Datasets are
groupings of data that relate to specific .dbf files. Many .dbf files depend on
information from other files. The dataset options in Distribution wizard take
this in to account and distribute the proper files needed for your update.
Datasets are configured in Distribute, and enables sending data updates more
flexible. For example, job code updates can be sent without sending menu
updates.
Distribution
Wizard
Each distribution record has an effective date for when it should become
active at the store. Updates may be sent at any time in the future, but do not go
into affect until the effective date occurs.
The following points are discussed in this chapter:
Distribution Wizard
33
34
Distribution Wizard
you finalize your updates. At this time, a list of all the stores receiving the
update displays. This feature is only available when you run Distribute with
the command line parameter. An example command line parameter is
C:\Aloha\Bin\Distribute.exe /Iberdir C:\Aloha.
When you create the update, Distribute creates an Update folder in your
Aloha directory that contains a folder for each store, and a Corpdata subfolder to store the update before it is delivered to the store.
To add Distribute.exe as a user tool:
1. Select Tools/Customize. The Customize Properties dialog box displays.
2. Select the User Tools subtab, as shown in Figure 3-1:
Distribution
Wizard
New
button
Browse
button
3. Click the New button to add a new tool to the list box.
4. Enter a description for the tool, such as Distribute, and press Enter.
5. Enter the path for Distribute.exe in the Command text box, or click
Browse to browse for the path.
6. Click OK to exit the Customize Properties dialog box.
Distribution Wizard
35
36
Distribution Wizard
Distribute shortcut
Distribution
Wizard
Distribution Wizard
37
Select the type of update to perform and click Next, or click Close to exit the
application.
38
Distribution Wizard
Distribution
Wizard
Distribution Wizard
39
2. Click Next. The New Update Name dialog box displays, as shown in
Figure 3-6:
3 10
Distribution Wizard
5. Click Next. The Create New Dataset Update dialog box shown in
Figure 3-8 displays:
Distribution
Wizard
For Aloha POS versions below 5.0, the Back Office Security dataset
is not available.
6. Select the dataset(s) of information that were changed in the POS
system to distribute to the store site from the Dataset Types inset.
The QuickService product displays the QuickService Menus option.
The TableService product displays with the TableService Menus
option.
Datasets are groupings of related data and make sending updates flexible. For example, job code updates can be sent to stores without
sending menu or tax information. The wizard handles all data dependencies. For example, if the Menu dataset is selected, then all the item
dataset is included because items make up menus.
Distribution Wizard
3 11
Distribution Wizard
Distribution
Wizard
Distribution Wizard
3 13
IF necessary, click the drop-down list and select the desired date from
the calendar, as shown in Figure 3-14:
IF the selected date is earlier than the current date, the error message
shown in Figure 3-15 displays:
3 14
Distribution Wizard
Acceleration of record updates may occur at the store when there are
higher sequenced updates with earlier effective dates. The lower
sequenced records are accelerated and implemented earlier than their
scheduled effective date to protect data integrity.
In the following example, ITM0001.rec would be accelerated even
though the effective date is later than ITM0002.rec, which has a name
change.
ITM0001.rec - 12/31
ITM A
ID100
Nachos
ITM0002.rec - 12/01
ITM E
ID100
Supreme Nachos
9. Click Next. The Verify Dataset Update dialog box displays, as shown
in Figure 3-16:
Distribution
Wizard
Verify must be run on any data updates before they are finalized.
This process may have been performed when data changes were
made.
Distribution Wizard
3 15
10. Select I have already verified my data and want to continue without running Verify.
OR
Select Exit Distribute so that I can run Verify before building the
update. The confirmation dialog box shown in Figure 3-17 displays:
The Verify process checks all Aloha configuration files and ensures
the updates sent to the store meet referential integrity rules. This is an
important step and should never be skipped. Verify can be checked
before exiting and if changes need to be make, click Yes. Otherwise,
click No to return to the Verify Dataset Update dialog box.
VERIFY is independent of Distribute and can be run without exiting the wizard. If Distribute is exited at this point, the update is
canceled and must be rebuilt for distribution.
3 16
Distribution Wizard
11. Click Next. The dataset(s) begins processing. The Database Build
dialog box shown in Figure 3-18 displays:
Distribution
Wizard
When the build is finished, the dialog box shown in Figure 3-19 displays:
Distribution Wizard
3 17
12. Select Mark the update as "pending" so I can test and review the
update before finalizing and refer to the Work with a Pending update
section. Distribution files can be deleted and re-generated, with either
new or revised data or with a revised implementation date, up to this
point. It is recommended to mark the update as pending and review
all data updates before finalizing them for distribution. The Update
Saved as Pending dialog box shown in Figure 3-20 displays:
OR
Select I wish to finalize the update now and click Next. Once a data
update is finalized, the update information cannot be changed. The
3 18
Distribution Wizard
Distribution
Wizard
13. Click Finished. The distribution files are created as pending or finalized, as determined in step 12. You are returned to the Welcome dialog box.
Distribution Wizard
3 19
To remove a corporate event group from the update, select the corporate event group from the Event Groups to Send to Store Sites list
box and click
.
To remove all corporate event groups from the update, click
3 20
Distribution Wizard
Distribution
Wizard
Distribution Wizard
3 21
2. Click Next. The Select a Pending Update dialog box shown in Figure
3-24 displays:
3 22
Distribution Wizard
4. Click Next. The Work with an Existing Dataset Update dialog box
displays, as shown in Figure 3-26:
Distribution
Wizard
The Work with an Existing Dataset Update dialog box provides four options,
which are explained in detail:
Finalize Updates
Pending update files can be finalized and built for distribution. Finalizing the
update builds the update files for distribution to stores. Once an update has
been finalized, it cannot be modified or deleted.
It is important to ensure updates are properly imported in order. If an issue
with an update arises, make the necessary changes through the Aloha POS
software and build another update. Do not delete a finalized update.
Distribution Wizard
3 23
To finalize updates:
1. Select Finalize the Update, as shown in Figure 3-27:
2. Click Next. The Update File is Ready for Distribution dialog box displays, as shown in Figure 3-28:
Distribution Wizard
Distribution
Wizard
Distribution Wizard
3 25
2. Click Next. The New Update Name/Change Update Name dialog box
displays, as shown in Figure 3-30:
3 26
Distribution Wizard
4. Click Next. The Update Saved as Pending dialog box shown in Figure 3-31 displays with the change:
Distribution
Wizard
Distribution Wizard
3 27
3 28
Distribution Wizard
Distribution
Wizard
3. Enter the new date for the update in the Effective Date text box.
Distribution Wizard
3 29
4. Click Next. The Update File is Ready for Distribution dialog box
shown in Figure 3-34 displays:
5. Click Finished. The effective date of the update is changed and the
Welcome dialog box returns.
Delete Updates
The 'Delete the Update' option deletes pending update files before they are
finalized. This is done for updates with either incorrect information, require
additional changes to the update, or to not send the update.
It is important to know that this only deletes the update and all POS changes
contained in the update still exist in the database. The master database should
be modified to reflect the correct information for the next update.
3 30
Distribution Wizard
To delete an update:
1. Select Delete the Update, as shown in Figure 3-35:
Distribution
Wizard
2. Click Next. The delete confirmation dialog box shown in Figure 3-36
displays:
3. Click Yes to delete the update and return to the Welcome dialog box
or click NO to cancel the operation.
The update is deleted and the Welcome dialog box returns.
Distribution Wizard
3 31
3 32
Distribution Wizard
Distribution
Wizard
3. Select a finalized update and click Next. The Modify Effective Date
dialog box displays, as shown in Figure 3-39:
Distribution Wizard
3 33
6. Click Finished. The effective date is modified and the Welcome dialog box returns.
3 34
Distribution Wizard
Refer to Chapter
2, Data Management, for more information on
Events.
Distribution
Wizard
Distribution Wizard
3 35
Click Next. The Select Store-Specific Files dialog box displays, as shown in
Figure 3-42:
The Select Store-Specific Files dialog box provides two options, which are
explained in detail:
3 36
Distribution Wizard
Distribution
Wizard
Distribution Wizard
3 37
3. Click Next. The Select Stores dialog box shown in Figure 3-44 displays:
To include a store or store group in the update, select the store from
the All Stores list box and click
.
To include all stores or store groups in the update, click
To remove a store or store group from the update, select the store
from the Store to Receive Event list box and click
.
To remove all stores and store groups from the update, click
3 38
Distribution Wizard
4. Click Next. The Store Files are Ready to Distribute dialog box displays, as shown in Figure 3-45:
Distribution
Wizard
Distribution Wizard
3 39
3 40
Distribution Wizard
2. Enter the path of the Store Lockout file, or click Browse. The
Browse dialog box displays with the \Newdata directory selected as
the default, as shown in Figure 3-47:
Distribution
Wizard
3. Browse for the directory if the file is stored elsewhere, select Slo.cfg,
and click OK.
4. Click Next. The Select Stores dialog box shown in Figure 3-48 displays:
To include a store or store group in the update, select the store from
the All Stores list box and click
.
To include all stores or store groups in the update, click
Aloha CDM Users Guide v6.2
.
Distribution Wizard
3 41
To remove a store or store group from the update, select the store
from the Store to Receive Event list box and click
.
To remove all stores and store groups from the update, click
5. Click Next. The Store Files are Ready to Distribute dialog box displays, as shown in Figure 3-49:
3 42
Distribution Wizard
View Reports
The View Reports option enables you to view and/or print dataset updates.
All finalized updates display in the View Reports list box. Select Include
Pending Updates to include updates that are pending and have not been sent.
You can sort the updates by:
Effective Date
Status
Update Name
Rec File ID
Description
Distribution
Wizard
The report includes the Rec File ID which is the file name included on the
Enterprise CDM exception and status reports, rather than the user-assigned
update name. This enables you to cross reference .rec file names with the
dataset updates.
To view a dataset update report:
1. Select View Reports, as shown in Figure 3-50:
Distribution Wizard
3 43
3 44
Distribution Wizard
Summary
This chapter covered the Distribution Wizard for CDM. It also explained the
options available for a pending update and a finalized update. This chapter
covered the following points:
How to add Distribute.exe as a user tool, and how to add the Distribute function to the Aloha TableService and QuickService navigation
bar for easy access.
How to create a new update.
How to work with a pending update.
How to send store-specific files.
How to view a dataset update report.
Distribution
Wizard
Distribution Wizard
3 45
3 46
Distribution Wizard
CDM Database
Compliancy
This appendix discusses recommendations on how to handle .dbf files
and update existing Aloha POS databases for CDM compliancy. It also
lists all available database files for Aloha. Some files are not available
for version 4.4. The .dbf files may change, such as the file name,
according to version.
The existing Aloha stores must be seeded with the new master
database prior to implementation of CDM.
This appendix is designed to aid the central site in converting store databases
currently in use, into one master database for CDM compliancy. The central
site should immediately lock down all databases in use, and evaluate the varying information across the stores.
Appendix
A
A2
Category (Cat/Cit.dbf)
Categories group like menu items together for tracking and reporting purposes. They can also be used to qualify special items for discounting and promotion purposes.
Comp (Cmp.dbf)
Comps enable you to define various discounts and reductions based on qualifying information. Comps are maintained centrally, but there are options
available to activate specific comps at local stores.
TableService
A3
QuickService
A4
Item (Itm.dbf)
Item.dbf consists of all items sold across all stores or concepts. Pricing, modifiers, taxes, categories printer and video routing are a few of the field assignments used in the Item file. Maintenance of this file can be cumbersome if
defined ranges and specific numbering sequences are not used. Item ID history may be altered at the store level once ID numbers have been rearranged.
A5
Add all job code information from all stores in the master database.
Define generic or concept specific job code ranges (Manager or Concept A Manager, etc).
Assign standard field level information, with the exception of order
entry screens.
A6
Define menu ID ranges for each concept or data subset (Concept A 5200, Concept B 300-500).
Define local menus if the store has access to control menus.
An event can be created to activate store/concept specific menus.
A global menu setting can be created at the store level defining
default menus for servers, bartenders and cashiers.
Use the Store Lockout file (Slo.cfg) for record level lock out of central site menus.
Modifier (Mod.dbf)
Modifiers are groups of items used to further define a menu item, such as temperature for a hamburger medium, medium well, well done.
A7
A8
Assign core menu pricing at the item level in the master database.
Assign all modifiers buttons (that are not duplicated in other groups at
different prices) to use the 'Item Price' option.
Assign all submenu buttons to use 'Item Price'.
The Price Changes function only overrides item level pricing and
does not override submenu or modifier level pricing. To maintain
proper data management, submenus and modifiers must be
changed from their current price setting to the 'Use Item Price'
setting.
If an item is not activated in the price change, the default price will be
the normal item level price assignment.
Price Changes supports price level and quick combo promotion pricing. The quick combo price and upsell can be changed without modifying the promotion.
Define common price level ID ranges across all concepts or data subsets (ID 1-Small or $0.69, ID 2 Medium or $0.79, ID 3 Large or
$0.89).
Assign core price level data at the item level in the master database.
Assign all modifier and submenu buttons (that are not duplicated in
other groups at different prices) to use 'Item Price'.
If price levels vary across stores, use price changes to manage pricing.
Create a price change for price levels and modify each price level that
differs from core price level pricing.
Create a store-specific Price Change event to activate price levels.
A9
Price levels override the item price if both are assigned at the
item level. When using the Price Changes function, they override
the current assigned price level amount, if the price change is
activated by an event.
Promotion (Pro.dbf)
Promotions enable the user to define various discounts and reductions based
on qualifying information. Promotions are maintained centrally, but there are
options available to activate specific promotions at local stores.
TableService
QuickService
A 10
Create or consolidate common panels that can be used across all concepts and stores. Examples of panels that can be consolidated aretenders, and cashier panels.
Function panels can be consolidated to reflect cashier and manager
functions, thereby, simplifying the process of approving 'manager
only' duties.
Create local items and a local panel, pre-assign the local items, and
allow stores to activate items on a panel.
Create store-specific items and pre-assign the buttons to each panel or
a local panel.
Use event to activate store-specific item or allow the store to rename/
activate the item at the item level, in conjunction with Slo.cfg.
Consolidate local promotions using the Promotion Lookup button.
Maintain a centralized panel by utilizing the Set Button Availability
event to activate/deactivate buttons on specific panels.
If using the TableService modifiers method, use the Activate Modifier Item event to activate local modifiers at specific stores.
Use events to activate a screen by job code.
Lock out panels, buttons, and screens with security levels.
A 11
Recipe (Rcp.dbf)
Recipes are text files that can be printed or viewed on the FOH. Recipes are
assigned at the item level. If recipes differ for each item across stores then
consideration should be given to either not show a recipe for the particular
item, or if inventory is a concern, create an additional item and associate the
particular recipe/ingredients to the item.
Regions (Reg.dbf)
Regions are used in the Aloha SuperSite mode. Regions help define an area or
location within the master database.
A 12
If the same submenu items are given different prices across other submenus, special consideration to price management needs to be
addressed. Using the 'Use Item Price' feature does not allow varied
pricing on the same item. The reused submenu item would have the
price assigned at the submenu level, removing the option to maintain
the price for the specified submenu button through the Price Changes
feature.
Use the Store Lockout file (Slo.cfg) for record level lock out of central site submenus.
Surcharge (Sur.dbf)
Surcharges are additional charges added to a check when a certain tax ID,
item, or a group of items, are ordered.
Survey (Survey.dbf)
Surveys can be used in the POS system for an additional cost. If this feature is
utilized, all varying survey information must be entered into the master database.
Tax (Tax.dbf)
Taxes can be maintained centrally, if the specific client is responsible for all
store tax reporting. Since taxes are assigned at the item level, a default tax rate
must be defined and a local event can be used to activate the specific store
rate.
A 13
Create tax IDs within each range, based on tax rate and tax type
(Food8%, Food -8.25%, Liquor-10%).
Create a store event to reroute tax from the default rate to store specific rate.
Tender (Tdr.dbf)
Tender maintenance enables you to define various payment methods, such as
cash or credit cards. Tenders are maintained centrally, but there are options
available to activate specific payment methods at local stores.
TableService
QuickService
A 14
A 15
A 16
Description
Access Levels
Adjusted Labor Hours
Prior Day Labor Edit Performed Today
Auto Menu
Auto Menu Details
Panel Buttons
Cash Cards
Categories
Store-Level Categories
Regional-Level Categories
Corporate-Level Categories
Corporate Events (Enterprise)
Category Items
Store-Level Category Items
Regional-Level Category Items
Corporate-Level Category Items
Clock-In Messages
Comps
Quick Count Composite Tracking Items
Drink Dispensers
Display Boards
Cash Drawers
Employees
Employee I9 Information
Exception Modifier Groups
Fixed Item Pricing
Flex Taxes
Guest Check Information
Gift Certificate Tracking
(non-BackOffice)
QS
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
TS
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
x
File Name
Gif.dbf
Hse.dbf
Itm.dbf
Itmgrp.dbf
Itmgrpl.dbf
Job.dbf
Jrv.dbf
Lab.dbf
Label.dbf
Memb.dbf
Mnu.dbf
Mod.dbf
Msg.dbf
Multcurr.dbf
Nosaler.dbf
Occ.dbf
Oct.dbf
Odr.dbf
Pc.dbf
Pcid.dbf
Pcpld.dbf
Pet.dbf
Pnl.dbf
Poll.dbf
Pollevent.dbf
Pollsubs.dbf
Prd.dbf
Prf.dbf
Prg.dbf
Prjc.dbf
Prjt.dbf
Prl.dbf
Description
Gift Certificates
(non-BackOffice)
House Accounts
Items
Item Size Groups
Item Size Group List
Job Codes
Job by Revenue Center
Labor Groups
Labels
Memberships
Menus
Modifier Groups
Main Screen Messages
Foreign Currencies
No Sale Reasons
Occasions
Occasion Categories
Order Modes
Price Changes
Price Change Item Detail
Price Change Price Level Detail
Petty Cash Accounts
Panels
Customer Polls
Customer Poll Events
Customer Poll Substitutions
Day Parts
Performance Measures
Printer Groups
Preparation Projections
Preparation Projection Tracking
Price Levels
QS
X
TS
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
CDM Database Compliancy
A 17
File Name
Pro.dbf
Pro1.dbf
Pro2.dbf
Pro3.dbf
Prt.dbf
Qtyprice.dbf
Que.dbf
Rep.dbf
Reg.dbf
Rev.dbf
Rsn.dbf
Rtl.dbf
Scale.dbf
Sch.sch
Scr.dbf
Seclvl.dbf
Seclvldt.dbf
Smcrd.dbf
Smg.dbf
Sqlrpt.dbf
Sqlrptpm.dbf
Sto.dbf
Stredit.dbf
Strgrp.dbf
Sub.dbf
Sur.dbf
Tab.dbf
Tabdef.dbf
Tare.dbf
Tax.dbf
Tdr.dbf
Trk.dbf
Trm.dbf
A 18
Description
Promotions
Store-Level Promotions
Regional-Level Promotions
Corporate-Level Promotions
Printers
Quantity Pricing
Order Queues
Quick Count Composite Item Recipes
Regions
Revenue Centers
Void Reasons
Routing Levels
Scales
Schedule
Screens
Security Levels
Security Level Details
Smart Cards
Server Information Messages
SQL Reports
SQL Report Parameters
Stores
Store Edits (Enterprise)
Store Groups (Enterprise)
Submenus
Surcharges
Tables
Table Definition (Enterprise)
Tare Weights
Taxes
Payment Tenders
Quick Count Tracking Items
Terminals
QS
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
TS
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
File Name
Val.dbf
Ver.dbf
Vgp.dbf
Vid.dbf
Vol.dbf
Zap.dbf
Description
Valid Tender Identifiers
Database Version Number
Kitchen Video Groups
Kitchen Videos
Volume Levels
Termination Reasons
QS
X
X
X
X
X
X
TS
X
X
X
X
X
A 19
A 20
Distribute Datasets
This appendix lists and discusses the available datasets used in the
CDM environment for Aloha version up to 5.3.21. Some datasets are
not available for version 4.4.
The following tables provide you with a list of the database files validated for
change based on your dataset selection. A dataset is a grouping of related
database files. Use the Distribution wizard to group related menu changes into
datasets and schedule these updates for distribution. Use the following information to determine the dataset to select for your update.
Select a dataset name from the list to view the corresponding database file
name (.dbf) that is validated for change. Also listed are the relational data
dependencies between the files.
Appendix
B
Seclvl.dbf
Seclvldt.dbf
Comps Dataset
Use the Comps dataset to send comp updates to the store. You can use an
event to activate a comp update in specific stores. The Distribution wizard
detects changes to the Comps dataset, which includes the following database
file:
Comps Dataset
Comps
Comp.dbf
Data Dependencies
The Comps dataset has a data dependency with the Taxes and Items datasets;
however, you cannot select the Comps, Taxes, and Items datasets as a combined update. The Distribution wizard handles the data dependency for you.
Refer to the Taxes dataset and the Items dataset for the list of files related to
comps that are included when you distribute a comp update.
B2
Distribute Datasets
Items
Itm.dbf
Itmgrp.dbf
Itmgrpl.dbf
Pc.dbf
Pcid.dbf
Pcpld.dbf
Pcpd.dbf
Prl.dbf
FixPrice.dbf
QtyPrice.dbf
Price Changes
Price Level
Fixed Item Pricing (TS Only)
Quantity Pricing
Distribute Datasets
B3
Items Dataset
The Distribution wizard detects changes to the following files:
Items Dataset
Categories
Cit.dbf
Cat.dbf
Ctk.dbf
Fixprice.dbf
Itm.dbf
Itmgrp.dbf
Itmgrpl.dbf
Mod.dbf
Prf.dbf
Pc.db
Pcid.dbf
Pcpld.dbf
Pcpd.dbf
Prl.dbf
Qtyprice.dbf
Rcp.dbf
Tare.dbf
Trk.dbf
Modifiers
Performance Measures
Price Change
Price Levels
Quantity Pricing
Recipes
Tare Weight
Tracking Items (QuickCount only)
Data Dependencies
The Items dataset has a data dependency on the Taxes dataset. You cannot,
however, select the Items dataset and the Taxes dataset for the same update.
The Distribution wizard handles the data dependency for you. Refer to the
Taxes dataset for the list of files related to taxes that are included when you
distribute an item update.
B4
Distribute Datasets
Jobs Dataset
Use the Jobs dataset to send job related updates to the store. The Distribution
wizard detects changes to the Jobs dataset, which includes the following database files:
Jobs Dataset
Job Codes
Job Code by Revenue
Labor Group
Termination Reason
Job.dbf
Jrv.dbf
Lab.dbf
Zap.dbf
Access Level
Acc.dbf
Distribute Datasets
B5
Promotions Dataset
Use the Promotions dataset to update your promotions at the store. You can
use an event to activate promotions in specific stores.
The Distribution wizard detects changes to the Promotions dataset, which
includes the following database files:
Promotions Dataset
Promotions
Pro.dbf
Qcpro.dbf
Qccp.dbf
QcItem.dbf
QcUpsell.dbf
Pkgpro.dbf
Pkgprocp.dbf
Pkgprogc.dbf
Pkgprogp.dbf
Data Dependencies
The Promotions dataset has a data dependency with the Taxes and Items
datasets; however, you cannot select the Promotions, Taxes, and Items
datasets as a combined update. The Distribution wizard handles the data
dependency for you. Refer to the Taxes dataset and the Items dataset for the
list of files related to promotions that are included when you distribute a promotion update.
B6
Distribute Datasets
Button
Modifiers
Panel
Screens
Btn.dbf
Mod.dbf
Pnl.dbf
Scr.dbf
Data Dependencies
The QuickService Menus dataset has a data dependency on the Items dataset;
however, you cannot select the QuickService Menus dataset and the Items
dataset for the same update. The Distribution wizard handles the data dependency for you. Refer to the Item dataset for the list of files related to items that
are included when you distribute a menu update.
Revenue Dataset
Use the Revenue dataset to send revenue center updates to the store. You can
use revenue centers to categorize sales. The Distribution wizard detects
changes to the Revenue dataset, which includes the following database files:
Revenue Dataset
Day Parts
Revenue Center
Job Code by Revenue Center
Prd.dbf
Rev.dbf
Jrv.db
Distribute Datasets
B7
System Dataset
Use the System dataset to change general system settings, such as void reasons or day parts. You can maintain system settings at the store. The Distribution wizard detects changes to the System dataset, which includes the
following database files:
System Dataset
Day Parts
No Sale Reason
Order Modes
Regions
Revenue Center
Survey
Void Reason
Volume Levels (QuickService Only)
Prd.dbf
NoSaler.db
Odr.dbf
Reg.dbf
Rev.dbf
Survey.dbf
Rsn.dbf
Vol.dbf
Auto Menu
Amnu.dbf
Amnud.dbf
Exc.dbf
Mnu.dbf
Mod.dbf
Sub.dbf
Exception Modifiers
Menus
Modifiers
Submenus
Data Dependencies
The TableService Menus dataset has a data dependency on the Items dataset;
however, you cannot select the TableService Menus dataset and the Items
B8
Distribute Datasets
dataset for the same update. The Distribution wizard handles the data dependency for you. Refer to the Items dataset for the list of files related to items
that are included when you distribute a menu update.
Taxes Dataset
Use the Taxes dataset to update tax data at the stores. You can use an event to
reroute a tax update to the specific rate used at the store(s). The Taxes dataset
includes the following database files:
Taxes Dataset
Flex Tax
Order Modes
Surcharge
Tax
FlexTax.dbf
Odr.dbf
Sur.dbf
Tax.dbf
Items
Promotions
Tenders Dataset
Use the Tenders dataset to update tender information at the stores. You can
use an Activate Tender event to activate the tender at your stores. The Tenders
dataset includes the following database files:
Tenders Dataset
Foreign Currency
Tender
Multcurr.dbf
Tdr.dbf
Distribute Datasets
B9
B 10
Distribute Datasets
Troubleshooting
This appendix discusses problems that can occur at the central site
and store, when working in the CDM environment. Possible causes
and solutions are included.
Appendix
C
C2
Troubleshooting
Troubleshooting
C3
C4
Troubleshooting
Store Troubleshooting
The following symptoms, possible causes, and solutions can be found at the
store:
Troubleshooting
C5
Possible cause:
An update has errors.
Solution:
Check the \TMP directory for updates that have errors. No other records will
process until the failed update is corrected.
C6
Troubleshooting
Troubleshooting
C7
C8
Troubleshooting
Glossary
Aloha Enterprise.com A polling, data warehousing, data retrieval, reporting and back office functionality consolidated into one interface, offering
complete 'synergy' between the information stored at the store level and the
central site.
Centralsite file A zero byte file needed to operate CDM and located at the
central site's %iberdir% directory. With the Centralsite file, CDM features are
accessible within the Aloha POS system.
Central site-Owned Data Dedicated .dbf files designed to be managed
from the central site. Updates are created and sent to stores to override storeowned data.
Corporate Events Enables the central site to create and distribute a master
set of menu files, but only activate them in desired stores.
Dataset A grouping of data pertaining to a database element within the
Aloha POS system. Datasets make sending data updates flexible, such as
sending a tax update without needing to send a menu update.
Dbfdiff.exe A utility that compares the differences of two .dbf files of the
same type located in \Newdata and \Corpdata. Dbfdiff.exe is located in the
\Bin directory and is invoked by the Distribution Wizard. A single text file is
generated for an entire dataset, containing only the recent changes modified at
the central site.
Distribute.exe A utility that runs at the central site and provides a graphic
interface wizard to manage data updates to stores. The wizard enables updates
to be assigned an effective date so changes can be sent to the store sites prior
to the date they are to be implemented. The changes do not become effective
at the store site until the effective date occurs.
Markers Blank records used to define and organize ranges and help sort
files with a large number of records, such as Itm.dbf.
Master Database The database located at a central site, and contains all
aspects of the central site and its corresponding stores.
Procrecs.exe Runs at the store site during the End-of-Day (EOD) process
and is responsible for importing updates into the \Newdata directory based on
the effective date. Procrecs.exe is automatically launched at the store's EOD,
or a refresh, and the \Newdata directory is transferred to the \Data directory.
Procrecs.exe is located in the \Bin directory, and imports data into the store
files, thus leaving any store-specific data intact. The data update is only
implemented when the effective date occurs.
Store A branch or location within a company hierarchy.
Store Groups A group of defined stores enabling a data administrator to
send event updates to multiple sites without duplicating the same event update
multiple times. Updates are implemented at every store to maintain consistency. Stores can be added to as many store groups as necessary. For example,
a store group can be created for units that have similar locations, pricing
updates, etc.
Store Lockout File (Slo.cfg) Text file that enables the central site to prevent stores from changing an entire record, or a defined range of records
within an Aloha .dbf file. The Slo.cfg file is created at the central site, using
the text editor of their choice, and distributed to the \Newdata directory of the
store.
Store-Owned Data Dedicated.dbf files designed for store sites to manage.
The distribute utility does not build differences from store-owned data. The
central site can permit store adding and editing privileges, so that store managers can modify only certain data records.
Subscribers Stores that are added to an event group to accommodate the
processing of the same events for multiple stores.
Update .Rec Files The record update files are the result of the data differences generated by the Dbfdiff.exe utility.
Glossary
Index
Symbols
.dbf files 1-vii
Numerics
1 1-vii, 3-3
C
CDM
benefits 1-ix
CDM utilities
Dbfdiff.exe 1-15
Distribute.exe 1-15
Procrecs.exe 1-15
Corpdata directory 1-13
Corporate directories
Corpdata directory 1-13
FTP directory 1-14
Strxxxxx directories 1-14
TMP directory 1-14
Update directory 1-14
D
data updates 1-18
database compliancy
dedicated number ranges 2-4
ranges by concept 2-4
ranges by core menu 2-4
ID marker files 2-7
master database 2-4
separators 2-8
table of contents 2-8
separators 2-8
Store directories
Corpdata directory 1-13
Store Lockout file 1-22
store specific items 1-viii, 2-10
store-owned data 1-19
Strxxxxx directories 1-14
2-10
M
master database 1-viii, 2-4
Price 2-26
price changes 2-23
price maintenance 2-23
price changes 2-23
Set Price Change
event 2-28, 2-30
Procrecs.exe 1-15
promotion maintenance 2-32
R
Rec Price 2-26
record update files 1-19
I-2
Index