Simphony Cash Advantage Supplemental Fee Installation

Description: The Advantage Program is a series of patron-facing and POS configuration options designed to help merchants offset operational costs. Refer to the instructions below for the Simphony Cash Advantage Supplemental Fee installation.

WARNING: Advantage Program and Debit/EBT transactions are incompatible!

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Prerequisites

• Merchant has a Shift4 processing account and has been assigned to a Merchant ID Number (MID).
• The merchant’s Oracle Hospitality Simphony POS system has been configured to be used with Shift4.

Overview

The supplemental cash Advantage Program allows merchants to apply an across the board service charge.

Limitations

• The Supplemental Fee cannot be applied to Non-Revenue Service Charges.
• If you are already using auto service charge functionality built into the Oracle RES product, you will need to make operational changes to accommodate this Supplemental Fee.

Software Installation

1. Confirm Prerequisites Have Been Met
2. Configure Cash Advantage Service Charge
3. Configure Rvc Tender Parameters
4. Add Service Charge Exempt Button to Page Design
5. Confirm privileges on auto service charge exempt function
6. Deploy to Workstations

1. Confirm Prerequisites Have Been Met

Prerequisites

• Merchant has a Shift4 payments processing account and has been assigned to a Merchant ID Number (MID).
• Shift4 Payments are functional with current SPI + UTG configuration.

2. Setup Simphony Using EMC

2A. Access the Enterprise Management Console (EMC)

1. Open the Enterprise Management Console (EMC) shortcut on the desktop or from the Windows Start menu.
2. Log in to EMC with a user that has permission to make the necessary changes.
   • Screenshots may vary depending on user permissions and configuration .
     
     

2B. Navigate The Enterprise Management Console (EMC)

Once logged in, the "locations" navigation tree in the left panel of the application window will be displayed. The tree hierarchy has three levels under the Default System View.

• The Organization\Enterprise level.
• The Property\Location level.
• The Revenue Centers level.
  
  

2D. Configure Cash Advantage Service Charge

1. Once logged in to EMC with the appropriate permissions, select the desired property from the location tree. For most installations, it is suggested to install at the property level.
2. Click on the Configuration tab if not already highlighted.
3. From the Sales sub-menu, click the Service Charges link.
4. Click the Insert button located in the toolbar to add a new Service Charge record named "Supplemental Fee."
5. In the Insert Record dialog box, select the option button "Record number or range" and enter the object number desired in the field to the right of the option button.
6. Set the Record Name(s) field to "Supplemental Fee."
7. Click OK.
8. Click the Toggle Table/Form View button in the toolbar to change to the form view.
9. Configure the following settings for the service charge added:
   • General Tab - Percent: Set this to the appropriate amount (For example, 3.00, 3.50, 4.00, etc)
   • General tab: Print Class: Set to a print class that prints to guest check, receipt, and journal
   • General tab: Tax Class: This must be set to a class that has No Taxes applied, OR a class that only has INCLUSIVE taxes set. Setting this to a tax class with add-on taxes is not supported and will result in incorrect charge calculations.
   • General tab: Privilege Group: 0
   • General tab: Report Group: Set to report group as desired
   • General tab: 1 - On = Open; Off = Preset should be unchecked
   • General tab: 2 - On = Amount; Off = Percent should be unchecked
   • General tab: All other options should be unchecked
   • Itemizers tab: All Service Charge Itemizers should be checked
   • Menu Levels tab: All Active on Main Levels should be checked
   • Menu Levels tab: All Active on Sub Levels should be checked
   • NLU/SLU tab: NLU should be blank
   • NLU/SLU tab: SLU: 0 - None
10. Save the changes once complete by pressing the Save button in the toolbar.

Configure the RVC Tender Parameters

1. Once logged in to EMC with the appropriate permissions, select the desired property from the location tree. For most installations, it is suggested to install at the revenue center level.
2. Click on the Setup tab if not already highlighted.
3. From the Parameters sub-menu, click the Tender Parameters link.
4. Change the Automatic Service Charge dropdown to be the supplemental fee created in the previous step.
5. Save the changes once complete by pressing the Save button in the toolbar.

Configure the RVC Parameters

1. Once logged in to EMC with the appropriate permissions, select the desired revenue center from the location tree.
2. Click on the Setup tab if not already highlighted.
3. From the Parameters sub-menu, click the RVC Parameters link.
4. On the Options tab, uncheck the option 10 - Auto Service Charge Defaults to Off.
5. Save the changes once complete by pressing the Save button in the toolbar.

Add Service Charge Exempt Button to Page Design

It may be necessary for the supplemental fee to be removed from the check in certain situations. This function can be placed on any page but would typically be placed on the payment or function screen. This functionality should be controlled by employee class privilege so that only managers are allowed to exempt the supplemental fee.

1. Once logged in to EMC with the appropriate permissions, select the desired level where the appropriate page exists from the location tree.
2. Click on the Configuration tab if not already highlighted.
3. From the User Interface sub-menu, click the Page Design link.
4. Select the appropriate page from the list of pages. Usually, this will be the transaction page.
5. Navigate to the section where the exempt button will be placed.
6. Right-click the background of the page and select Add Button to add a new button. Alternatively, and existing button can be copied and pasted using right-click, and change the following settings for that button:
   • Legend - Remove Supplemental Fee
   • Type: Function
   • Function - Exempt Auto Service Charge
     
7. Repeat the above steps for any additional touchscreens that need the remove supplemental fee button.
8. Save the changes once complete by pressing the Save button in the toolbar.

Confirm Privileges on Auto Service Charge Exempt Function

Checking proper privileges is required to prevent an employee from removing a supplemental fee that they are not authorized to remove. Every employee class should be checked to confirm that only authorized employees are privileged to remove the supplemental fee.

1. Once logged in to EMC with the appropriate permissions, select the enterprise level.
2. Click on the Configuration tab if not already highlighted.
3. From the Personnel sub-menu, click the Roles link.
4. Click the Toggle Table/Form View button in the toolbar to change to the form view.
5. Click the first role.
6. On the Operations >Transactions tab, ensure that the option 12- Authorize/perform Automatic Service Charge Exemptions is set appropriately for the role.
   
   
7. Repeat step 6 for all the other roles.
8. Save the changes once complete by pressing the Save button in the toolbar.

Deploy to Workstations

Once EMC is updated, the workstations still need to be updated to reflect the changes.

• It is quite common to have to repeat this step twice. It is suggested to do one workstation, and test before attempting the rest of the workstations at the property.
• The "Reload Database" function must be performed on the workstation.
• A warning will display that this process takes some time. It is not uncommon for this to take over 20 minutes for this process to complete.
• Once the workstation Reload is completed, the service host will need to be restarted.
• If the reload was successful on implementing the new dll, log lines with the prefix ExtApps in the EGatewayLog will be found at ([root]:\Micros\Simphony\WebServer\wwwroot\EGateway\EGatewayLog).