Point of Sale

The Point of Sale tab allows users to configure settings for individual POS systems and the default settings for the property.

Configure Settings for Individual POS Systems

Stay allows users to configure settings individually for each POS system, such as, Comtrol, IG POS.

Feature Setting

The following feature setting must be enabled to allow users to define the interface type and configure settings individually for POS systems:

Name: Add POS
Value: Must be enabled
Comments: License is not required

Configuring New Settings

Users can configure settings for individual POS system by clicking Add. When clicked, the Point of Sale Settings screen appears.

The following fields must be configured in the Point of Sale Settings screen for Comtrol POS system:

Field	Description
Type
Active Checkbox	This checkbox is enabled by default. When disabled, the POS setting is made inactive.
Interface Type	Select the interface type as Lodging Link UHLL (Comtrol).
System Name	Allows users to enter a unique name for the POS system. A maximum of 50 characters including alphanumeric and special characters can be entered.
Post Undefined POS Item As	This is a mandatory field that allows users to select the transaction item using which the undefined charges from the POS system must be posted to the account in Stay.
Interface Outlets	All the outlets configured at the property are displayed with the associated meal periods. Users can configure additional meal periods for an outlet. The Default PMS Outlet setup is not displayed when the Add POS feature setting is enabled.
Comtrol	Users must define the revenue code for each outlet. Revenue code can be a name or number. Revenue code must be unique for each outlet. When posting a POS charge through Comtrol based on the revenue code, Stay refers to the respective POS settings for the following: Account Look up and Post Undefined Item As. If the revenue code does not match with any of the POS outlets with Comtrol interface type, the default setting is referred. If the revenue code is empty, the default setting is referred.
Account Look Up
Arriving Reservations	Users must enable this checkbox if arriving reservations must be retrieved in look up. This checkbox is not selected by default. Users can also define the following additional conditions for the arriving reservations to be fetched. Pre-Registered: When selected, only the pre-registered arriving reservations are retrieved. Room Number Assigned: When selected, only the arriving reservations with room number assigned are retrieved. Only Allow Look-Up by Reservation Number or Guest Name: When selected, the arriving reservations are retrieved by reservation confirmation number or guest name. If this option is not selected, the reservations are retrieved by room number.
In-House Reservations	When selected, the in-house reservations are retrieved in look up. This checkbox is unchecked by default.
Departed Reservation (Until Date Roll)	When selected, the departed reservations are retrieved in look up. Users can also define the following additional condition for the departed reservations: Only Allow Look-Up by Reservation Number or Guest Name: When selected, the departed reservations are retrieved by reservation confirmation number or guest name. If this option is not selected, the reservations are retrieved by room number.
Non-Room Charges	This tab is displayed only when the Enhanced POS feature setting is enabled. Users can associate a house account with each outlet or each payment method in the outlet. Users cannot close the house account mapped for an outlet or payment method. When a non-room charge is posted from the POS system, the charges are posted to the mapped house account in Stay.

The following fields must be configured in the Point of Sale Settings screen for IG POS system:

Field	Description
Type
Active Checkbox	This checkbox is enabled by default. When disabled, the POS setting is made inactive.
Interface Type	Select the interface type as InfoGenesis XML.
System Name	Allows users to enter a unique name for the POS system. A maximum of 50 characters including alphanumeric and special characters can be entered.
Post Undefined POS Item As	This is a mandatory field that allows users to select the transaction item using which the undefined charges from the POS system must be posted to the account in Stay.
Accept Detailed Check Components	This flag is displayed when the Enhanced POS feature setting is enabled, and the Interface Type is InfoGenesis XML. This flag is disabled by default. When enabled, users can define if detailed check components can be configured or not. When enabled, the Check Components and Associate POS & PMS Items tabs are displayed.
Post Refunded Allowance Item To	This option is displayed only when the Interface Type is InfoGenesis XML. This is a drop-down list that allows users to select the guest/package folio to which the refunded amount should be posted to.
Interface Outlets	All the outlets configured at the property are displayed with the associated meal periods. Users can configure additional meal periods for an outlet. The Default PMS Outlet setup is not displayed when the Add POS feature setting is enabled.
InfoGenesis XML	User can define a Profit Centre ID for each outlet (unique value). When users enter a Profit Centre ID that already exists for an outlet within the same POS or a different POS setting, the message, Profit Center ID already exists, is displayed. User can define a Meal Period ID for each meal period. When posting a POS charge through IG POS based on the Profit Centre ID and Meal Period ID, Stay refers to that respective POS settings for the following: Account Look up, Post Undefined Item As in case the Enhanced POS feature setting is not enabled, and Associate POS-PMS. If the Profit Centre ID and Meal Period ID does not match any of the POS outlets with InfoGenesis XML interface type, Stay refers to the default setting.
Account Look Up
Arriving Reservations	Users must enable this checkbox if arriving reservations must be retrieved in look up. This checkbox is not selected by default. Users can also define the following additional conditions for the arriving reservations to be fetched. Pre-Registered: When selected, only the pre-registered arriving reservations are retrieved. Room Number Assigned: When selected, only the arriving reservations with room number assigned are retrieved. Only Allow Look-Up by Reservation Number or Guest Name: When selected, the arriving reservations are retrieved by reservation confirmation number or guest name. If this option is not selected, the reservations are retrieved by room number.
In-House Reservations	When selected, the in-house reservations are retrieved in look up. This checkbox is unchecked by default.
Departed Reservation (Until Date Roll)	When selected, the departed reservations are retrieved in look up. Users can also define the following additional condition for the departed reservations: Only Allow Look-Up by Reservation Number or Guest Name: When selected, the departed reservations are retrieved by reservation confirmation number or guest name. If this option is not selected, the reservations are retrieved by room number.
Non-Room Charges	Users can associate a house account with each outlet or each payment method in the outlet. Users cannot close the house account mapped for an outlet or payment method. When a non-room charge is posted from the POS system, the charges are posted to the mapped house account in Stay. For IG POS, based on the Profit Center ID and Meal Period ID, the charges are posted to the mapped house account.
IG Settings	Users can configure settings as per the existing functionality.
Check Components	Users can configure settings as per the existing functionality.
Associate POS & PMS Items	Users can associate a PMS item for the POS item for each outlet and meal period combination. The selected outlets are displayed with an accordion. When expanded the following columns are displayed: Meal Period, POS Class ID, POS Type ID, POS Items, and PMS Transaction Item. Users can select the transaction to be used for posting tips.

During Account Lookup, if the Profit Center ID does not match any of the configured POS settings, the details of the account that matches the account ID/room number provided for Lookup are retrieved and displayed.

When posting charges, if the Profit Center ID does not match any of the configured POS settings, the charges are posted to the account ID/room number provided for posting charges.

Default POS Settings

Users can configure default POS settings by clicking the Default Settings button on the Point of Sale Settings section. This button is displayed only when the Add POS feature setting is enabled. When clicked, the Default Settings pop-up screen appears that displays the following fields:

Field	Description
Post Undefined Item As	This is a mandatory field that allows users to select the transaction item using which the undefined charges from the POS system must be posted to the account in Stay.
Default Outlet	This is a mandatory single select drop-down list that displays all the outlets that are available at the property. Users can select the Default Outlet using which the charges must be posted when the Profit Center ID does not match any of the configured POS settings.
Default Meal Period	This is a mandatory single select drop-down list that displays all the meal periods that are associated with the selected Outlet. If the Meal Period is not defined and if there is no matching Outlet for the defined Profit Center ID, the charges are posted using the Default Outlet and Meal Period defined. If the Meal Period is not defined and if there is a matching Outlet for the Profit Center ID, the charges are posted using the Outlet without the Meal Period.
Default House Account	This is a mandatory single select drop-down list that displays a list of all house accounts in Open status. When there is no matching Outlet when posting non-room charges, the charges are posted to the Default House Account selected.
Post Undefined POS Payment Method As	This is a mandatory single select drop-down list that displays all the payment methods that are mapped to Cash, Credit Card, and Check payment class. When there is no matching Outlet when posting non-room charges, the charges are posted as per the Undefined POS Payment Method selected.

The new interface settings configured are displayed in the Interfaces section of the reservation, group, house account, and payment methods. Users can choose the Allow Charges or Do Not Allow Charges options for the required interface types.

For the default hardcoded payments, the Allow Charges option is selected for the existing POS setting. For groups and house accounts, the POS setting for cash is applied. For reservations, the POS setting of the default payment method is applied.

Logs

A record is created in the Audit Log screen that captures the date, time, and username when the following operations are performed:

Adding a new POS
Updating any value in POS setting
Adding/ updating default setting

Records are also created in the Reservation History and Group History sections when users add/modify the POS settings.

Property Setup Tool

Users can import the POS settings to the property via the Stay Property Setup Tool by entering the POS system name in the SystemName column in the Check Components and PosPms Items tab. The POS settings are imported to the property based on the following conditions:

If the system name matches with any of the POS settings, the Check Components and PosPms Items configured in the tool are added to the POS settings in Stay.
If the system name does not match any of the POS settings, the Check Components and PosPms Items configured in the tool are not added to the POS settings in Stay.
If the system name is left blank for a record, that record is ignored and the next record is considered.
If users define different TIP transaction items for same outlet-meal period combination, the latest item is considered and displayed in the Associate POS & PMS Items tab.

Support for Custom Fields in the POS Look-Up Response

Stay allows users to customize the fields displayed to a POS system user who performs an account lookup in Stay.

Users can configure the fields in the following sections:

Default Settings pop-up screen (Interfaces ➜ On-Premise Settings ➜ Point of Sale ➜ Default Settings)
Point of Sale Settings pop-up screen (Interfaces ➜ On-Premise Settings ➜ Point of Sale ➜ Add) for each POS system configured with the InfoGenesis XML interface.

Details for the customized fields are displayed in the response sent from Stay to an IG POS system when an account lookup is performed in Stay.

Users can select the fields from the Reservation Details multi-select drop-down list displayed in the Account Lookup tab of the Point of Sale Settings pop-up screen and the Default Settings pop-up screen:

Field	Description
Rate Plan/Package Code	This field is selected and greyed out by default. When selected, the rate plan/package code associated with a reservation for the current property date is sent in the response from Stay.
Available Credit	This field is selected and greyed out by default. When selected, the authorization credit limit of a reservation is sent in the response from Stay.
Add-Ons	When selected, the add-ons available for a reservation for the current property date is sent in the response from Stay. Both the add-on code and add-on name is sent.
Group Code	This field is selected and greyed out by default. When selected, the group code associated with a reservation is sent from Stay.
Company Code	When selected, the company code associated with a reservation is sent from Stay.
Travel Agency Code	When selected, the IATA number and the name of the travel agent associated with a reservation is sent from Stay.
Number of Guests by Age Category	When selected, the number of guests associated with a reservation is sent from Stay.
NRG Indicator & Alias Name	When selected, the status of the NRG badge in a reservation (enable/disabled) and the alias name for an NRG reservation is sent from Stay.
VIP Level	When selected, the VIP status of a reservation is sent from Stay.
Loyalty Level	When selected, the name of the loyalty program associated with a reservation along with the tier details are sent from Stay.
Milestone Events	When selected, an alert is sent from Stay when a guest is enrolled in a loyalty program.

When the Add-Ons field is selected, a new multi-select drop-down list, Item Categories, is displayed. This field displays the categories available in Stay. An information icon added next to this field displays the following message when hovered upon: The account lookup response will include only the add-ons linked to the selected item categories.

Users can select the preferred categories of add-ons to be included in the response sent from Stay. Only add-ons in a reservation that are associated with the selected categories are included in the response sent from Stay. For example, when the F&B category is selected, only add-ons available in a reservation that are associated with the F&B category are included in the response sent from Stay.

Only the fields selected in the individual and default POS settings are included in the response sent from Stay to IG POS system. When values are not configured for any of the selected fields, an empty response is sent from Stay.

Configure POS Account Lookup Settings

Stay allows users to configure account-lookup settings for POS systems based on the primary and secondary guests associated with a reservation. Users can choose whether a single record or multiple records should be retrieved for each account.

The following fields in the Account Lookup tab of the Point of Sale Settings pop-up screen (Interfaces ➜ On-Premise Settings ➜ Point of Sale) allow users to configure the required settings:

Return Multiple Records Per Account - When selected, users can perform a lookup using the guest name of the primary and secondary guests or using the account/room number associated with the reservations. An information icon next to this field displays the following message when hovered upon: Returns all matching records when searching by name, and multiple records with full guest details when searching by room or account number.
- When an account lookup is performed using the guest name, all records that match the primary and secondary guest names will be retrieved and displayed.
- When an account lookup is performed using the account/room number, all records that match the entered details will be retrieved and displayed.
Return Single Guest Record per Account - The following options are displayed for this field:
- Returns Only Primary Guest - When account lookup is performed using the primary/secondary guest name, account or room number, the matched record is displayed only with the primary guest name. An information icon next to this field displays the following message when hovered upon: Returns only the primary guest for each account, regardless of search input data.
- Return Only Matched Guest - When account lookup is performed using primary/secondary guest name, account or room number, the account details of the first matched record per account is displayed. An information icon next to this field displays the following message when hovered upon: Returns the first matched name per account when searching by name, and only the primary guest when searching by room or account number.
- Search And Return Only Primary Guest - When account lookup is performed using primary/secondary guest name, account or room number, the account details of the first matched record with only the primary guest name is retrieved and displayed. An information icon next to this field displays the following message when hovered upon: Searches and returns only primary guest, regardless of search input data.