Configure Settings for Individual POS Systems

Stay is enhanced to allow users to configure settings individually for each POS system, such as, Comtrol, IG POS. Previously, users configured a single setting that was referred to by all the POS systems for posting charges to the accounts in Stay.

Feature Setting

The following new 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

When the new feature setting is enabled, a new section, Point of Sale Settings, is displayed on the Settings tab of the Interfaces Setup screen (All Settings ➜ Administration ➜ Appliance Management ➜ Settings). The existing settings configured by the users are saved in this section under the name, Point of Sale. Users can configure additional settings by clicking Add.

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 selected by default. When disabled, the POS setting is made inactive. If the existing POS setting is active, this checkbox is displayed checked by default. If the existing POS setting is inactive, this checkbox is displayed unchecked.
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 selected 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. For existing POS settings, if In-House Reservations is not selected, this option is selected by default and the drop-down options are not selected.
In-House Reservations	When selected, the in-house reservations are retrieved in look up. This checkbox is unchecked by default. For existing POS settings, this option is selected irrespective of the In-House Reservations being selected or not.
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. For existing POS settings, if In-House Reservations is not selected, this option is selected by default and the drop-down options are not selected.
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. When the Profit Center ID does not match any of the configured POS settings, the charges are posted as per the Default Outlet and Meal Period defined.
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 Default 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 under the Entity Type, Point of Sale, 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 created under the Entity Type, Point of Sale Settings, that captures the date, time, and username when users add/update the default settings.

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.

To support this enhancement the following changes have been made:

A new section, Point of Sale Settings, has been added to the Settings tab of the Interfaces Setup screen (All Settings ➜Administration ➜Appliance Management ➜Settings) that allows users to configure settings individually for each POS system when the Add POS feature setting is enabled.
A new Entity Type, Point of Sale, has been added to the Audit Log screen that allows users to view records created when users add/modify the POS settings.
A new column, SystemName, has been added to the Stay Property Setup Tool that allows users to import the POS settings to the property.