H&L Training Document

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1 H&L Training Document Sysnet Version onwards* Change Log Version Edited By Date 1.0 Julia Jones-Wilson 03/06/ Julia Jones-Wilson 24/06/2015 Certified Document H&L Australia Pty Ltd 2015 *Subject to change without notice

2 This feature allows the user to create an offer or promotion which can generate a voucher at the Exceed Point of Sale terminal when the purchase criteria is met. This is a very detailed feature which allows for a high level of flexibility in the rules for issuing and redeeming offers. Both the issuing and redemption functions can also be scheduled at particular times of the day, week or month in order to pinpoint exactly when offers are in use within a venue. The Offers feature is available for use with Sysnet Version and Exceed or greater. Note: This feature requires the use of a Thermal Receipt Printer which must support OPOS printer drivers. If using an existing receipt printer ensure these drivers are installed for the offer printing to work. Also note that if the venue wishes to print QR codes (which is an option during offer setup) on the receipts the printer must also support this. Please consult your local H&L Technician for assistance. Setup Procedure Users In order to use this feature the relevant users must have the necessary security access set against their User Profile. 1. From the Sysnet Toolbar click on the User icon 2. Click on the Profiles icon and select the desired profile, then click <DETAILS> 3. Click on the <STOCK> tab and enable the relevant checkboxes under the OFFERS section 4. Save and repeat for any remaining profiles Page 2 of 13 H&L Australia Pty Ltd 2015

3 Setup Procedure - Stock 1. From the Sysnet Toolbar click on the Stock icon 2. Click on the MAINTENANCE dropdown menu and select OFFERS 3. The Offers List window will appear listing any existing offers 4. Click <ADD> to begin a new offer and launch the wizard 5. The Edit Offer Screen is broken down into 4 main sections: Offer Details, General Requirements, Printing and Images Page 3 of 13 H&L Australia Pty Ltd 2015

4 Offer Details Description Promotion Type Giveaway Type Start/End Dates Valid for # of Days Allow Expiry After End Date Available Issued Remaining Reserved for Members Only Available Per Day Reserved for Members per Day Maximum Discount External Reference #1 and #2 A name which adequately describes the promotion or offer At the time of writing this document the only promotion type in use is Transaction Set to Voucher to indicate this promo will print a voucher when it meets the criteria Specify the Start and Ending dates for the offer (duration of offer) The number of days the voucher is valid for upon issue Enable this option if the offer can be used after the end date of the promotion e.g. if the offer is valid for 10 days and it is issued two days before the end date of the promotion then it will still be valid for redemption within the 10 days of issue. The total number of offers available for issue in the promotion e.g If set to 0 then it is unlimited The number of offers issued. Note: if offers are issued and not yet redeemed a warning message will appear if the user attempts to edit the promotion. The number of available offers (if set) remaining The number of offers to be issued to members in the promotion e.g. if the total number of offers available is 1000 then 500 could be allocated to members and non-members could win at most 500 however, if the first 700 issued go to members for example, then only 300 are left for non-members. Indicates how many offers are issued per calendar day (midnight to midnight) to members or non-members The maximum amount which can be redeemed for one offer for example, for a 10% discount offer will only allow a maximum discount applied of $10 on the total sale. Not currently in use however in future releases will be used when offers are generated by third party systems, their promotion reference codes can be entered here so the POS can identify them. Page 4 of 13 H&L Australia Pty Ltd 2015

5 General Requirements Issuing Required Spend Per x Offer Generation Indicates the customer must spend $X in order to qualify for the offer Set the time period for qualification of the minimum spend based on the setting chosen below. For example to be issued an offer the customer may need to spend $50 in one transaction. Or $200 per 1 day, $500 per 7 days or $2000 in one year (12 calendar months) Select the desired time period for offer generation in conjunction with required spend and per x setting. Members Only Issue on Redemption Issue item Schedule Clear Schedule per Indicates this offer is available to members only Allows an offer to be issued at the same time an offer is being redeemed should the customer meet the criteria. When this option is selected, each item in a qualifying transaction issues an offer. If not set, then a qualifying transaction results in one offer. Allows the user to specify which times and days the offer is available for issue. If not specified the offer can be generated 24/7 when criteria is met Clears an existing schedule defined for the offer Redeeming Required Spend Redeem Once Other Discounts Members Only Schedule Clear Schedule The required spend for a transaction in order to redeem the offer Means the offer can only be used once which is the default setting. Disable this option if the offer can be used multiple times within the valid for x days set. For example, drink offers may be used multiple times in a set timeframe. Determines how this offer interacts with other discounts e.g. Mix and Match, Club Discounting and so on. : Not available with other discounts means if there is any other discount involved in the sale then the offer cannot be redeemed. Overrides other discounting can be used in conjunction with other discounts but the system will determine the best value offer and not apply multiples Further discounts other discounting allows redemption and adds to whatever is in the sale at the time Restricts redemption to members only Allows the user to specify which times and days the offer is available for redemption. If not specified the offer can be redeemed 24/7 when criteria is met Clears an existing schedule defined for the offer redemption Page 5 of 13 H&L Australia Pty Ltd 2015

6 Printing Remember this Offers feature requires the use of a Thermal Printer which can support OPOS printer drivers and QR codes (if used) Heading Body Placeholders Footer Barcode Type Layout The Heading which will print at the top of the docket Details about the offer and its inclusions. Placeholders can be used in the Header, Body and Footer of the docket to auto populate information such as: {EXPIRYDATE} the offer expiry date {VOUCHERNUMBER} ID of the offer promotion {ISSUEDNUMBER} - ID of the issued offer {TOTALAVAILABLE} total number to be issued {MEMBERNAME} name of the member being issued the offer {SITENAME} name of the site issuing the offer {COMPANYNAME} name of the company issuing the offer The footer information which will print at the bottom of the docket Choose a standard barcode or QR barcode (use QR code ONLY if your POS Scanner and printer support this type of barcode otherwise Standard should be used) Choose the layout type for the docket Standard Layout: Main Image at top Header Body Secondary Image Barcode Footer Side by Side Layout: Header Body Main and Secondary Image Barcode Footer Images Main Secondary The main image printed on the docket for the promotion The secondary image printed on the docket for the promotion Page 6 of 13 H&L Australia Pty Ltd 2015

7 6. Once all information is configured in the first screen, click <NEXT> to proceed 7. The next window allows the user to define where the offer is valid for issue, redemption or both, for example by site (if Syswan is in place), by location types, location and/or member club and member types 8. Make the relevant selections (if required) and press <NEXT> to continue 9. The following window is used to define the rules for issuing the voucher i.e. what the customer must purchase in order for the voucher to be issued: This is similar to the Stock Mix and Match feature as it uses selection levels to define the issuing criteria Within each selection level the user can specify PLU s, PLU Groups or Ranges and the quantity required for purchase If there are multiple selection levels in use, this would indicate the customer must purchase the specified quantity from each selection level in order to generate the offer Page 7 of 13 H&L Australia Pty Ltd 2015

8 10. Firstly, choose the SETUP LOCATION from the dropdown list which will be referenced for the PLU s, Groups or Ranges 11. Click (+) to add a new selection level 12. Now choose the desired tab for PLU GROUPS, PLU s or RANGES for this selection level 13. Press the <+ ADD XX> button to add items to the selection level Note: The ADD and REMOVE button labels will change according to the tab selected above e.g. if the RANGES tab was selected the buttons will read as Add Ranges and Remove Ranges and so on. 14. Enter the QUANTITY REQUIRED for purchase 15. Enter a DESCRIPTION for the selection level useful to identify it if there are multiple levels in use 16. Tick ( ) to save on the navigator toolbar 17. Repeat with any remaining PLU s, groups or ranges to be added Page 8 of 13 H&L Australia Pty Ltd 2015

9 18. Press <NEXT> to continue to the Redeem Rules window where the user must specify what the customer must purchase in order to redeem the offer, for example in a 2 for 1 Mains deal the customer must purchase 2 Mains in order to receive one for free (awarded in the Giveaway Rules screen) 19. Again, ensure the Setup Location is selected as this is used to reference the PLU s for redemption 20. This uses the same principle as the Issue Rules window where the user will add the selection level(s) accordingly and can apply PLU s, PLU Groups or Ranges to each level as required 21. Press <NEXT> to continue to the last window which is used to specify the Giveaway Rules or the Prize awarded to the customer when they meet the redemption criteria 22. The Setup Location is referenced from the Redeem Rules window and should remain the same 23. Click (+) on the navigator toolbar to add a selection level to apply a giveaway rule 24. Again, select either individual PLU s, PLU Groups or Ranges to apply to the level 25. Set the QUANTITY AWARDED and the % or $ Discount to be applied Note: The discount PLU MUST be configured here if the venue wishes to redeem vouchers against a table. This can be left blank if the venue does not require table redemptions and wishes the discount to be applied to the line items. A discount PLU can also be configured if the venue would prefer the discount applied as a separate line rather than applied to each item for reporting purposes. 26. This completes the setup of the offer, click <SAVE> to save the configuration and <CLOSE> to exit the wizard and return to the Offers List Page 9 of 13 H&L Australia Pty Ltd 2015

10 Setup Procedure Exceed A new key Gift/Coupon Redemption will be required on the relevant Exceed keyboards if the venue does not have a POS scanner so the offer barcodes can be manually entered when redeeming. Can also be handy as a back-up should the scanner fail. 1. From the Sysnet Toolbar click on the Utilities icon 2. Click on the <KEYBOARDS> tab and double click on the Exceed Keyboard name to open it 3. Find a suitable space and configure the FINALISER KEY Type 188 Gift/Coupon Redemption key 4. Set the CARD TYPE mode to 2 for Voucher 5. Customise the key as required and press <OK> 6. <SAVE> and copy/paste the key to other menu pages or keyboards as required 7. Perform a Sysnet Database Reset & Download on all applicable Exceed terminals Issuing Offers The Exceed terminal will automatically generate the applicable offer and print to the nominated receipt printer when the promotion criteria is met in the location of sale. Redeeming Offers - Transaction It is recommended that a POS scanner is connected to the POS terminal for offer redemptions for speed of service, however the barcode number from the offer can be manually entered using the Gift/Coupon Redemption key. 1. Ring up the applicable items for sale 2. Scan the barcode or press the <COUPON REDEMPTION> key, enter the offer barcode number and press <OK> 3. The Exceed terminal will apply the discount according to the redemption and giveaway rules Page 10 of 13 H&L Australia Pty Ltd 2015

11 4. In the example above the offer redeemed was a Mains 2 for 1 Deal and the system has applied the discount of 100% to the cheapest item 5. Finalise the transaction as required 6. Only ONE offer can be applied in a single transaction, should the user attempt to scan a second offer the following warning will appear Redeeming Offers Table Accounts 1. Log onto the Exceed terminal and scan the offer barcode or press the <COUPON REDEMPTION> key, enter the offer barcode number and press <OK> 2. The OPEN TABLES list will appear to select the desired table and press <OK> 3. The system will automatically apply the rules of the offer redemption and discount the necessary item(s) 4. In the below example a Mains 2 for 1 deal was applied to the table therefore the system has automatically applied a discount of 100% to the cheapest main item 5. If the DISCOUNT PLU was not configured for the offer promotion and the user attempts to apply it to a table the following warning message will appear Page 11 of 13 H&L Australia Pty Ltd 2015

12 6. If an offer has already been redeemed and is scanned or entered again the following warning message will appear 7. Multiple vouchers can be redeemed against a table account simply follow steps 1-4 for the next offer to be redeemed Sample Offers Deal: Mains 2 for 1 Issue: By purchasing any main meal Thurs Sun in the Restaurant Redeem: By purchasing two mains Mon-Wed in the Restaurant Deal: Burger and Beer Deal Issue: By purchasing a carton of beer in the Bottleshop Redeem: By purchasing a burger and pint in the restaurant, the pint is given away for free Page 12 of 13 H&L Australia Pty Ltd 2015

13 Deal: Docket Deals on Beer Issue: By purchasing any two cartons of beer in the bottle shop Redeem: $5.00 off the next beer purchase Deal: Docket Deals on Wine Issue: By spending $30 in one transaction Redeem: Purchase any 6 bottles of wine and get an additional item at $10. Choose from one of 3 items 6 pack beer, 4 pack cider or bottle or sav blanc. Page 13 of 13 H&L Australia Pty Ltd 2015