HelpCenter

Legacy to V5 PC Swap Process - Operator Guide
Updated

Be sure to review the V5 network requirements by clicking this link: V5 Network Requirements 3-2020. They are different than the Legacy network requirements!

 

Be sure your location has migrated to ADM. You cannot do a PC Swap without being migrated to GMA first!

 

Keep ALL packing materials – including the box(s)!

 

Do NOT lose the screws in the box – they will be needed for the PC swap.

 

Proceed with your PC swap when ready.

 

 

Table of Contents

 

Important Note Regarding Taxes

Taxes will NOT carry over from SmartHQ. AFTER the PC Swap, you will need to create tax categories and map them to each location and link a tax category to each product. See the following article for how to perform this process in ADM: ADM Tax Mapping and Creating Tax Rates.
Note: This does not apply if you are using a VDI to manage your products.

 

Full PC Swap How To Video

 

Welcome!  Thank you for participating in our Legacy to V5 kiosk upgrade program. This guide will walk you through the process from beginning to end. Be sure to read this guide before you start swapping out hardware. 

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PHASE 1: Before Installation  

Prerequisites

  1. IF YOU ARE GOING TO A LOCATION THAT RESTRICTS CELL PHONE USAGE, OR HAS A VERY POOR SIGNAL, FOLLOW THE STEPS BELOW BEFORE CONTINUING!

  2. Be prepared to select one of your current locations and kiosks to copy for your new V5 kiosk during conversion. You will want to choose one with the same branding and hardware setup like Gen3 and Gen3C (a Gen3C has a bill acceptor and receipt printer module attached to the kiosk).

  3. You will also need to use an ADM login during the Provisioning process. Be aware that recent password requirements have changed in ADM. Make sure your password is up to date before going on site for the installation. 

  4. GMA Migration.

  5. 365Secure credit card reader (can be installed at the time of the swap).
  • G2 Kiosks are not officially supported due to incompatible printers and touch screens. Please contact your account representative for options in getting this market converted.
  • VDI – If you are using a VDI Provider such as Cantaloupe, VendSYS, or Crane, your market identifier information will transfer over from SmartHQ to ADM. We recommend sending a new product catalog shortly after the swap is completed. 

6. Generate a new Barcode.

a. Using a Smartphone or Smart device, access this website to generate a barcode: https://www.barcodesinc.com/generator/index.php.

b. In the Your Text field, enter the serial number of the kiosk (i.e., VSH365123).

c. Click Generate Barcode. This will generate a barcode with your kiosk’s serial number. PRINT THIS BARCODE and take the printout with you to the site that has restricted or poor cell phone service.

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7. Complete the GMA Migration before starting this process. For more information on GMA migrations, contact your 365 Account Manager or call 888-365-7382.

8. The kiosk must either:

a. Already have a 365Secure credit card reader installed

OR

b. Have a 365Secure credit card reader ready to install during this process

Contact your 365 Account Manager or call 888-365-7382 if you need to order a 365Secure credit card reader. This should be an OTI Retrofit Kit – V5

9. Run the V5 Readiness Report from SmartHQ and be sure it shows success on all points. To run the V5 Readiness Report:

a. Log into SmartHQ.

b. Select V5 Readiness Report under Customer Service.

c. Check the box for your location.

d. Select Get Data.

e. Verify that you have green check marks for each validation point. If not, work with the Fulfillment team to get those resolved.
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Ordering and Fulfillment

To begin the PC Swap process, you will need to have an order entered into the 365 system. 

  1. Contact your 365 Sales Representative to get this started.

  2. Let them know how many PCs you need.

    NOTE:
    You can order 6 or 12 PCs at a time.
  1. Have a target schedule ready to give the 365 sales representative.

  2. When the order has been entered by 365 Sales, it will go to the 365 Fulfillment department. A representative from Fulfillment can work with you to confirm that your locations are ready for the PC Swap.

 

For Blackboard Locations

  • If you want to PC-Swap a Blackboard location, you MUST ship a loaded and an unloaded Blackboard card to 365, [ATTN: Implementation Team [YOUR SCHOOL NAME HERE] -- 1738 Maplelawn Dr., Troy MI 48084]

  • You MUST ensure that each PC Swap CPU order is paired with an Apriva-Encrytped IdTech card-reader. Sales Admin has a line item for this part.
Note: Fulfillment's lead time is 12-business-days on enabling Blackboard in ADM
Important!!!
THE OPERATOR AND/OR ACCOUNT REP MUST RUN THE GMA READINESS REPORT WITHIN SMARTHQ TO DETERMINE WHETHER THE LOCATION NEEDS TO BE GMA MIGRATED. IF YES, REQUEST A MANUAL GMA MIGRATION AND ADD A NOTE THAT IT MUST BE PC-SWAPPED AT THE SAME TIME!

 

The following steps will demonstrate how to run the GMA Readiness Report in SmartHQ and determine if the location needs to be migrated.

  1. Open SmartHQ and ensure you are looking at the correct Org.

  2. Navigate to the GMA Readiness Report, and run the report for your location.

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  3. If it tells you that ZERO users will migrate, then there are only Blackboard accounts, and no GMA Migration is needed and you can stop here.

  4. If it tells you 1 or more users will migrate, then there are both Blackboard and 365 accounts, and a GMA Migration will be needed if any of the non-Blackboard users need to be on the kiosk when it is converted to V5.

  5. Within the GMA Readiness Report click the button in the top right to request a GMA Migration, and note that the PC-Swap must happen at the same time as the GMA Migration.

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    Note
    When the PC-Swap starts, Fulfillment will pass the Apriva credential info to the Implementation team. Implementation will enable GMA manually if a migration is not needed.

 

Installer Toolkit

Tool

Required for PC Swap

Required for 365 Secure Installation

Recommended

Cordless Drill

 

X

 

Screwdriver

X

X

 

5/16” Deep Well Socket

 

X

 

Mobile Phone with Camera

X

 

 

Spare PC

 

 

X

Spare 365 Secure Reader

 

 

X

Wire Cutter

 

 

X

USB Keyboard and Mouse

 

 

X

Spare OptConnect

 

 

X

Login credentials for ADM

X

 

 

 

PHASE 2: During Installation

Locating Your Serial Number

Check and see if your kiosk has a serial number sticker on the side. The serial number will begin with prefix “VSH” followed by six-digits.

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If it is there, take a picture of it, you will need it later for provisioning the V5 software. If it is not there, click the V5 Self Provisioning Flow - Operator link and follow the directions under Running Provisioner to obtain a barcode. 

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Checking All Peripherals

We recommend you check all peripherals to ensure they are in good working order before swapping out the PC.

  1. To check all the peripherals, access the Valet Exit screen by tapping the upper, left corner of the kiosk screen.

  2. Enter your PIN. Go to the Kiosk Settings to test the peripherals, which are:
    • Bill validator
    • Receipt printer
    • Credit Card reader

 

Cashing Out the Kiosk

If the kiosk has a Bill Acceptor, you need to run a Cash Out and remove the cash before starting the PC Swap.

 

Closing Out the Legacy PC

To run a Batch and Sync:

  1. Tap the upper, left corner of the kiosk screen to access the Valet Exit screen. 

  2. Enter your PIN.

  3. Go to the Kiosk Settings to find the Batch Credit Cards and Sync Kiosk.
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  1. Select the Batch Credit Cards and Sync Kiosk button.

    This process will sync the final transactions information stored on the kiosk and ensure that the credit card batch has been processed. This step may take several minutes to complete. Please wait for one of the following messages and then proceed as directed in the message. (You do not need to contact 365 Support if a successful message displays.)
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    Note: If you do not perform this step, you can potentially lose data and funding. This needs to be done before the PC is swapped.

  2. If you are installing the OTI Reader after the Batch and Sync, go to the next section, Upgrade the Credit Card Reader (Optional) for instructions.

    If you are not installing the OTI Reader, click Swapping the PC to continue to that section in this article.

 

Upgrading the Credit Card Reader (Optional)

If the kiosk you are working with has an old-style IDTech card reader (black card reader that is inset on the kiosk) then you will need to follow this section. If it already has the 365Secure card reader installed, skip this section. Click Swapping the PC to continue to that section in this article.

 

Verify Your Parts Kit!

  • Cordless Drill
  • 1 – 3/16” Drill Bit
  • Screwdriver
  • 4 – M4x 8mm Philips Head
  • 5/16” Socket
  • 4 – 6-32 Pan-head Screws
  • 1 – OTI Credit Card Reader (USB)
  • 4 – 6-32 K-nuts
  • 1 – G3 OTI Adapter Plate

 

 

Video Demo

Scan the QR code or click on the link to watch an installation video.

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Opening the Kiosk

  1. Insert a pencil or pen into the hole on the right-side of your kiosk. The Power button is inset about three inches inside that hole. Press the button and release it, then wait for the Windows Shutdown Process to complete.

    NOTE: Always shut the kiosk down using the Power button. Never unplug it to shut it off!

  2. Remove the two screws from the back of the top bezel of the kiosk.
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  3. Carefully open the kiosk. We recommend that you support the front of the kiosk in service position with a “Roller Stand”, which can be purchased from your local home improvement store.
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Installing the OTI Reader

Step 1

  1. Disconnect the connector on the back of the credit card reader and unplug the USB from the PC.
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  2. Carefully remove the cable from kiosk.
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  3. Remove the four nuts from the CC reader and pull the CC reader from the front of kiosk.
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Step 2

4. Install the OTI adapter plate on the inside of the kiosk by aligning the four holes on the corners.

5. It is very important that this orientation is correct. The slot opening must be oriented off-center and to the left (see photo below).
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6. Secure the adapter plate with the four Pan-head screws with the nuts on the inside of the kiosk.
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Step 3

7. Drill two - 3/16” holes (drill-bit included) by using the adapter plate as a template guide.
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8. Clean up any plastic shavings from the drilling process.

Step 4

9. Install the OTI Reader by feeding the USB cable through the slot of the adapter plate and aligning the four screw holes with the plate.

10. Use the four M4x 8mm screws to secure the OTI device on the kiosk. Be sure it is mounted in the correct orientation.
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Step 5

11. Route the USB cable behind the sound bar up to the PC and connect it to the open USB port.

12. Route the cable into the existing split loom cable protector, coil the excess cable, and secure it with zip ties as shown.
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13. Make sure the cable is properly routed and protected from pinching when the kiosk is closed.

 

Swapping the PC

For instructions on how to open the kiosk, click the Opening the Kiosk section in this article.

 

Video Demo

Scan the QR code or click on the link to watch an installation video.

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Process     

Step 1                                                                         Step 2

Remove one screw on the sound bar and                 Disconnect all the connectors.

move the bar to the side.

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Step 3                                                                            Step 4

Remove 2x screws from the PC mounting                   If present, remove the USB temp sensor

bracket.                                                                         gateway.

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Step 5

Install the new PC by reversing Step 5, Step 4, and Step 3. Use the longer screws provided to screw the PC back into the mounting bracket. 

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Closing the Kiosk

Make sure to plug the PC’s power cord in last. The kiosk will start powering up when the power cord is plugged into the PC.

  1. Carefully close the front of the kiosk and make sure no cables get pinched.
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  2. Align the kiosk front bezel with the screw holes and replace the two 10-24 Philips head screws.
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  1. The screws must be aligned perpendicular to the front surface of the kiosk.

 

Configuring the new CPU

Click the link below for information on configuring the new CPU and running Provisioner:

V5 Self Provisioning Flow - Operator

 

Tips & Tricks

  • Never unplug the kiosk if it is on, always use the Power button.
  • Always take a picture before you start disassembling.
  • It is easier to disconnect and connect the devices if the PC is slightly angled forward.
  • You will need a #1 screwdriver to remove the appropriate screws.
  • Use a “Roller Stand” or similar product to support the front of the kiosk during service.
  • Watch for pinched cables.
  • Hold wire cutters upside down to avoid damaging cables.
  • It is very easy to accidentally turn off the router power.
  • If the Fingerprint Reader is not giving clear readings, clean it:
    1. For the 4xxx Readers, clean the gel surface with sticky tape.
    2. Gently dab it with the sticky side of the tape. Do not rub it with paper or get it wet.
    3. Do not use industrial cleaners or solvents.

Click Cleaning Instructions for Multiple Devices for more information about cleaning your fingerprint reader.

  • When disconnecting a serial / DVI / VGA connector, often the post becomes unscrewed, use a 3/16” nut driver to fasten it.
  • Zip ties can be curled to make it easier to loop them through the holes.
  • Make sure the 2x screws on the back of the kiosk are in when the service is done.

 

PHASE 3: After Installation

Operator

Verify Network Connectivity via ADM

See Legacy & V5 - Network Connectivity Verification and Troubleshooting - Operator Guide for instructions on verifying the network connectivity status remotely or on-site.

 

Final Configuration Setup

  • If you use LightSpeed, you will need to setup your routes in ADM. Routes are not migrated.
  • Disable migrated Locations in SmartHQ if you do not want to see them on your Dashboard or get  reports anymore.

Important: You will need to set your tax rates and categories in ADM (These will not carry over from SmartHQ.) You must map the tax rates to the location AFTER the swap has been completed. You will also need to tie a tax category to each product.

View this article to see how to create and map tax rates: ADM Tax Mapping and Creating Tax Rates.

Note: This does not apply if you are using a VDI to manage your products.

 

Handling the Old Hardware

  1. Discard the old credit card readers.

  2. Return the old PCs to 365 using the same boxes in which the new PCs arrived.

    NOTE: PCs MUST be returned to 365 within 30 days of the swap to avoid losing your deposit.
  1. You can request 6 or 12 more PCs to continue your Valet to V5 upgrades. Twelve is the maximum you can request at one time.

Please download the PC Return Form and email it to pcswapteam@365smartshop.com.

Send the old PCs to 365 at the address below:

365 Retail Markets
PC Swap Returns
1738 Maplelawn Drive
Troy, MI  48084

 

PC-Swap Refurbishment Process

What happens to the PCs you remove and send back to 365?

  1. All dust and debris are removed.
    • The chassis is cleaned.
    • The hard drive size is checked.

  2. The hard drive size is checked.
    If the hard drive size is 250 GB, it is replaced with a new 500 GB drive.

  3. The date and time are checked in the BIOS.
    • If the date is off, the CMOs battery is replaced.
    • The CPU is then checked three days later to ensure the date and time are correct.

  4. All USB ports are checked.

  5. The network port is checked. 

  6. The BIOS firmware is updated. 

  7. The CPU is imaged with the current CentOS image. 

  8. After the imaging is completed, CPUs are checked to ensure they have the current CentOS image. 

  9. All CPUs are labeled with:
    • The initials of the person who processed the CPU.
    • The date the unit was processed.