Overview

The BT-VDI integration is a data feed between 365 Retail Market's ADM and 365 Company Kitchen’s Business Track (BT). Daily sales data in ADM will be pushed to the sales page in BT, enabling operators to use ADM for their daily business and reporting.  

Additionally, CK Compass will now be using the 365 Product line. 

System Impacts

ADM

CK employees will utilize ADM to manage the 365 Product Line. ADM will also be used for any sales reports related to the 365 devices that is required by the client. 365 Retail Markets will train CK Dinning employees on how to utilize ADM. 

BT

CK Compass will use BT for the following purposes:

• Invoices (Catering): BT will be used to generate and create invoices for the client. The client will continue to use the invoice payment site for all invoice payments. This will ensure all invoices are transitioned to the sales page for CK Compass Finance team to perform the daily export to their ledger.
• Payables (Inventory): BT will be used to manage all raw inventory goods
• Market Sales: The summary sales will post to sales page, but will not be available for any line level reporting (i.e. transaction report, am pm sales, item sales reports, ets). The BT VDI will post the sales that occurred at the RT and reported to ADM to the sales page within BT. Please note these sales will not post to any other reports. To get sales reporting for the client, the operator will need to use ADM.
• Daily Exports: BT will be used to generate daily export related to invoicing, payables, and market sales
• Remittance: Markets that are transitioned to an RT will no longer be processed through the remittance. Sales will be processed through the EFT and paid to CK Compass bank.

Register: Hardware Changes

Before this transition, CK Compass had around 11 CK registers in the field. These CK registers were running Ubuntu 12.04, which is near the end of its lifecycle and no longer receiving software updates.

Operators are to replace all CK register hardware with 365 RTs in cashier mode, which run on Ubuntu 20.04 ensuring that the system will remain up-to-date. 

Coincidentally, Compass Canteen has a security initiative to get all devices running a newer supported Ubuntu version. Therefore, this goal meets Compass Canteen's security project. 

Hardware Ordering Process

For Existing Accounts

1. Contact the Accounts Sales Agent to order equipment. Provide the below information:
   • Operator Name
   • Market Name
   • Hardware Type - RT in Cashier Service; Gen3 (which is the V5 Kiosks); Pico Market
   • Setup account for BT-VDI integration
2. Enter the menu in ADM. Ensure the UPC codes of the products in BT match the menu that is created in ADM. If the UPC codes do not match and a sale occurs at the RT device, the sales will post to Missing Sales within BT.
3. When using RT in Cashier Service and integrated with BT, ADM will need to be configured with a single tax.
4. CK Team members will call CK Support to remove the account from remittance. This must be done at the same time that the equipment is swapped out, or you may miss a payout on the CK Remit.

For New Accounts

1. Complete setup manager in BT to create a BT account. For account sales, write in notes the section “This order is not for hardware, this is for BT-VDI integration only”.
   • This account is needed for when the BT-VDI is implemented, and market in ADM has a place to post the sales within BT.
   • This needs to be completed before contacting the Account Sales Agent to place order to ensure the ID’s are configured in BT for the BT-VDI integration.
2. Contact Account Sales Agent to order RT in Cashier Service for new install. Provide the below information:
   • Operator Name
   • Market Name
   • Hardware Type - RT in Cashier Service; Gen3 (which is the V5 Kiosks); Pico Market
   • Setup account for BT-VDI integration
3. Enter your menu in ADM/BT, ensuring the UPC codes match between the two systems. If the UPC codes do not match and a sale occurs at the 365 device, the sales will post to Missing Sales within BT.
   • ADM - Template to be utilized for product upload.
   • BT - Import function available.
4. When using RT in Cashier Service and integrated with BT, ADM will need to be configured with a single tax.

ADM Sales Error Reporting

The ADM Sales Error reporting within BT will need to be run if there are sales values in the “Uncategorized Sales” line of a sales page for the market. Be sure to run the report under the Operator name that has the market with “Uncategorized Sales."

The operator can handle Uncategorized Sales errors by managing the ADM Sales Error report or by viewing the daily export. If there are any sales posted to “Uncategorized Sales”, notify unit managers to perform the following Market maintenance steps.

1. Gather the UPC code from the ADM Sales Error Report within BT. The report will provide:
   • the UPC code of the item sold at the kiosk
   • the date of the initial sales
   • the date of the last sale that occurred
   • a count of units sold of the product
2. Go to ADM to look up the UPC Code to capture:
   • Item Name
   • Item Code
   • UPC Code
   • Cost
   • Price
3. Go back to the market in BT and enter the item in the POS Menu with the following information:
   • Item Name
   • Item Code
   • UPC Code
     • This field must match the UPC in ADM. If it does not, the VDI will not find a match and the sale will flow to “Uncategorized Sales” on the sales page in BT.
   • Cost
   • Price
   • Group
   • Order Type
4. Once the item has been added to BT with the matching UPC code, go back to the ADM Sales Error Report within BT and click “mark as resolved”. This will clear the current sales errors. If the item was added to BT correctly, this will stop all future errors on the item from occurring.
5. Repeat the process until all errors are resolved.

FAQ

Can the integration be used for both market and dining locations?

Yes, the integration will work for any hardware type. When ordering hardware for an existing or new account be sure to communicate that this is for the BT-VDI Integration.

How often will sales flow from ADM to BT?

The sales will transfer to BT once the sales posts to ADM from the kiosk. The sales will process in close to real-time.

Can I add items without a barcode?

No - a scancode is a required field in ADM. Items without barcodes will need something entered in the scancode field so they can be imported.

How do I add or update new products in my MicroMarket?

The operator will manage products in ADM and BT. ADM will manage the selling price at the RT device , as well as all reporting. If an item is already in the BT menu, then no changes are needed within BT. For all new items, they will need to be added to ADM, then added to BT for the purpose of the BT VDI integration. You will need to ensure the UPC matches between ADM and BT for the sales to transfer.

What should be done if sales are hitting “Uncategorized Sales” line on the sales page?

A sale will post to the "Uncategorized Sales" line if the product was set up in ADM but a matching product was not found in BT. 

If there are values in “Uncategorized Sales” in BT and the issue has been resolved, when will past sales related to the item move to the correct group?

The past sales will not move from Uncategorized Sales to the appropriate group. Once the error is fixed, all transactions from that point forward will post to the correct group and no longer post to Uncategorized Sales.

How does an Operator fix sales hitting “Uncategorized Sales”?

On the main page in BT, choose “Select external dashboard page”, click the drop-down and select “ADM Sales Errors”, then select GO.

The operator will want to look up item in ADM and add the item to BT (making sure the UPC code is correct in both ADM and BT). Once item is added to the market, click “Mark As Resolved.” Moving forward, all sales of that item will post to the correct group.