System Administrator’s

Guide
4.4

Copyright 2008
MICROS Systems, Inc.
Columbia, MD USA
All Rights Reserved

MD0015-032
 Table of Contents

Table of Contents
Preface...........................................................................................................................iii
Declarations ....................................................................................................................... iii
Concepts & Themes .......................................................................................................1
User Interface (UI) Basics ...................................................................................................1
Charts .................................................................................................................................10
Reports ...............................................................................................................................12
Organizational Hierarchy...................................................................................................24
Reporting Hierarchies ........................................................................................................25
Organizational Hierarchies vs. Reporting Hierarchies ......................................................27
Users ..................................................................................................................................28
Category Groups ................................................................................................................29
Normalizing Data from Multiple Sites ..............................................................................29
Alignment ..........................................................................................................................31
Theoretical Labor...............................................................................................................35
Admin Menus...............................................................................................................39
Overview............................................................................................................................39
Portal Administration.........................................................................................................40
Warehouse Administration ................................................................................................41
Documentation Administration..........................................................................................43
Store Download .................................................................................................................43
Portal Administration ...................................................................................................44
Portlet Administration........................................................................................................44
Users and Roles .................................................................................................................44
Create Outage Alerts..........................................................................................................54
Organizational Structure ....................................................................................................55
Report Mail Configuration.................................................................................................59
Warehouse Administration...........................................................................................65
Reporting Hierarchies ........................................................................................................65
Category Groups ................................................................................................................68
Master Items ......................................................................................................................70
Reports ...............................................................................................................................74
Theoretical Labor...............................................................................................................76
Forms .................................................................................................................................76

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Miscellaneous ....................................................................................................................84
Documentation ...........................................................................................................129
Overview..........................................................................................................................129
View.................................................................................................................................129
Download.........................................................................................................................130
Flash Training ..................................................................................................................130
Links ................................................................................................................................131
Store Download..........................................................................................................132
Overview..........................................................................................................................132
Links...........................................................................................................................135
Overview..........................................................................................................................135
News ................................................................................................................................136
MX Weather ....................................................................................................................136
Manager’s Log .................................................................................................................137
Miscellaneous Tasks ..................................................................................................138
Overview..........................................................................................................................138
Audit & Analysis .............................................................................................................138
Enterprise Maintenance Services (EMS) .........................................................................139
iQuery ..............................................................................................................................140

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 Preface

Preface

Declarations Warranties
Although the best efforts are made to ensure that the information in this manual
is complete and correct, MICROS Systems, Inc. makes no warranty of any kind
with regard to this material, including but not limited to the implied warranties
of marketability and fitness for a particular purpose. Information in this manual
is subject to change without notice. No part of this manual may be reproduced
or transmitted in any form or by any means, electronic or mechanical, including
photocopying, recording, or information recording and retrieval systems, for
any purpose other than for personal use, without the express written permission
of MICROS Systems, Inc. MICROS Systems, Inc. shall not be liable for errors
contained herein or for incidental or consequential damages in connection with
the furnishing, performance, or use of this manual.

Trademarks
Acrobat Reader® and FrameMaker® are registered trademarks of Adobe
Corporation.
Microsoft®, SQL Server™, Excel®, Windows® are either registered
trademarks or trademarks of the Microsoft Corporation on the United States
and/or other countries.

Design and Production

This manual was written with Adobe FrameMaker 8.0 and SnagIt 8.0.

Printing History
New editions of this manual incorporate new and changed material sine the
previous edition(s). Minor corrections and updates may be incorporated into
reprints of the current edition without changing the publication date or the
edition number.

Edition Month Year Software Version

1st July 2006 4.1
2nd July 2008 4.4

myLabor Marketing Preface

Overview iii
 Concepts & Themes
User Interface (UI) Basics

Concepts & Themes

This manual assumes the reader is familiar with POS Systems, preferably one from
the broad variety of MICROS hospitality products. Many of the concepts discussed
in this section builds upon that knowledge and uses POS analogies to describe the
mymicros.net product.

Note Table Service, Quick Service, and Leisure & Entertainment

will typically have slightly varying information displayed.
This document has been developed to encompass as many
different types as users as possible.

This section also includes information on General Administration, such as basic

functionality, establishing alignment, and creating portal users and roles.

User Interface From the portal, you will be able to access the areas in mymicros designed to help
(UI) Basics make your organization more productive and efficient. Standard tasks available in
the mymicros portal are:
Š Charts
Š Reporting
Š Links
Before diving in to the typical functions of the portal, be sure you have a good
understanding of the basic concepts and ideas behind the portal itself.

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User Interface (UI) Basics

Page Layout The mymicros UI contains two sections. There is a left navigation pane, which
includes the various portlets and areas accessible to the user, and then there is the
display page, which reflects data according to the selections made from the left
navigation pane.

Additionally, in the upper left hand corner, you will see the name of the individual
logged in, that individual’s user role, the organization name, and the date.
In the top right corner, you will notice a top menu bar with a few options on it. For
more on this tool bar, refer to Configuring Content, Layout, & Preferences.

Navigation The mymicros portal provides a simple point-and-click interface. Feel confident
that when you make a selection, like Reports, you will see information pertaining to
and about Reports, and likewise with other categories.

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LEFT NAVIGATION/PORTLETS
On the left side of the page, you will see a left navigation area. mymicros calls
these “portlets”. You may click on the headings of the portlets to reveal potential
areas of importance to you; as you select headings, the open portlets collapse:

Click the sub-headings with the red balls next to them to display that item in the left
pane:

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Configuring MYPAGE
Content, Layout, The myPage is the first screen displayed to users when they log into the Portal. It
& Preferences can be thought of as the homepage for the user. mymicros allows you the ability to
change your myPage settings.By default, the mymicros Implementation Group has
already configured your myPage, but if you decide you would like to include
additional charts or reports, change the color scheme, or resize any of the window,
you may do so by selecting options from the top menu bar located in the top right
area of the default page:

Enabling my2ndPage and my3rdPage

By default, users have one myPage. However, MICROS supports up to three
“myPages”.

The steps to update the Contents and Preferences of my2ndPage and my3rdPage
are identical to the steps used to update myPage. For more information on
configuring the my2ndPage and/or my3rdPage, please refer to Administer Roles.
CONTENTS
To update the Contents of your myPage:

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1. Click Contents from the top menu bar. The page will refresh and a new window
similar to the following will appear:

2. Enable the check boxes next to the options that you would like to see displayed
on your myPage.
3. When you have made all your selections, click Save from the top menu bar.
Making Contents Available
In the screen shot above, objects like the Adjustments Chart, Daily Operations, MX
Weather, and News are available to be displayed on the myPage. Objects will only
be available in this list if they are designated as such within Portlet Administration.
To make objects available in the contents selection screen:
1. Navigate to Admin | Portal | Roles | Portlets
2. Select a user/role and click Configure from the top menu bar

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3. Select a Role Portlet and click Edit from the top menu bar

4. Enter the information in the fields provided - enable the Enable myPage option
bit

5. Select Save from the top menu bar

6. Log out of the Portal and then log back into the Portal

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The portlet will now be available in the Contents Selection Screen:

LAYOUT
Since you have added new reports/charts to your myPage, you will need to update
the Layout. To update your myPage Layout:
1. Click Layout from the top menu bar; a pop-up window will appear with
instructions:

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2. To change the size of the windows, select the darkened squares in the bottom
right corners and drag the windows to the desired size (circled in red):

3. To move the windows to another area of the page, select the center of the
window and drag the window (circled in red):

4. When you have made all your adjustments, click Save from the top menu bar:

PREFERENCES

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You may set up preferences for the portal. To update preferences:

1. Click Preferences from the top menu bar. The page will refresh and a new
window similar to the following will appear:

2. Update the fields as desired. Options include:

Field Description
Language Specify the default language for myPage
Please note that this setting is dependent on
browser configurations and required language
files to operate successfully.
Time Zone Specify the time zone for your myPage
Style Select a style: Classic (dark blue & orange) vs.
Lite (light blue & white)
Remember Report Enable this option if, when you filter your reports,
Selections you would like the portal to maintain the filtering
selection
First Login of the Select what type of content you want to see when
Day logging in for the first time each day: myPage or
your Home Report (must be configured)

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Charts

Field Description
Subsequent Logins Select what type of content you would like to see
when logging in all subsequent times after the first
login of the day: myPage, Home Report (must be
configured), or to be Prompted
Current Home Displays the current home report selection
Report
3. When all selections have been made, click Save from the top menu bar

Charts Many people use graphical representations of data as a method of interpreting and
understanding information. mymicros Charts are a quick, easy way of graphically
viewing information. Sales and figures can be broken into parts and shown color
coded in a graph.

Features & You may select the Dimensions and Measures of any chart by mouse clicking
Functionality anywhere in the chart after the chart has loaded. Dimensions and Measure options
are directly related to the chart displayed. This means that you will not find labor
selections for the Adjustments Chart, nor will you find order type selections on the
Posting Performance Chart.

Chart Style There are three different types or styles for charts. Charts may be displayed as Bar,
Plot, or Stacking Bar. These chart styles may be specified via Dimensions and
Measures.

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Charts

BAR CHART

PLOT CHART

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STACKING BAR CHART

Standard Charts Standard Charts include:

Š Adjustments Chart
Š Labor Chart
Š Operations Chart
Š Order Types Chart
Š Sales Chart
Š Dining Time Chart
Š Posting Performance Chart

Note Depending on user privileges, you may or may not have

access to all charts listed.

Reports mymicros.net offers some of the most comprehensive reports available for the
hospitality business. Some of the more popular reports are the Daily Operations
report, which shows all totals at a quick glance for an entire enterprise or just one
selected store for the previous day’s activities. Other critical reports include
Today’s Operations, which provides near real time totals (updated every 15
minutes) for the current days transactions.

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Reports

For added ease and flexibility, MICROS has developed reports that are specific to
an industry’s “type”, meaning that whether you are a fine dining establishment,
casino, or fast food restaurant, we have reports that have been specifically designed
to meet the needs of those organizations.

Report Types There are three classifications of reports which are assigned to organizations. The
organization type determines what classification of reports will be available.
TSR REPORTS
TSR Reports are reports specifically designed for Table Service Restaurants (TSR).
Information specific to table service restaurant may include things like table turn
times, valet parking, or appetizer and bar sales. Essentially, in these types of
establishments, positions like servers, hostesses, bartenders, bus boys, etc are the
standard.
QSR REPORTS
QSR Reports are reports created for Quick Service Restaurants (QSR). A quick
service restaurant can generally be described as fast food or restaurants where table
service is not supported. At these types of establishments, statistics on revenue
center (i.e., register 1, register 2, drive-thru, etc.) or cook time per check may be
more important.
L&E REPORTS
L&E Reports are reports that have been enhanced to include information that would
be more relevant to our Leisure and Entertainment customers. For example, cruise
ships, casinos, or stadiums might find these reports more informative. Furthermore,
L&E Reports have been further broken down in to those with labor tracking and
those without labor tracking.
Š LES Reports - do not include labor
Š HLT Reports - include labor
COM REPORTS
COM stands for Common Currency. COM Reports are usually assigned to
organizations that have international locations. COM Reports translate all currency
into a base currency for the purposes of reporting. For example, a United States
based company has locations in Canada, England, and Portugal. Since the company
is headquartered in the United States, all monetary values, i.e., the Canadian Dollar,
the English Pound, and the Euro, will be displayed as US Dollars.

Features & Reports can be manipulated in various ways, from specifying the time period of the
Functionality information reported to the types of details found on particular reports.

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Reports

On the Modify Report tab, a number of filtering methods exist.

You can filter by Business Dates, Locations, Revenue Centers (RVC), and in some
circumstances, Order Types. These filtering techniques will be discussed in greater
detail in the Filtering Reports section.
The Preferences Tab

The Favorite Tab:

Export to Excel/PDF/Notepad:

FILTERING BY BUSINESS DATES

You can use the drop-down list to select a the specific dates for the report to run.
Options in the drop-down list include:
Š Most Recent
Š Financial Week to Date
Š Past 7 Days
Š Today
Š Yesterday
Š Month to Date
Š Financial Period to Date

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Š Please Select - this will open a calendar from which to select (Power Selection)

By clicking on the drop-down list heading, Business Dates, you will be directed to
another page where you can free select date(s).

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Not all of these options will be appropriate or available for all reports. An example
of this is the Today's Operations Reports. Because they are specifically reporting
“today's” details, the viewing of “Month to Date” is impossible. There are many
reports that are set up to display only a pre-determined period of time.

Select a single day by Select an entire week by Select the weekdays by

clicking on just that day clicking the arrow to the clicking the column
single day. left of the row. heading.

Select an entire month Click and drag the Select a group of dates
by clicking the month mouse to select a date by clicking and holding
name. range. Ctrl .

If your organization has created a separate financial calendar to match your fiscal
year, you can select that financial calendar in View.

Click one or more dates in the calendar grid for specific dates. The selected date is
highlighted in green, and that date displays in the Selection window.

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FILTERING BY LOCATIONS
Reports can be viewed by individual or multiple locations. Using the Locations
drop-down filter, you can isolate one location for which reporting information will
appear.

By clicking on the drop-down list heading, Locations, you will be able to select
multiple locations for which the reporting information will be available. To operate
the location selection page, highlight the locations to be viewed and click Add. If
you made a mistake, highlight the location from the Selection box and click
Remove.

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FILTERING BY REVENUE CENTERS

Reports can be viewed by Revenue Center (RVC) as well. Using the Revenue
Center drop-down filter, you can isolate one RVC for which reporting information
will appear.

By clicking on the drop-down list heading, Revenue Centers, you will be directed
to another page where you can free select RVCs. To operate the RVC selection
page, highlight the RVC(s) to be viewed and click Add. If you made a mistake,
highlight the RVC from the Selection box and click Remove.

Order Types
Order Type filtering is used with Quick Service Restaurant (QSR) reports. Using
the Order Types drop-down filter, you can isolate one order type for which
reporting information will appear:

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By clicking on the Order Types heading, you will be directed to another page where
you can select order types using check boxes. You may also select all or clear all
selections:

Optional Filters
These filters provide the ability to streamline existing reports, as well as future
reports. Reports can be created to display the precise information a customer needs.
These customizable filters can be especially useful when viewing menu item
reports and other reports where a large amount of information exists.

Note Optional Filters are not standard. For customized filters,

please contact your MICROS Account Representative to
submit your request to the MICROS Professional Services
Department.

These customized filters allow the user to run reports and view information based
on a selected criteria. Not all filters are the same and parameter selection will vary
depending on the report. There are three general means by which to filter:
1. Free Entry/Input Box - this is a blank field where users can manually free type
search criteria. This would be useful, for example, if a search is performed by
check number. The user would enter the check number, click Run Report, and
generate a report with only that check on it.
2. Drop-down from a Database Table - to have available filter choices be based on
current values in a database table, a drop-down list can be created using this
method.
3. Drop-down from Enumeration - to have available filter choices to be based on
pre-set information, a drop-down list can be created using this method.

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THE PREFERENCES TAB

You can save changed report parameters as the new default.

Select the Preferences tab on the Modify Report menu at the top of the screen.
Select Save. When you select this report from the side menu in the future, it runs
with the parameters you saved.
Select Save As to create a customized alternate version of this report, which
displays under its own name in the Other Reports portlet.

THE FAVORITE TAB

You can designate specific reports as your favorites. These reports display in the
Reports side menu, even if they were originally listed under More Reports. Favorite

reports are marked with a star , instead of a red ball .

Launch a report, then select the Favorite tab on the Modify Report menu. Select Set
Favorite. The report displays in the side menu, with a gold star beside it.

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Set a Home Report

You can select one report to be your Home Report. The Home Report launches and
displays immediately whenever you log in.

Launch a report, then select the Favorite tab on the Modify Report menu at the top
of the screen. Select Set as Home Report. Each time you log in, this report will
launch.
Enable/Disable Auto Run
By default, reports are always set to auto run. This means that, when a user clicks
on a report, the report will “automatically run”. If you opt to disable the auto run
feature, you will need to click the Run Report option every time you attempt to
access the report.
This feature is only available on a report-by-report basis, meaning that you will not
be able to disable the auto run feature for all reports - only one report at a time. To
disable auto run, you will need to click the Disable Auto Run option. A
confirmation dialog box will appear:

Subsequently, when you attempt to access that report in the future, you will be
required to make some sort of selection, be it business date or location, and click
Run Report before any report will appear:

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EXPORTS
After a report is run, it can be exported in a variety of file formats. Select one of the
export icons from the Modify Report menu at the top of the screen.

Portable Document Format (PDF)

To export in .pdf format, you must have Adobe® Acrobat® Reader®, version 5.05
or higher, installed on the PC you are using.
Select the Adobe® Acrobat® icon and the system launches Acrobat® Reader®,
loads the report as an Acrobat file, and displays the file on the PC. You can then
save the file, in .pdf format, from the Acrobat® Reader® menu bar.
Adobe® Acrobat® Reader® can be downloaded without charge from Adobe
Systems, Inc. at http://www.adobe.com/products/acrobat/readstep2.html. Acrobat®
Reader® is used for all MICROS documentation, so it's a good idea to have this
application loaded on your system anyway.
Earlier versions of Adobe® Acrobat® Reader® (v4, etc.) may not offer the Save
feature.
Excel Workbook
To export in .xls format, you must have Microsoft® Excel 2000 or higher loaded on
the PC you are using.
Select the Microsoft® Excel icon and the system launches Excel, and displays the
report as an Excel workbook file. You can then save the file in any of the formats
supported by Excel: as a Microsoft® Excel workbook, as a text file (.txt), as a
formatted text file (.prn), or in the format used by several other popular spreadsheet
products.
Comma Separated Values
Select the Comma Separated Values icon to export in (.csv) format. The report is
exported in this format to a separate browser window. You can then save this to
your hard disk in hypertext (.html) or text (.txt) format.

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DRILLING DOWN
Many reports provide the ability to “drill down” to see greater detail. For example,
from the Daily Operations Report, you may click on Net Sales link to reveal the
Sales Mix Summary Report. From the Sales Mix Summary Report, you may click
on an Item Group to reveal the Sales Mix by Item Group Report. Then, from the
Sales Mix by Item Group Report, you may click on the Item Group Name to reveal
All Checks. From the All Checks Report, you can click on the check number to
show the Check Detail for that check:

This procedure is known as “drilling down”. Many reports offer this feature.
Anytime the mouse pointer changes to a little hand, you will be able to drill down
and see greater detail.

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Organizational Hierarchy

Report Categories Standard Report Categories include:

Š Summary Š Daily Detail
Š Today’s Detail Š Comparison Reports
Š Employee Reports Š KDS Reports
Š Menu Engineering Š Alignment Reports
Š Admin Reports
For more information on Reports, please refer to the myMicros Standard Reports
manual.

Note Depending on user privileges, you may or may not have

access to all report categories listed.

Organizational The Organizational Hierarchy is an outline of the enterprise and its restaurants. As
Hierarchy part of the installation process, MICROS created a hierarchy based on information
supplied by the enterprise. The resulting structure may be organized by geographic
location (Eastern District, Western District), by ownership (Franchise stores,
Corporate stores), or in any way that is meaningful to the enterprise. The hierarchy
has three purposes:
1. It ensures every location is included and is able to post totals to the data
warehouse - these totals are then included in various reports.
2. It lays the groundwork for user privileges, determining who is allowed to see
what types of data.
3. It controls how charts display information in the portal.
This hierarchy does not affect reporting in any way. Customized reports can be
created for any combination of restaurants regardless of how the Organizational
Hierarchy is laid out.

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Reporting Hierarchies

The Organizational Hierarchy is composed of locations (individual restaurants),

and levels (groups of locations or groups of levels). There is no limit to the number
of levels, or the number of layers of levels, that can be created.

As the enterprise grows, new locations will have to be added to the Organizational
Hierarchy. A corporate reorganization that drastically alters manager privileges
may also require changes in the Organizational Hierarchy.
For more information on creating and modifying Organizational Hierarchy, please
refer to Portal Administration.

Reporting A Reporting Hierarchy is a combination of locations (restaurants) that are

Hierarchies grouped together for reporting purposes. An infinite number of Reporting
Hierarchies can be created that use the same locations in different combinations.
Like the Organizational Hierarchy, Reporting Hierarchies are composed of levels
and locations-- the same locations that are listed in the Organizational Hierarchy.
Once a Reporting Hierarchy is created, any number of reports can be run against it
to measure sales, costs, etc.

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Reporting Hierarchies

In the example diagrams below, the Columbia location belongs to several

Reporting Hierarchies, each of which tracks data in different ways. Reports can be
run against any of these hierarchies.

In our example above, our pink shaded Columbia location can be sorted a number
of different ways. Depending on what settings are best for the user, any of these
formats are acceptable.

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Organizational Hierarchies vs. Reporting Hierarchies

Organizational The following chart outlines how organizational hierarchies differ when compared
Hierarchies vs. to reporting hierarchies. True, both rely on a parent-child structure, however the
formats can vary greatly.
Reporting
Hierarchies Organizational Reporting
Number One allowed Multiple hierarchies can be
created
Membership An individual restaurant can An individual restaurant can
have one and only one place have only one place in a
in the hierarchy hierarchy, but you can create
as many hierarchies as needed
Administration Typically controlled centrally Possibly centrally controlled
by one person, the system by a system administrator, but
administrator any portal-literate district
manager might be given
authority to create as many
reporting hierarchies as
necessary to conduct
personalized reporting
Time frame Usually configured only once Can continually change to
during primary installation. focus on new reporting needs
Can be modified at a later and areas of concern
date if necessary
It controls... ... how charts display ...collection and assembly of
information reporting totals
...role privileges (who sees
what)
3700 Analogy Workstations are assigned to You can create multiple
specific revenue centers, versions of the RVC Detail
which in turn are part of the Report and store them for
system. This hierarchy repeated use. One version
probably does not change may focus on all RVCs, or
must after initial installation include some RVCs and
exclude others. Some
versions may focus on
different time periods. Each
RVC appears on a report only
once, but multiple reports can
be created.

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Users

Users The user structure determines the types of users in the enterprise, and what level of
information they are allowed to view. Users are assigned to roles, and the roles are
granted specific privileges and areas of access. Roles are similar to the Employee
Class in a MICROS POS: they determine what their members are allowed to see
and do.

The enterprise is supplied with four default roles at the time of installation.1
Š The System Administrator is a superuser, and is able to access every area of the
enterprise, perform every action, and make any change.
Š The Enterprise Manager is a more restricted user. The Enterprise Manager is
allowed to see numbers and data across the enterprise, but is not able to make
any system-wide configuration changes.
Š The Store Manager is an even more restricted user than the Enterprise Manager.
The Manager is able to access only restaurant-level reports and functions
assigned specifically to him/her.
One superuser and one manager role may not be enough for your enterprise. You
may decide to add intermediate roles for positions such as district managers,
accounting staff, etc. A starting point in creating a user structure might be to take a
look at the enterprise’s internal organizational chart, and consider each member’s
area of authority. For example, a restaurant manager may be able to access reports
and charts for a single restaurant, a district manager may have access to information
for several restaurants, and a CEO has access to information across the entire
enterprise.

Note MICROS recommends assigning the appropriate default roles

to users, not using the default roles for log in purposes.

Role Portlets are “portals within the portal” that are available to members of a role.
Role portlets may contain charts, reports, other portlets, or links to other web pages
(URLs).
Report Roles are those reports that are available to members of a role.
Comparison of User terms: mymicros.net vs. POS

mymicros.net MICROS POS Analogy

Role Employee Class
User Employee

1. There is a fourth default role, the Store Download. This role is used typically at the time of the ini-
tial installation and is usually managed by a MICROS Representative. It is not intended to be a
user role as its sole function is to download and install the communication piece.

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mymicros.net MICROS POS Analogy

Role Portlets Features and actions that members of this Employee Class
can view, perform, or authorize, as defined in Employee
Class Privileges.
Report Roles Reports available to members of this Employee Class

Category Groups A category group is a collection of database items that are combined for reporting
purposes.
MICROS POS systems use this concept for menu items. For example, menu items
can be organized into major groups and family groups. Reports can then be run
against one or more of these groups. There is no hierarchy required - family groups
do not necessarily have to be a subset of major groups.
Please note, there is no limitation to the number of groups that can be created for
reporting purposes in mymicros.net. Also, an infinite number of levels may be
created to for complex hierarchies if need be. Keep in mind that groups can be
created for not only menu items, but also tenders, discounts, service charges,
revenue centers, and taxes.

Normalizing Data The biggest challenge in creating an enterprise database is normalizing data posted
from Multiple from different restaurants, into one consolidated enterprise reports. This means
taking every piece of data that each and every store is tracking and converting it
Sites into one uniform classification that can be used to create comprehensive and
complete reports.

Simplifying Unless all of the restaurants are using MICROS Enterprise Management, or unless
Normalization the staff that administers all of the databases is disciplined to a fault, the names and
object numbers for database items will be different in various stores. This can make
it difficult to create consolidated reports.
For the average data warehouse, this is an enormous stumbling block. Fortunately,
the Enterprise Information Portal uses a superior data warehouse, capable of
accomplishing this arduous task. Data items from different POS systems, or
different data items from the same POS system, can be normalized to allow
consolidated enterprise reporting.
The myInsight Data Warehouse addresses the normalization issue with the
following features:
Š A Master Item is designated in one specific store for each data item: menu
items, discounts, etc.

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Š Similar items from other stores are aligned to this Master Item.
Š Aligned items print as a single line item on detail reports, as if they were
identical items.
Š When the myInsight Data Warehouse encounters a new (unaligned) item, it
attempts to align it automatically to an existing Master Item.
Š If the system cannot align a data item automatically, the item appears on
exception reports for the System Administrator to review.
Š The System Administrator can align data items manually.
Š Master Items can be given multiple aliases. An alias is an alternate name that
the automatic alignment process can use when attempting to find a match for a
new data item.

Master Items Similar database items may have different names, sizes, and prices in different
restaurants' POS systems. However, they may be alike enough that the enterprise
wants to combine them into a single item for reporting purposes. For an explanation
on how this is possible, please see the example below.
Four restaurants of the same enterprise serve a variation of the same menu item:

Columbia Naples Los Angeles Chicago

Menu Item Name Co-Cola Cola Cola-Pop Soda
Price 1.29 1.25 1.00 1.50
Number Sold 100 200 300 400
Yesterday

The organization decides that the Columbia location will be the master store,
therefore the menu item Co-Cola is designated as the master item. The others will
be aligned to this master item so that mymicros.net can generate consolidated
reports. Sales and revenue data are combined, and appear as a single line item.
A menu item sales report will display the following reports totals for the period of
“Yesterday”:

Menu Item Number Sold* Revenue**

Co-Cola 1,000 1,279.00

* 100 + 200 + 300 + 400 = 1,000

** (100 * 1.29) + (200 * 1.25) + (300 * 1.00) + (400 * 1.50) = 1,279.00

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Alignment

MICROS specifies the Master Store based on the information provided by the
customer during the initial Site Setup.

Note MICROS recommends that organizations using Enterprise

Management (EM) designate the EM Server as the Master
Store.

For menu items, multiple restaurants can be used to define master items. This is
especially useful in an enterprise that includes different restaurant concepts. For
example, the chicken items at the Columbia store could be designated as master
items, along with the seafood items at the Naples store, and the pizza items from
Chicago.
For all other master items (discounts, tenders, tax, etc.), a single location is
designated as the master restaurant, but a different restaurant can be the master
location for each item. For example, Las Vegas might be the master location for
discounts and Columbia could be the master location for menu items.

Alignment When one of the stores in the enterprise enters a new item in its database, that item
may be similar to an existing database item. If so, it can be aligned with an existing
Master Item in the Data Warehouse, so that report totals for the two items can post
as a single line item.
The data warehouse will try to do this by itself. The automatic Alignment process
compares the new item to existing Master Items. If there is a match, the new item is
aligned to the Master Item, and treated as the same item for reporting purposes.
Inevitably, some database items will elude this process, and will not align
automatically. When this occurs, the Sys Admin must align the new item using a
Manual Alignment menu.
The types of categories which can be aligned include the following:
Š Accounts Š Activities Š Adjustments
Š Allowances Š Cashiers Š Cost Centers
Š Cost Groups Š Discounts* Š Employee Classes
Š Family Groups* Š Financial Managers Š Financial Manager
Configuration
Š Forecast Day Š Forecast Elements Š Job Categories
Parts
Š Job Codes* Š Labor Categories* Š Major Groups*
Š Menu Items* Š Order Types* Š Reason Codes

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Š Revenue Centers* Š Service Charges* Š Taxes*

Š Tender Medias* Š Units of Measure Š Vendors
The above mentioned categories also include alignment categories for the myLabor
and myInventory Product. Since myLabor and myInventory both operate via the
Enterprise Information Portal (EIP), they have been included in this list. Items
marked with an asterisk (*) are those which will specifically be used to carry-out
mymicros.net functions.

Alignment & The following points illustrate the automatic and manual alignment processes.
Aliasing 1. During installation of mymicros.net, Master Items for menu items, discounts
etc., are defined based on Master Store selection. At this point, database items
are not aligned.

Note For organizations implementing the Multiple Master Store

Feature, Master Items may be defined separately.

2. Totals for all stores post to the data warehouse approximately every 15 minutes
via the RTA2
3. Unaligned data (items that are not aligned to a Master Item) post as separate
line items on detail reports. The database descriptor is followed by the store
number entered in the Locations menu. If no store number exists for a location,
the first eight characters of the location name display.

Menu Item Number Sold Revenue

Co-Cola 100 129.00
Pop-Cola/Los Ange 125 250.00
Cola/2798 100 300.00
Soda/5210 400 600.00
Co-Cola/2322 200 400.00
Co -Cola/4065 50 62.50

In this example, the menu item Co-Cola at the Columbia store is the Master
Item. The other menu items post as separate line items on reports. Note that the
Los Angeles store does not have a store number recorded in the Locations
menu.

2. The RTA is sometimes referred to as the .Connect Agent. These terms are used synony-
mously. In this document, the term RTA will be used

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4. Once each day, the data warehouse attempts to automatically align data items.
Typically, this takes place at 6:00 A.M. EST. Alignment can be based on
matching any one of the following:
Š Name1
Š Name2 (menu items only)
Š POS Number (in a MICROS POS, this is the object number)
Š Name 1 and POS Number.
Using the POS number requires absolute confidence that all restaurant
databases are completely identical. It is recommended only for enterprises
using MICROS Enterprise Management or its equivalent.
In our example, the Alignment Rules are set to compare menu items based on
the Name1 field. Using this rule, the data warehouse aligns the menu item from
the Dallas store (Store 2322) to the master item from the Columbia store. Items
from Columbia and Dallas are now treated as a single line item in detail reports.

Menu Item Number Sold Revenue

Co-Cola 300 529.00
Pop-Cola/Los Ange 125 250.00
Cola/2798 100 300.00
Soda/5210 400 600.00
Co -Cola/4065 50 62.50

Note that the last item in the list did not align. This is because the name is not
spelled exactly the same as the Master Item - there is a space in the description
just before the dash.
5. The remaining menu items are flagged as unaligned items and appear on the
Unaligned Menu Items Report. On a regular basis, the System Administrator
should run the alignment report to see what items are not being consumed by
standard alignment rules:

Unaligned Menu Items

Menu Item New Master
POS Number Location
Name Name
Pop-Cola Pop-Cola/Los 12345 Los Angeles
Ange
Cola Cola/2798 61687 Naples
Soda Soda/5210 35167 Chicago
Co -Cola Co -Cola/4065 12345 Portland

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6. If a System Administrator performs periodic aliasing and alignment tasks, all

menu items can be accounted for:
Co-Cola has five aliases in addition to its own name
If one of the locations ads a menu item ...the new item will
in the future that has any of the automatically align to this
following names... Master Item:
Co-Cola Co-Cola
Pop-Cola
Cola
Soda
Co -Cola

The following diagram shows the process flow for alignment:

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Theoretical Labor

Multiple Master Not only can one location serve as the master store, but many stores and locations
Stores can conceivable act as the master location. In most cases, one location or store
serves as the Master Store, meaning that all other locations align their products with
the original or Master Store. As in the example above, all of the cola menu items
aligned themselves with the cola product at the Columbia location. As such,
Columbia is the Master Store. Say, for example, that, at the Columbia location, they
do not serve alcoholic beverages, but the Chicago and Los Angeles locations serve
beer and wine. Since Columbia does not offer beer or wine, the Chicago and Los
Angeles locations are aligning themselves to a location which, in the end, does not
help toward the consolidation of beer and wine products. In addition, the Naples
location sells beer, wine, and liquor.
To combat this issue, MICROS provides a method by which multiple locations or
stores can be assigned Master Store status based on the menu items it possesses.
Organizations can, essentially, “pick and choose” which locations and stores will
serve as Master Stores, depending on the type of products they distribute. Ergo, as
in our example above, Columbia can be designated as the Master Store for all cola
and soda products. Chicago can be designated as the Master Store for beer and
wine. Los Angeles would align its beer and wine to the Chicago store. Naples
would serve as the Master Store for the beer, wine, and liquor products. Depending
on the needs of the organization, Naples could be made to align with the beer and
wine at the Chicago and serve as Master Store for liquor alone.
This ability may be more greatly used by extremely large, national, and/or
international chains. However, any location with more than one location is
welcome to take advantage of the benefit multiple master stores offers.

Configure
Multiple Master
Stores

Theoretical The theoretical labor features identify labor overages in near real-time, by
Labor comparing actual labor vs. what it should be for the business volume that is being
generated.
This approach is an improvement over traditional theoretical labor models, which
typically use forecasted labor, which in turn is based on forecasted sales. Removing
the often-unpredictable sales forecast as a factor greatly improves the accuracy and
value of this calculation.
Theoretical labor can be calculated for a specific category:
Š Day of the Week and time of day-- Saturday nights, Tuesday afternoons, etc.
Š Labor Category-- wait staff, cooks, dishwashers, etc.

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One of four basic types can be used to calculate theoretical labor. Each time the
basis increases by a multiple of 100, it triggers an increase in the number of labor
hours required to handle it. Any of the following basis types can be used:
Š Net Sales
Š Number of Guests
Š Number of Checks
Š Number of Table Turns
There are two calculation types for measuring the increase in the basis: Factor and
Step.
Š Factor - a regular increase in the basis type drives a regular increase in
theoretical labor hours.
Š Steps - a series of defined steps increases theoretical labor hours by a specific
amount for each step.

Factor If Factor is the calculation type, theoretical labor hours increase as the scale factor
does. A fixed increase in the scale factor is triggered by each additional 100 per
hour of whatever is used as the basis:
Š Net Sales- 100.00 per hour
Š Number of Guests- 100 per hour
Š Number of Checks- 100 per hour
Š Number of Table Turns- 100 per hour
Example:
Labor Category: Back of House staff (cooks, dishwashers, etc.)
Weekdays: Monday - Friday
Hours: 6:00 AM - 4:30 PM
Basis Type: Net Sales Total ($100.00/hr)
Scale Factor: 2.5
Minimum: 6

What this table translates to is:

Š To operate the day shift on a weekday, the restaurant uses 6 labor hours just
to open the store- even before any sales accrue. This is the work of setup,
preparation, cooking, etc. and
Š Theoretically, 2.5 labor hours are required for every 100.00 of net sales,
after the restaurant opens.

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Using Factor as the calculation type assumes that theoretical labor hours increase in
a straight line, varying directly with the basis type (in this example, net sales).

Steps If Steps is the calculation type, theoretical labor hours increase by a specific
amount each time a step is reached.
Example:
Labor Category: Back of House staff (cooks, dishwashers, etc.)
Weekdays: Monday - Friday
Hours: 6:00 AM - 4:30 PM
Basis Type: Net Sales Total ($100.00/hr)
Step Basis: 100.00 125.00 150.00 200.00 250.00
Theo. Hours: 10 11 14 16 17

This table translates to:

Š 10 labor hours are required to support the first 100.00. But as the net sales
total grows, the labor hours grow by a different amount for each step.
Š Using Steps as the calculation type takes into account that labor hours may
not increase in direct proportion to sales (twice as much in sales doesn't
require twice the staff.)
A POS Analogy
Programming theoretical labor using either Factor or Steps is similar to
programming add-on sales tax by percentage or by breakpoints.

Theoretical The number of labor hours required to generate 100.00 in net sales may vary from
Labor Program store to store. For example, two similar stores in the same geographic market
should have similar labor costs, and therefore should be able to use the same
theoretical labor calculation. But if one of those stores also does a booming
carryout business, its labor costs will be very different.

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To allow for this, you can create a different theoretical labor calculation for each
store, and save it as a Theoretical Labor Program. If necessary, every store in the
enterprise can be assigned its own Theoretical Labor Program.

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 Admin Menus
Overview

Admin Menus

Overview There are four basic menus that are accessible from the Admin Portlet:
1. Portal
2. Warehouse
3. Documentation
4. Store Download
Depending on user roles, not all of these menus will be available to all users. By
default, the System Administrator has access to all four of these areas, the
Enterprise Manager has access to only the Warehouse and Documentation Portlets,
and the Store Manager has access to the Documentation and Store Download
Portlets. At any time, access may be granted to any user and/or user role. For
example, if need be, the Enterprise Manager role may be updated to provide access
to the Portal Portlet. Enhancing and modifying these roles is determined the needs
of the organization.
Since the intended audience for this manual is System Administrators, all of these
portlets will be evaluated.

Tips Administration screens allow you add, edit, or delete items for the portal and/or
data warehouse. Exercise caution when carrying out any function described in this
and subsequent sections.
Each menu consists of a series of screens which allow for quick searches and
smooth navigation. Some screens have drop-down lists which aid in limiting the
amount of data which can be displayed. When dealing with any organization, data
filtering is a must.
Š Fields with blue backgrounds are always required
Š Fields with yellow backgrounds signify that the field is option and that a
System Administrator has “turned on” the field

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Portal Administration

Š Where there are values specific to a user, usually a select user screen will
appear initially:

Š Data can be entered in required fields to navigate to alternate screens

With these few tips, navigate throughout the portal should be relatively easy. Please
refer to the Introduction to the Enterprise Information Portal flash training for more
assistance. This training session can be found in the Documentation Administration
section of the Admin Portlet.

Portal Functions under the Portal Administration portlet include managing the
Administration organizational structure through the creation and addition of locations, levels, and
modification of their relationships. Portal Administration also includes the adding,
modifying, and deleting of portlets, roles, users, and the ability to create outage
alerts:

Since much of this is set up during the initial configuration of an organization, most
of the “hard work” is already done. One of the more typical tasks an organization’s
system administrator will face is setting up users, resetting passwords, and possibly
creating new user roles.

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Warehouse Administration

You may expand on any of the options to display sub-levels:

Although a System Administrator does have the ability to modify organizational

structure, it is not recommended since the mymicros.net application can be very
sensitive to changes. Please consult your MICROS Account Representative or a
member of the mymicros Implementation Team prior to making any organizational
structure updates.

Warehouse There are a number of tasks which fall under the classification of Warehouse
Administration Administration. Please note that many of these are generally considered “one-time
configurations” and will never need to be modified. However, it is recommended
that System Administrators have a basic understanding of the processes that are
carried out here. A System Administrator can:
Š create and modify reporting hierarchies,
Š create category groups (rarely used),
Š identify master items, of which there are many,
Š administer reports functionality,
Š establish standards for theoretical labor (please refer to the Theoretical Labor
Configuration.zip located under the Documentation Administration portlet for
more information),
Š administer forms and form functionality,
Š perform miscellaneous tasks, like administering day parts, revenue centers, or
Manager’s Log configuration, and

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Š establish and modify alignment specifications.

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Documentation Administration

Requirements When using the Alignment function, a Java Applet will initiate. Java 2 Platform
Standard Edition Development Kit 5.0 (JDK 5.0) is recommended; however, the
minimum system requirement is Java Virtual Machine Version 1.4.2_04.
To identify the installed version, open a command prompt and type: java –version.
If you are not running the minimal version of java, then please go to the java
website (www.java.sun.com) and download what is necessary.

Documentation The Documentation Administration portlet is less actual administration and more
Administration general information. From within this portlet, users will have access to necessary
and relevant information that will assist in the navigation and use of the
mymicros.net application, as well as other products in the MICROS eBusinss
Product Suite, such as myInventory and iCare. When updates are released, it is in
here where Read Me Firsts and instructional media can be found.
In addition to standard documentation, you will also find web-based flash training
on using the EIP and the Audit & Analysis function.

Store Download The Store Download Administration function will rarely be used. It is only
necessary to install the RTA at the location. Typically, this is done once when the
location is initially being added to the portal. It can, however, be used in situations
when the re-installation of the RTA is necessary.

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Portlet Administration

Portal Administration

Portlet The first option in the Portal Administration menu is Portlet Administration. This
Administration feature determines which portlets will be available to the enterprise as a whole. It
does not, however, define which users will have access to which portlets. It only
provides access, on an enterprise level, to the specified portlets.

Administer 1. Navigate to Admin | Portal | Portlets | Portlets

Portlets 2. Click Add or select an existing Portlet and click Edit from the top menu bar
3. Enter the name of the portlet, specify Type and URL from the available drop-
down lists, enter a brief description (optional but recommended), and enter a
myPage Title and Effective From date

4. Save
The Options field is reserved for alternate configurations.

Users and Roles The user structure determines what each user is allowed to see and do in
mymicros.net. These menus are used to create and link the elements of the user
structure:
Š Roles are a type of user. Roles can be assigned specific privileges and areas of
access.
Š Role Portlets are "portals within a portal" that are available to members of a
role.

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Users and Roles

Š Report Roles are reports that are available to members of a role.

Š Users are individual employees, who can be given membership in a role.
Use the following menus to add roles, assign users to roles, and give roles access to
portlets and reports. Bear in mind that default roles have already been established.

Administer CREATE ROLES

Roles 1. Navigate to Admin | Portal | Roles | Roles
2. Click Add from the top menu bar
3. Enter the name of the role and enable the check boxes according to the
information in the table below:

Field Description
Enterprise User Enable this if the user role will be able to see a broad
range of data but cannot make changes
Personalization Enable this if the user role will be allowed to
personalize his/her page layout
Password Change Enable this if the user role will be able to change his/
her own password
Guest Enable this if the user role will be considered a
“guest”, meaning limited functionality will apply
Revenue Center Type Specify which revenue center this user role will have
access to (rarely used)

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Field Description
Enabled my2ndPage Enable this option if the user role will have use of the
2nd of 3 personal pages
Enabled my3rdPage Enable this option if the user role will have use of the
3rd of 3 personal pages
Info Distribution Enable this option if the user role has the ability to
Administrator administer Info Distribution functions
Change Info Enable this option if the user role will be able to
Distribution change Info Distribution Preferences
Preferences
Active Enable this option if the user role is to be considered
active

4. Save
DEACTIVATE A ROLE
A role may not be removed from the database, but it can be set to inactive status.
This prevents users who are linked to this role from logging in to the portal.
1. Select a role to deactivate and click Edit.
2. Clear the “Active” checkbox, and click Save.
CREATE SIDE MENUS
1. Navigate to Admin | Portal | Roles | Side Menus
2. Select a User Role and click Configure from the top menu bar

3. Click Add or select an existing Side Menu and click Edit from the top menu bar

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4. Enter the Title for the Side Menu (ex. myLabor, iCare, Reports, etc.) and the
the Side Menu number (i.e., where in the list of other Side Menus will this Side
Menu appear)

5. Enable the favorite option if this Side Menu contains reports/charts that will be
a “Favorite” (star(s) will appear next to the favorite after refresh)

6. Save
CREATE ROLE PORTLETS
1. Navigate to Admin | Portal | Roles | Portlets

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2. Select the User Role and click Configure

3. Click Add or select an existing Portlet and click Edit from the top menu bar
4. Use the drop-down lists provided to specify the Portlet Name, Side Menu Title
(in which Side Menu the portlet will exist), and Sort Order (how the portlets
will be ordered)

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5. Select Enable myPage if the role portlet will appear on user roles’ mypage
home page

Note From time to time you will see other options listed to the right
of the Role Portlet Admin options listed above. Usually they
are relatively self-explanatory. Due to the enormity of this
Portlet, it would be unrealistic to include them in this
document - just be aware of them:

DELETE A ROLE PORTLET

1. Select a role to remove and click Delete from the top menu bar
2. On the following page, click the delete from the top menu bar

Administer As mentioned in the Concepts section of this document, you can create users and
Users assign user roles to them. MICROS recommends this above using the default roles
as primary logins.

Note The default idle period for a logged in user is 15 minutes. If a

user is not active for 15 minutes, the system will
automatically log them out.
If a user is not active in the portal for 90 days (i.e., does not
log in), their account will be set to inactive.
Users will be locked out of their accounts after 3 - 6
unsuccessful login attempts. Six attempts is the default,
however if an organization requests less than six, MICROS
can accommodate.

CREATE A USER & ASSIGN A USER ROLE

1. Navigate to Admin | Portal | Users | Users
2. Click Add from the top menu bar

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3. Enter user information, including Logon Name, Display Name, Last Name,
First Name, Password, Language, Time Zone, and Email Address:

4. Specify the User Role that will characterize this user’s privilege level:

5. Specify the Org Level (Remember, if you are setting up a user as a store
manager, you may wish to restrict the user to the information for that store

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only; the higher the privilege level, usually the more stores the user will have
access to):

6. Click Save when you are finished

Be sure to provide the user with their new logon and password information.
DEACTIVATE/DELETE A USER
Users can never truly be deleted from the database. They can, however, be set to
inactive. When performing this, it is recommended to identify this user as “OLD”
or “INACTIVE” in the user name to help reduce confusion.
1. Navigate to Admin | Portal | Users | Users
2. Search for and select the user to be deactivated and click Edit from the top
menu bar

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3. Deselect the Active option

4. Enter the word OLD in front of the user’s first name (optional)

5. Save

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Now, when you search by the user’s last name, you will immediately be able to see
that the user login is no longer in use, both by the absence of the check mark under
the Active column and by the word OLD:

RESET A USER’S PASSWORD

Since passwords reset every 90 days, users can forget passwords, especially if they
are the type who rarely enter the system. In this event, any individual with the user
role of System Administrator has the ability to reset any user’s password, even
other System Administrators. This is also one of the reasons that MICROS strongly
recommends not logging in as the System Administrator (i.e. username = sys
admin), but ensuring that enough members of your organization have the System
Administrator privilege level to keep users from ever getting locked out and
needing to contact the mymicros Implementation Group. To reset a password:
1. Navigate to Admin | Portal | Users | Users
2. Search for and select the poor soul who needs a reset password and click Reset
Password from the top menu bar:

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Create Outage Alerts

3. Enter the new password in the fields provided:

Note Passwords must be at least 8 characters long and contain at

least one alpha and one numeric character.

Create Outage The portal can be configured to send an email to the system administrator when a
Alerts site is out of communication with the hosting center. This feature helps keep all
interested parties informed in the event some sort of error occurs.
Up to four email addresses may be entered as recipients in the event of an outage.
SETUP AN OUTAGE ALERT
1. Navigate to Admin | Portal | Alerts | Outage Alerts
2. Enter all appropriate email addresses (up to four)

3. Save
If enabled, alerts are mailed every 2 hours. If there is nothing amiss, the alert reads,
All OK.

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Organizational Structure

Other alert messages can include the following:

Š [Location Name] has not reported in the last two hours.
Š [Location Name] has not reported in the last two hours, and is delinquent. (i.e.,
is not responding to pings from the host.)
Š [Location Name] posting is out of sequence. (i.e., transaction postings have
been received out of order.)

Organizational As previously discussed in this document, organization structure determines the

Structure hierarchy of the enterprise. These menu are used to create and then link the
components of the hierarchy:
Š Locations - individual restaurants or stores
Š Levels - artificial groups of restaurants (or groups of groups). These might
include regions, districts, etc.
Š Relationships - defines the organizational structure by creating parent-child
links between locations and levels and/or levels and levels.

Creating an There are a few steps that must be accomplished in order to create a comprehensive
Organizational organizational hierarchy. Typically these steps are carried out in the initial creation
Hierarchy of the organization and their locations by the mymicros Implementation Team.
Note MICROS recommends consulting with a MICROS Account
Representative or a member of the mymicros Implementation
Team before making any modifications to existing
organizational structure.
Any configuration changes in this section may cause an
existing organization to cease reporting.

ADD A LEVEL
1. Navigate to Admin | Portal | Organizational Structure | Levels
2. Click Add from the top menu bar

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3. Enter the highest, most corporate level in your organization and assign a
Location Reference as 0

4. Enter all other pertinent information, like address, language, etc.

5. Click Save from the top menu bar
If your organization also has districts or separate reporting regions that will report
to the primary level, you will need to add additional level(s) to your organizational
hierarchy. Repeat the process above, except for location reference, insert a 2-digit
value (ex. 10, 22, 01, etc.)
DELETE A LEVEL
Levels may be deleted only after any established relationships have been removed.
This means that if three locations have been linked to a level, those three locations
must be unlinked before the system will allow the level to be deleted from the
database.
1. Remove all existing relationships via the Admin | Portal | Organizational
Structure | Relationships (see below for more details)
2. Navigate to Admin | Portal | Organizational Structure | Levels
3. Select the Level and click Delete from the top menu bar
ADD A LOCATION
1. Navigate to Admin | Portal | Organizational Structure | Locations
2. Click the Add button

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Organizational Structure

3. Enter the name of the location and a unique 3-digit Location Reference number

4. Specify all other relevant information, like time zone, cuisine type, weather
country, etc.
5. Click the Save button
Repeat these steps for all additional locations. Keep in mind the first location added
is usually considered the Master Store and will affect all alignment issues in the
future.
DEACTIVATING A LOCATION
Much like users, locations cannot be deleted from the database, but can be set to
inactive.
ESTABLISH RELATIONSHIPS
After all levels and locations have been created, the next step is to create the
hierarchy.
1. Navigate to Admin | Portal | Organizational Structure | Relationships

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2. Select the highest, most corporate level and click Edit

3. Select the Parent from the drop-down list - if only one level exists, then that
level will only be able to have “No Parent” specified - this makes it the top
most level

4. Save

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Report Mail Configuration

5. Select a location and click Edit

6. Select the Parent from the drop-down list provided

7. Save
8. Repeat steps 5-7 for all additional locations

Report Mail The Report Mail Admin function includes alerts and report mail.
Configuration Š Alerts can be sent to any role, user, or individual email address.
Š Report Mail allows you to schedule automatic delivery of reports and alerts on
a regular or per-incident basis.

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Report Mail Configuration

The Report Mail Wizard performs the same functions described on these pages.
The Wizard contains descriptions of each step, and is intended for end users;
administrators and other power users may find the Report Mail Admin function to
be faster to use.

Note Report Mail Administration can be located either the

Administration Portlet or the Links Portlet.

ADMINISTER ALERTS
The goal of this action is to create the actual alert message that will be sent out in
the event of some error.
1. Navigate to Admin | Report Mail | Alerts | Add [or Links] | Report Mail | Alerts
| Add]
2. Enter a name, description, and a path

3. Enable the Event option if this alert is to be sent out through Report Mail only
on a “per incident” basis
4. Click Show Alert Information to display any configurable parameters
embedded in the xml file
5. Save
CONFIGURE REPORT MAIL
The purpose of this step is to create the delivery schedule of reports or error alerts.
1. Navigate to Admin | Report Mail | Report Mail | Add [or Links | Report Mail |
Report Mail | Add]

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2. On the Contents Tab, configure the fields according to the table below:

Field Description
Name Enter the name for the report mail
Description Enter a brief description of the report mail
Subject Enter the content that will appear in the subject line
of the email
Active Enable this option if the item is to be delivered
Email when Error Enable this option if the email is only to be sent
when there is an error
Type Specify which type of email this will be
considered: Alert or Report
Alert Selection Area Use this area to select from the pre-defined Alerts
(only if Type = Alert)

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Field Description
Preferences - Use this area to define Common Currency and
Parameters Threshold specifications
Configuration (only if
Type = Alert)
Report Selection Area Use this area to select from the pre-defined Report
(only if Type = Report) Mails
Output Type (only if Specify the output type, i.e. PDF, Excel, or Comma
Type = Report) Separated Values (CSV)
Date Selection (only if Use this drop-down to define when Report Mail
Type = Report) should be sent (approximately 35 options)
Consolidated (only if Enable this option if multiple Report Mails are
Type = Report) issued and you want them all to be “bundled up” in
one Report Mail
By Location (only if Enable this option if you only want Report Mails to
Type = Report) be sent for one location

3. On the Recipients Tab, modify the fields according to the table specifications
below

Field Description
Role Enable this option if you would like to send Report
Mail/Alerts to a User Role; use the drop-down list
provided
Show Users This option only becomes active is Role is selected;
you may select a role and designate all users with
that role assignment as recipients

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Field Description
User Enable this option if you would like to send Report
Mail/Alerts to just one recipient; use the drop-down
list provided
Recipients Can Change Enable this option if you want to allowed individual
Email Preferences recipients to modify their report preferences after a
(only if Users is report is delivered
selected)
Additional Recipient(s) Enabling this option will cause additional fields to
Emails (only if Users is display. Within these fields, you can specify
selected) additional email addresses (if necessary):

4. On the Frequency Tab, modify the fields according to the table below:

Field Description
Precondition Specify any precondition that must be met before Report
Mail/Alerts will be delivered (ex. End of Day).
This field is constant
Time Zone Specify the time zone in which the recipient(s) is located

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Field Description
Frequency Specify the Frequency Type. Depending on the Frequency
Type Type selected, other options will appear
Frequency Type Additional Fields
One Time Specify Effective From/To Dates and
Start Time
Every N Minutes Specify Effective From/To Dates,
Minute Interval, and Start Time
Hourly Specify Effective From/To Dates,
Days of Week, and Hour(s) of the Day
Daily Specify Effective From/To Dates,
Day(s) of Week, and Start Time
End of Day Specify Effective From/To Dates,
Day(s) of Week, and Start Time
Weekly Specify Effective From/To Dates,
Day(s) of Week, and Start Time
End of Fiscal Week Specify Effective From/To Dates, and
Start Time
Monthly Specify Effective From/To Dates,
Day(s) of Month, and Start Time
Last Day of Month Specify Effective From/To Dates, and
Start Time
Event No additional fields
This option must be selected if the
delivery is an Alert and that alert
was designated as an event

5. Save

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Reporting Hierarchies

Warehouse Administration

Reporting The basic Reporting Hierarchy is created during the initial setup of mymicros.net. It
Hierarchies mirrors the organizational hierarchy set forth in Portal Administration. However,
Reporting Hierarchies may be customized to meet the needs of an every changing
market.
The functionality set forth by the Reporting Hierarchy is as follows:
Š Hierarchies are reporting structures that include levels, locations, and
relationships.
Š Levels are the middle layers of a reporting hierarchy. They are reporting
brackets that are used to organize and group data from multiple locations. A
level can be a parent to a location, or to another level, as illustrated below.
Š Relationships define the reporting structure by creating parent/child links
between a hierarchy and its levels, between levels and other levels, and
between levels and locations. The locations used in reporting hierarchies are
those that were created for the organizational structure.
Multiple reporting hierarchies can be created that re-use levels and locations in
different combinations. In the example below, the Districts and Ownership
reporting hierarchies reference the same restaurant locations. The Columbia
restaurant is a franchised restaurant, located in the East district. Report totals from
Columbia contribute to both District reports and Franchise reports.

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Create CREATE THE HIERARCHIES

Reporting Creating the hierarchy involves determining what formula or what type of
Hierarchies information will be produced and reported on in this hierarchy. As shown above, a
report hierarchy of “By District” or “By Owner” would both be satisfactory, and the
data, although retrieved the same way, will be organized differently. On a basic
level, though, the initial hierarchy is based on the organizational structure of the
enterprise.
1. Navigate to Admin | Warehouse | Reporting Hierarchies | Hierarchies
2. Click Add from the Report Hierarchy administration page
3. Enter the name of the Level (ex. Joe’s Pizzeria, Corporate, etc.)

4. Click Save
5. Repeat if necessary
ADMINISTER LEVELS
1. Navigate to Admin | Warehouse | Reporting Hierarchies | Levels
2. Click Add from the top menu bar
3. Enter the name of the new level

4. Click Save
5. Repeat if necessary

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ESTABLISH RELATIONSHIPS
1. Navigate to Admin | Warehouse | Reporting Hierarchies | Relationships
2. Highlight your recently created Hierarchy and click Select

3. Click Assign Levels

4. Select the Level to be assigned to the selected hierarchy from the drop-down
list and specify a Parent level (if no other Levels exist, the first level will
usually have No Parent as the specification)

5. Click Assign Level

6. Repeat steps 3-5 for any additional levels (if necessary)
7. Select Assign Location

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Category Groups

8. Select the Location name from the drop-down list and assign it to the
appropriate Parent Level

9. Click Assign Location

10. Repeat for all other locations

Category Groups As previously mentioned in this document, a category group is a collection of POS
database items that are combined in the myInsight data warehouse for reporting
purposes. The provide added flexibility for grouping items that may not necessarily
fall within a pre-defined major or family group.
MICROS POS systems use this concept for menu items. Typically, menu items can
be organized into major groups and family groups. Reports can then be run against
one or more of these groups. However, because different locations can be set up by
different people, there is no way of ensuring that all major and family groups will
always align. Category Groups is a just another way of ensuring the accuracy of
reporting.
For example, one location may have all beer, wine, and liquor combined in to one
major group: Alcohol. Another location of the same organization might have
organized their beer by domestic, import, and draft, wine by red, white, or blush,
and liquor by vodka, gin, rum, etc., and have their beer, wine, and liquor grouped
together with the Beverages Major Group. With so many possible variations,
MICROS offers a method of arranging items so that, regardless of how individual
locations have configured their menu items, proper reports can still be generated.
Please note, there is no limitation to the number of groups that can be created for
reporting purposes in mymicros.net. Also, an infinite number of levels may be
created to for complex hierarchies if need be. Keep in mind that groups can be
created for not only menu items, but also tenders, discounts, service charges,
revenue centers, and taxes.

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Create Category ESTABLISH A CATEGORY GROUP HIERARCHY

Groups 1. Navigate to Admin | Warehouse | Category Groups | Hierarchies
2. Click Add
3. Enter the name of the Category Group in the field provided and select a
Hierarchy Type from the available choices in the drop-down list:

4. Click Save
ADMINISTER CATEGORY GROUPS
1. Navigate to Admin | Warehouse | Category Groups | Category Groups
2. Select Add
3. Enter the name of the category group and click Save

ESTABLISH CATEGORY GROUP RELATIONSHIPS

1. Navigate to Admin | Warehouse | Category Groups | Relationships

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Master Items

2. Select a Category Group Hierarchy and click Select

3. Click Assign Group

4. Select a Category Group from the Category Group drop-down list and a Parent
Group from the Parent Group drop-down list

5. Save

Master Items Just as Category Groups have already been mentioned in this document, so have
Master Items. Master Items are essentially those items with which other items align
themselves. For more information on how Master Items work and how they are
classified, please refer toMaster Items.
The following is an overview of a few of the more common actions that help to
establish Master Items. As discussed, Master Items are numerous in count;
nonetheless, the process by which they are defined is somewhat similar.

Assign a Master In our steps below, Menu Item is used, as it is a very common category upon which
Item to create Master Items. Please be aware that depending upon which category is
selected, your steps may vary. However, the concepts, regardless of category, are
the same.

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CREATE A MENU ITEM MASTER

1. Navigate to Admin | Warehouse | Master Items | Menu Item Master | Add
2. Modify the fields according to the table listed below:

Field Description
Name 1 Enter the name for the menu item master
Name 2 Enter an alternate name for the menu item master
Major Group Specify to which major group this menu item
master belongs
Family Group Specify to which family group this menu item
master belongs
POS Ref # Enter the POS Reference Number for this menu
item master
Report Enable this option if this menu item master will be
available for selection for reports that allow for
menu item filtering
XBR Category [OPTIONAL FIELD] Specify to which XBR (loss
prevention tool) Category this menu item master
belongs
Category 1 - 4 Use the drop-down lists to define to which
category hierarchies this menu item master might
belong (optional)
Cost Enter the cost per unit for this menu item

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Field Description
Volume Type Enter the unit of measurement for this menu item
(pint, ounces, grams, etc.)
Volume Ratio Enter the number of units for this menu item (ex.
16 ounces beer = 1 beer)

3. Save
Cost and Volume
Cost and Volume fields are used to account for use of this menu item as an
ingredient in other menu items. For example, an organization uses Gerard Bier as
an ingredient for their beer battered onion rings. Gerard Bier’s unit of measurement
is the pint at $2.40 per pint, but Shandy uses only a half pint per batch. Therefore,
the food cost for this menu item is displayed as follows:

Menu Item Cost (Food Cost

Volume Type Volume Ratio
Name 1 per Volume Type
Onion Rings Gerard Bier (Pint) .5 $2.40

EDIT MENU ITEM MASTERS

You may edit and modify existing menu item masters from the main overview page
of the Menu Item Masters screen. Items display on the screen in groups of 25.
1. Navigate to Admin | Warehouse | Master Items | Menu Item Masters
2. Select Major Group, Family Group, or Category Group and use the
corresponding drop-down lists to select the Group to which the menu item
master belongs and click View Menu Items

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3. Search for and highlight the desired menu item and click Edit

4. Make any modifications necessary (refer to the table provided under Create a
Menu Item Master) and click Save

Note The Active checkbox indicates that the master item was
activated as part of the Alignment process. If the master item
is inactive, it can be activated using this field. The reverse is
not true: if the master item is active, it cannot be set inactive
here.
A master item can only be deactivated through the
Alignment process.

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Reports

Reports Reports are the primary means of conveying information via mymicros.net. Reports
are, essentially, the “bread and butter” of the mymicros.net Product. There are, of
course, a number of “core reports” that immediately get deployed when an
enterprise is brought live with mymicros.net. Depending on user roles, some of
these reports may not be available or may show limited information, like
information for only one store.
However, other reports exist that do not come standard with mymicros.net.
Organizations who choose to add other MICROS eBusiness Products, like
myLabor, myInventory, or iCare, will need to add the Reports that correlate with
those Applications. Also, MICROS has created a number reports that can be
considered “Custom”. These reports are usually created for one or two customers
who have expressed a need or desire for a report displaying some sort of specific
information. These reports, although custom, can be made available to all
mymicros.net customers. Likewise, these reports would manually need to be added
to the organizations.

Administer ADD REPORT CATEGORY

Report 1. Navigate to Admin | Warehouse | Reports | Report Categories | Add
Functionality 2. Enter the name of the new Report Category, a Description, and specify a Sort
Order

3. Save
ADD PORTAL REPORTS
1. Navigate to Admin | Warehouse | Reports | Portal Reports | Add

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2. Enter the name of the Portal Report to be added, a Description, the Path (often
times the name of the XML file), and the Report Category (ex. Admin, Daily
Detail, etc.)

3. Save
ADD REPORT ROLES
After Portal Reports have been added and have been made available for use, the
next step is to assign those reports to the appropriate users or user roles.
1. Navigate to Admin | Warehouse | Reports | Reports Roles
2. Select the appropriate user role and click Select

3. Click Add

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Theoretical Labor

4. Search for and highlight the report to be assigned and click Save

Theoretical To reiterate what has already been discussed in this document with respect to
Labor Theoretical Labor, Theoretical Labor features identify labor overages in near real-
time, by comparing actual labor vs. what it should be for the business volume that
is being generated.
The following can be configured and established using the options under
Theoretical Labor:
Š Theoretical Labor Standard
Š Theoretical Labor Metrics
Š Theoretical Labor Program
Š Theoretical Labor Allotment
Š Theoretical Labor Allotment Standard
For more information on these topics, please refer to the Theoretical Labor
Configuration.zip from the Admin | Documentation area of the portal.

Forms The Forms module is part of mymicros.net that supports configurable forms for
customers to manipulate. Forms can be modified on a daily or weekly basis, as well
as support financial or operational information. A portal-based interface allows
users to select a form and assign it to locations. Time periods can also be configured
for forms. Forms can be exported in to the following formats:
Š Adobe PDF

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Š Microsoft Excel Spreadsheet

Š Commas Separated Files (csv)

Although the ability to add forms is possible through Warehouse Administration,

the actual forms are not. Currently, there are no “standard” forms that come with a
typical setup of the mymicros.net application. However, any organization can
decide to add forms to their site by contacting MICROS Professional Services. For
a small fee, MICROS eBusiness Engineers can develop a custom form specifically
designed to meet the needs of your business.
For self-hosted sites, if you have an experienced forms writer on staff, you may be
inclined to create forms for yourself.

Administer CREATE A FORM CATEGORY

Forms 1. Navigate to Admin | Warehouse | Forms | Form Categories | Add
2. Enter the name of the form, a brief description, and specify the sort order for
this form:

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3. Save
ESTABLISH PORTAL FORMS
1. Navigate to Admin | Warehouse | Forms | Form Categories | Add
2. Enter the form name, a brief description, the path (location of the XML file),
and specify the form category

3. Enable the Hide Form option if you wish to conceal the form from the portal
4. Enable the Disable Close Period Alert if you wish to turn off the error message
that displays for all periods of that form that have not been closed
5. Save
CREATE FORM ROLES
In this step, you are assigning certain forms to appropriate user roles, since it may
not always be necessary for the Store Manager to have access to the same forms a
System Administrator might.
1. Navigate to Admin | Warehouse | Forms | Forms Roles
2. Select a user role and click Configure from the top menu bar

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3. Click Add - all forms not currently assigned to that user role will appear
4. Select the form to be added to this user role and click Save

The assigned form will now appear under the user role’s list of available forms:

CREATE A LEDGER
1. Navigate to Admin | Warehouse | Forms | Ledger | Add

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2. Enter the name of the ledger and the Form Name that correlates along with that
ledger

3. Save
DEFINE A PERIOD SET
1. Navigate to Admin | Warehouse | Forms | Period Set | Add
2. Enter the Period Set Name in the field provided

3. Save
ESTABLISH A PERIOD
1. Navigate to Admin | Warehouse | Forms | Periods

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2. Select a Period and click Configure from the top menu bar

3. Click Add from the top menu bar - an instructional screen appears:

If you choose Add Year Automatically:

a. Year Name, Year Start Date, Year End Date

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b. Period Frequency

c. Period Name Style

d. Save

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If you choose Add Year Manually:

a. Enter a year name and start and end dates and click Add New Period

b. Then enter the Name, Start/End Dates and click Insert Period

c. Save
d. Repeat steps for however many periods are necessary
5. When you have finished adding years (whether automatically or manually),
you may click Cancel from the top menu bar to exit the module
CREATE A FORM PERIOD SET
1. Navigate to Admin | Warehouse | Forms | Form Period Set | Add
2. Select the Form Name from the drop-down list provided

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Miscellaneous

3. Select the Period Set Name from the drop-down list provided

4. Click Save
DELETING FORMS
Any form or form related item may be deleted in the similar fashion in which it was
added. To delete any of the forms, listed here, navigate to that screen and highlight
the form item to be deleted. Then, click the Delete option from the top menu bar.
Any forms that have been assigned to a user role must be un-assigned before it can
be deleted. Otherwise, you will receive an error message similar to the following:

Miscellaneous There are many tasks that can be set up and configured in the Miscellaneous
category. They are usually considered “one-time configurations” and are typically
set up during initial configuration.
However, for sake of System Administrator knowledge, they will be discussed in
this section.

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Alignment Rules Alignment Rules are the rules and restrictions that define the alignment process.
The rules help in:
Š controlling the way that disparate data items are matched up,
Š allowing you set a standard food costs,
Š enabling the aliasing feature,
Š setting the start and end times for charts shown in the portal,
Š defining the default methods for identifying new menu items, and
Š defining how new menu items should be matched up to existing values.
Setting alignment rules will not guarantee that all new items will automatically be
aligned when they are introduced to the system. However, the rules can boost the
level of successful matches whenever unknown definitions are encountered.
Inevitably, some user intervention is required to align items manually.
SET AN ALIGNMENT RULE
1. Navigate to Admin | Warehouse | Miscellaneous | Alignment Rules
2. Modify the fields according to the table listed below:

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Field Description
Menu Item Select from four possible methods of alignment:
Alignment Based 1. POS Number
On
2. Name 1
3. Name 2
4. Name 1 and POS Number
General Alignment Select from 3 possible methods of general alignment:
Type 1. POS Item Number Only
2. POS Name Only
3. POS Item Number and Name
BOH Align Type Select from 3 possible methods of back-of-house
alignment:
1. POS Item Number Only
2. POS Name Only
3. POS Item Number and Name
Chart Hours Start Enter the starting time (in 24-hour format) for all
charts in the portal
Chart Hours End Enter the ending time for all charts in the portal (also
24-hour format)
Standard Food Cost Enter a default food cost percentage to be used if none
% is found in the Master table or included in the data sent
from the POS (usually 26%)
Menu Item Name Define how the system will handle a new menu item:
Change Š Replace an Old Name or
Š Create a New Menu Item
Number of Enter the number of alignment attempts made for each
Attempts item (default = 30)
Enable Menu Item Enable this option to activate the aliasing feature (one
Aliasing menu item with multiple possible names)
Enable Other Table Enable this option to allow unaligned menu items to
Aliasing alias with items found in other database tables, not just
the Menu Item Master Table
Other Alignment [Reserved for MICROS Custom Programming]
Rules Variable definitions will be entered in this field.

4. Save

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Cost Tier A cost tier is a saved set of menu items. Each cost tier is typically associated with a
vendor, or a source. For example, if there are four different produce suppliers, then
a cost tier could be created for each. Then the menu item Lettuce could be assigned
to each cost tier, using the Menu Item Cost Tier menus.
CREATE A COST TIER
1. Navigate to Admin | Warehouse | Miscellaneous | Cost Tier | Add
2. Enter the name of a Cost Tier

3. Enter an External Ref (optional) - this is used as a reference link for external
databases (custom programming)
4. Enter a brief Description (optional but recommended)
5. Save
The Cost Tiers established here can be used in the Menu Items Cost Tiers to assign
a menu item to one or more of the cost tiers created for the enterprise. For more
information, please refer to Menu Items Cost Tiers.

Currency Many international organizations are faced with the problem of multiple currencies.
mymicros.net provides the ability to enter as many currencies that are necessary for
organizations to be able to control and examine their financial data.
Organizations using multiple currencies must also create exchange rates. For more
information on exchange rate configuration, please refer to Exchange Rate.
ADD A CURRENCY
1. Navigate to Admin | Warehouse | Miscellaneous | Currency

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2. Enter the name of the currency (ex. Peso, Canadian Dollar, Euro, etc.)

3. Enter an abbreviation for the currency (PS$, CAD, etc.)

4. Enable Multiply option if this currency is to be millipede against the base

currency

Note Base Currency was determined when the enterprise was

initially created and populated in the database

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5. Enter the number of decimal places to round to for this currency in the Round
To field (ex. 0, 0.00, 0.000)

6. Save

Day Part Day parts are the fixed periods used in the enterprise. Usually they are configured
during the initial setup of the organization. They are generally comprised of periods
of time, such as Lunch, Brunch, Late Night, etc. Please note, day parts must span an
entire 24-hour period, all days must be accounted for, and no time periods may
overlap another.
It is, therefore, acceptable to have a day part listed as “Closed” or “Not Open” for
non-24 hour establishments (of which there are many).
Also, since day parts cannot overlap, if, for example, a restaurant runs lunch from
11:00 AM - 4:00 PM every day, but on Sundays runs Brunch from 10:00 AM - 2:00
PM, they will need to ensure that the existing Lunch period makes the concession
for this special day part. This means that for Sunday, a Brunch Day Part from 10:00
AM - 2:00 PM and a Lunch day part from 2:00 PM - 4:00 PM would need to exist.
Furthermore, since day parts cannot overlap, it is actually impossible to have, like
in our example above, Brunch end at 2:00 and Lunch start at 2:00. Brunch would
have to end at 1:59 PM and Lunch could then start at 2:00 PM.
SETUP A DAY PART
1. Navigate to Admin | Warehouse | Miscellaneous | Day Parts | Add

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2. Enter the name of the day part, beginning and end times for the period, and
specify the days this day part will be effective:

3. Enter an integer in the Report Display Order field (how the day parts will sort
on reports, i.e., which one is listed first, second, third, etc.)
4. Save
These steps will need to be repeated for every possible day part until 24-hour a day
coverage is provided for all seven days of the week.

Enterprise Usually Enterprise Options are configured when an organization is initially set up.
Options Nonetheless, organizations frequently evolve past their initial needs.
For example, a small upstate New York sub shop has 3 locations: Buffalo,
Rochester, and Syracuse. These three locations only accept US Dollars. The own of
this sub shop decides to open a location across the Canadian border in Toronto.
Since Canada accepts Canadian Dollars, the organization needs to find a way to
consolidate its monetary intake. Rather than have twice as many reports, one
showing US Dollars and another showing Canadian Dollars, the Common
Currency option can be enabled, causing all monies to be consolidated into one
base currency.
This option, as well as a few others, can be turned on via Enterprise Options.
CONFIGURE ENTERPRISE OPTIONS
1. Navigate to Admin | Warehouse | Miscellaneous | Enterprise Options

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2. Modify the fields according to the table below:

Field Description
Enable Common Check this option if the organization will be using
Currency multiple currencies which need to be consolidated in
to one primary currency
Common Currency Use the drop-down list to specify the type of common
currency to be used
Enable Customer Check this option if the organization will be recording
Info customer information for mymicros and iCare
customers
Other Options This field is reserved for specific mymicros
programming
Enable XBR Check this option if the organization is using the XBR
loss prevention tool

3. Save

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Enabling XBR
If you enable this option bit, the XBR Setup option will appear under the
Miscellaneous category:

XBR is a loss prevention tool which tracks a number of areas where discrepancies
may occur.
For example, if an organization decides that an average discount percentage is 15%
and a cashier is noticed applying multiple 25% and 50% discounts, then there is
definitely loss occurring and that cashier, whether intentionally or unintentionally
performing the action, will need to be dealt with. In order to use the XBR feature,
you will need to set a few parameters:
1. Navigate to Admin | Warehouse | Miscellaneous | XBR Setup

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2. Modify the fields acquainting to the instructional table below:

Field Description
XBR Follow by Enter a number of seconds that a no sale transaction
Interval of Training or Cancel type must exceed without
being considered possibly fraudulent
XBR Check Enter an amount that, when exceeded, alerts
Threshold Total management of a large check value
XBR Discount Over Enter a percentage that, when exceeded, alerts
Threshold management to the potential of excessive
discounting
XBR Tip Over Enter a percentage that, when exceeded, alerts
Threshold management to the potential of excessive tipping
XBR Other Options This field is reserved for specific MICROS
programming

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Enterprise Enterprise Reason Codes are predetermined descriptors that are defined at the POS
Reason Codes level and are linked actions such as voids, returns, time card adjustments,
availability requests, terminations, pay rate changes, and leaves of absence. When
an employee performs and operation that requires a reason. It is in this module
where those reasons are created. Managers can decide to restrict the number of
possible reasons an employee can use one of these reasons as an excuse/
explanation.

Note Using Enterprise Reason Codes is primarily a task for

myLabor Customers. However, special circumstances may
exist wherein a myMicros Customer need to use this. This is
extremely rare.

CREATE ENTERPRISE REASON CODES

1. Navigate to Admin | Warehouse | Miscellaneous | Enterprise Reason Codes
2. Highlight a Reason Type and click Select from the top menu bar

3. Click Add from the top menu bar

4. Enter the name of the Reason Code and click Save from the top menu bar

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The newly added reason code will appear in the list with any other reason codes for
the reason type selected:

Exchange Rate Organization with international locations will most likely need to use this module.
This tasks allows System Administrators to create exchange rates to help
consolidate reports accurately.
At least one exchange rate per currency will need to be configured. Before any
exchange rates can be configured, you must first create currencies. For more
information on Currency configurations, please refer to Currency.
SETUP AN EXCHANGE RATE
1. Navigate to Admin | Warehouse | Miscellaneous | Exchange Rate
2. Highlight the Currency and click Configure

3. Click Add

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4. Modify the fields according to the table below:

Field Description
Business Date Enter the beginning date for this exchange rate
(blue field) (required)
Business Date Enter the end date for this exchange rate (optional)
(unshaded field)
Exchange Rate Enter the multiplier or divisor to be applied toward
the base currency (ex. if the base currency is $1 USD
and the exchange rate is 1.5 times as much as the
USD, then enter 1.5 in this field)
Entered By This field displays the name of the individual
responsible for adding this exchange rate

5. Save

Financial Although these two tasks are separately listed under the Miscellaneous heading,
Calendars & they work together. You can choose to create a Financial Period and then generate a
Financial Calendar based on that period or you can use the Default Calendar
Financial
provided to you in Financial Periods.
Periods
This feature may be configured either manually or automatically. Usually this task
is completed during the initial setup of an organization by a member of the
myMicros Implementation Team.
CONFIGURE A FINANCIAL CALENDAR
1. Navigate to Admin | Warehouse | Miscellaneous | Financial Calendars | Add

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2. Enter the name of the Financial Calendar in the field provided:

3. Save
When you navigate to Financial Periods, you will see the Financial Calendar
created here.
CREATE A FINANCIAL PERIOD
1. Navigate to Admin | Warehouse | Miscellaneous | Financial Period

Note If you have performed the step above, you will see your
recently created Financial Calendar here.

2. Highlight Default Calendar (or you recently created Financial Calendar) and
click Configure

3. From here, you may configure your calendar either manually or automatically
Automatic Configuration
a. Click Add Year Automatically

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b. Fill in the fields on the next page, including Year Name, Year Number, Year
Start Date, and Year End Date

c. Use the drop-down list to specify accounting cycles (standard is 4/4/4)

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d. Enable the Add Extra Days and/or Create New Financial Week options as
necessary

e. Save
Manual Configuration
a. Click Add Year Manually - the following page will display:

b. Enter Name and Number

c. Add New Periods, including their names, numbers, and quarters

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d. Click Remove Last to move on to the Add Weeks section

e. Add New Weeks, including name, number, periods, start and end dates

f. When complete, click Save

Menu Items The Menu Item Cost Tier allows you to assign a menu item to one or more of the
Cost Tiers cost tiers created for the enterprise, as described in Cost Tier.
ESTABLISH A MENU ITEM COST TIER
1. Navigate to Admin | Warehouse | Miscellaneous | Menu Items Cost Tiers

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2. Similarly to Menu Item Masters, select Major Group, Family Group, or

Category Group and use the corresponding drop-down lists to select the Group
to which the menu item master belongs and click View Menu Items

3. Highlight a Menu Item and click Select

4. Click Add

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5. Use the drop-down list to specify the Cost Tier and enter a Price Level and a
Cost

Š Price Level - 1-9999 for this price tier

Š Cost - the cost for this menu master from the specified vendor
6. Save
The newly added Cost Tier will appear for the menu item:

Manager’s Log Many restaurants use a log book for communication with and between managers.
The portal provides a searchable version of this book- and you don't have to be in
the store to read it. Select Manager’s Log from the side menu. The managers’ log
displays on the portal, with the most recent entries at the top. Seven days of entries
are displayed. Entries older than seven days can be read using the View History
option.
Users may add/edit entries/tasks, view history, or add/update notes. Manager’s Log
entries are restricted by revenue center, meaning an employee with the revenue
center of “Front Bar” can be restricted from viewing entries for “Carry Out”.

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The Manager’s Log may sometimes be located by navigating to Links | Manager’s

Log.

The Manager’s Log overview page shows:

Š Priority status
Š Date of creation
Š Revenue center
Š Shift
Š Creator of the entry
Š Category
Š Whether the task is completed
Š General information, and
Š Possible TO DO items
Five columns in the center of the page display each entry's category: People,
Product, Equipment, Quality/Service/Cleanliness, or Other.

However, if you feel as if these fields do not sufficiently meet the needs of your
organization, they can be changed.

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CONFIGURE THE MANAGER’S LOG

1. Navigate to Admin | Warehouse | Miscellaneous | Manager’s Log
Configuration: you will find a page with pre-populated data:

2. Modify any/all fields as necessary and click Save

To see your changes, navigate to the Manager’s Log application:

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ADD AN ENTRY TO THE MANAGER’S LOG

1. From the Manager’s Log, click Add Entry from the top menu bar

2. Specify Shift, Revenue Center, and Business Date

3. Select a Category (categories are configured by the Sys Admin)

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4. Enter any relevant information in the information box

5. Select a Priority

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6. Enter an “TO DO” items

7. Click Add

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UPDATE AN ENTRY IN THE MANAGER’S LOG

1. From the Manager’s Log, select the radio button for the entry to be updated and
click Update Entry

2. Update the fields as needed

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3. When you have finished your updates, click Update from the top menu bar or,
if this entry was a task that required completing, and you have completed the
task, click Mark Completed from the top menu bar

VIEW THE HISTORY OF THE MANAGER’S LOG

View History allows you to search for previous Manager’s Log entries. You must
first select View History from the top menu bar. You may then enter/specify the
criteria by which to filter and, when you have completed your selections, you may
click View:

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ADD/UPDATE A NOTE IN THE MANAGER’S LOG

You may add a daily operation note for others to view. Daily operations notes may
include items like “Running Low on Milk” or “86 Tomato Bisque”.
1. From the Manager’s Log, click Add Note (or Update Note)

2. Enter/Modify the Note and Business Date fields

3. Specify Day Part and Revenue Center (optional)

4. Save

Store Master The Store Master menu allows you to manage the configuration of your master
stores. You can set which menu items will be governed by which restaurants. This
is done using a menu item number range. Additionally, you can establish which
restaurant will be the source for all other database item definitions.

Note MICROS recommends that organizations using Enterprise

Management (EM) designate the EM Server as the Master
Store.

ESTABLISH A STORE MASTER

1. Navigate to Admin | Warehouse | Miscellaneous | Store Master | Add

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2. Use the drop-down list to select the appropriate store master:

3. Enter a Beginning and Ending Menu Item Number (optional)

Note The beginning and ending menu item fields are used when
setting up the range of menu item numbers governed by a
particular store.

4. Enable All Subject Areas to make this the master store for all items (discounts,
order types, etc.)
5. Enable BOH Tables Flag to turn on Product Management (PM)
6. Save

RVC Revenue Centers (RVCs) are synched from myMicros to myInventory. In most
Administration cases, one or more RVCs are linked to exactly one Cost Center in myInventory. In
some circumstances, it is necessary to link one RVC to one or more Cost Centers.
In order to accomplish this, Virtual RVCs has been created to ensure inventory is
depleted from the correct cost center.

Note Using Virtual Revenue Centers is primarily a task for

myInventory Customers. However, special circumstances
may exist wherein a myMicros Customer need to use this.
This is extremely rare.

For example, in most organizations, there are many RVCs (drive thru, front counter,
etc.). Regardless of what is ordered at each RVC, the inventory comes from the
same place. There are other organizations, like travel plazas or cafeteria eateries,
that may have one RVC that caters to different concepts of foods (e.g. burger joint,
hot dog stand, Chinese restaurant). In these cafeteria-like setups, a customer may
order menu items (hot dog, a burger, and fried rice) from multiple places and pay
for all of them at one RVC. This can affect inventory if inventory is kept separate
for each concept.

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To accommodate these needs, it was necessary to assign a range of numbers major

groups to each cost center. For example, major groups 1-1000 are assigned to the
burger joint, major groups 1001-2000 are assigned to the hot dog stand, and major
groups 2001-3000 are assigned to the Chinese restaurant. These ranges are
transposed into a "Virtual" RVC, meaning their items can be identified with a
specific cost center and not mixed in or depleted from another concept's inventory.
On a programmatic level, a new table (VIRTUAL_RVC_DEF) was created that
equates the RVC number to the major group range at the specific customer sites.
A graphical user interface (GUI) was designed in the myMicros portal for Virtual
RVC setup. Users will have the ability to view and setup Virtual RVCs through the
myMicros portal.
It is important to note that on these screens, all fields are mandatory and that for a
given Location ID and Physical RVC, the Major Group From and Major Group To
Range must map to a Unique Virtual RVC. Range overlapping should never occur.
It is recommended that Virtual RVC numbers are well outside the range of Physical
RVC numbers.
SETUP A VIRTUAL RVC
1. Navigate to Admin | Warehouse | Miscellaneous | RVC Administration
2. Select Add from the top menu bar
3. Enter a Virtual RVC Name in the Virtual RVC Name field

4. Select a Location from the Location drop-down list

5. Select a RVC from the RVC drop-down list
6. Select the first Major Group in the range from the Major Group From drop-
down list

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Administering It is important to note that by now, alignment rules should have been established
the Alignment under the Miscellaneous module. Ensuring good, detailed rules have been created is
Procedure one of the first steps toward a comprehensive alignment process.
ACCESSING THE ALIGNMENT MENU
1. Navigate to Admin | Warehouse | Alignment
2. From here, a number of possible “items” to align become available - select the
item you wish to align (for our example, we will be using Menu Items)
3. The Java Applet will open:

4. This page allows you to modify and adjust alignment settings

From this point on, all steps will presume you have accessed the Alignment Java
Applet. Multiple items in a pane can be highlighted using Ctrl-Left Click and Shift-
Left Click (the Microsoft standards).

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ALIGN MENU ITEMS

1. Select unaligned items from the Unaligned Items Tab

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2. Select a Master Item to which to align those items

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3. Click Align

The items will disappear from the Unaligned Tab and be assigned to the specified
Master Item.

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UNALIGN ITEMS
1. Select a Master Item from which items will be unaligned

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1. Select aligned items from the Aligned Items Tab

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2. Click Unalign

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MERGE ITEMS
Images in this section have been cropped to show better detail and to save space.
1. Highlight 2 or more Master Items to be consolidated and click Merge

2. From the pop-up box, select the Master Item to which the other Master Items
will now belong and click OK

Old Master Items become inactive.

TRANSFER ITEMS
Images in this section have been cropped to show greater detail and to save space.

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1. Select the Master Item from which an aligned item will be transferred
elsewhere

2. Select the aligned items to be transferred

3. Click Transfer

4. From the pop-up window, select the “destination” for the transferred items and
click OK

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ALIAS ITEMS
During data loads, the automatic alignment process attempts to align (match) any
newly encountered items to existing master items. Any existing items that are
already aligned to a master item can be aliased-that is, their definitions can be
added to the master item's definition, for matching purposes. The result is that the
alignment process has the master item's definition and all of the aliased items'
definitions to work with. This increases the chance that the alignment process will
find a match for the new item.
Images in this section have been cropped to show greater detail and to save space.
1. Select the Master Item to which the menu item is aligned

2. Select an item from the Aligned Tab you wish to alias

3. Click Alias

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The Status column for that item now displays Alias:

To “unalias” the menu item, follow the same instructions above. If you notice,
when you select that menu item, the Alias button changes to read “Unalias”:

Other Options CREATE MASTER

Masters can be created based on unaligned menu items. For example, if an
organization develops a new “lite fare” menu, those items may not necessary
automatically align with existing Menu Item Masters. This feature allows you to
take those “misfit” items and create a category entirely for them.
Images in this section have been cropped to show greater detail and to save space.

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1. Select unaligned menu item(s) from the Unaligned Tab

2. Click Create Master

3. From the pop-up window, modify the Name 1 field (if necessary), provide as
much additional information as known, and click Create

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The Baba Ghanoush now has it’s own Menu Item Master:

OPTIONS
The Options button allows you to select filters for the master items that are
displayed.

On the Filter Master Items tab, you can filter by

Š None Š Name Starts With
Š Name Contains Š Family Group
Š Major Group

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On the View Columns Tab, you can adjust the number of columns shown in the
Tabs.

Options include:
Š Location Š Name 1
Š Name 2 Š POS Ref
Š Major Group Š Family Group

RUN ALIGNMENT
You may choose to expedite the alignment process by using this function. For
example, this can be used if a new location has been added to an organization and,
rather than wait for the back office alignment process to execute, the menu items
are needed to align immediately.
1. Click the Run Alignment button:

A processing indicator will appear:

2. When complete, a process complete dialog box will appear; click OK:

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DELETE MASTERS
This button will delete all master items. Please note, once this button is clicked, the
process cannot be reversed. This button is ideal for situations where an error has
been made in the development of Master Items and it is necessary to erase all of the
masters and start over.
The steps to complete this are similar to those of Run Alignment: click the button
and when the process is completed, a dialog box will appear informing you of the
deletion.
AUTO CREATE MASTERS
This function allows you to automatically generate master items. For example, if
you have an existing organization with, Location A and Location B, with Location
A being the Master Store. You have decided to add Location C. You would also like
to make Location C the Master Store. You may access the alignment menu and first
delete all Masters (see Delete Masters) and then click the Auto Create Masters
button which will base all new masters on the configurations at Location C.
The steps to complete this are similar to those of Run Alignment and Delete
Masters: click the button and when the process is completed, a dialog box will
appear informing you of the automatically created master items.
MODIFY RULES
From within the Alignment Java Applet, you can modify alignment rules.
Remember, alignment rules are initially established within the Miscellaneous
Administration module.
1. Click Modify Rules

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2. Change the fields as necessary and click Create

Š Strip Characters - enter the characters that will be stripped out or ignored
during the alignment process [like slashes (/), apostrophes (‘), etc.)

Multiple Master
Stores

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Overview

Documentation

Overview The Documentation module is a repository of instructional guides, manuals, release

notes, and troubleshooting help. It is in Documentation where users will find the
most up-to-date information for using mymicros.net. In addition to mymicros.net
information, users can also access information to help them with other eBusiness
Products, such as iCare, myInventory, or myLabor.

Some of the documents are available to view directly in the portal, whereas other
documents are available for download.

View The documents in the View area are designed to keep users up to date on current
changes or updates to the mymicros.net portal. These documents are specifically
designed to be viewed online and from within the portal itself. The types of
documents you will find here are System Administrator’s Guides and the most
current release notes.

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Download

Download The documents in the Download area are designed to be downloaded to your
personal hard drive. You will find similar information as in the View area, like
System Administrator’s Guides and User Manuals. Most of these documents, due
to their large and cumbersome size, have been zipped for your convenience.

Flash Training MICROS offers flash training for navigating the portal and operating the Audit &
Analysis feature. MICROS also offers a very brief overview of basic System
Administrator tasks in flash training format as well. None of these flash training
tutorials are intended to substitute for the information provided in this document or
other similar documents. The purpose of these training sessions is for users to gain
a “hands on” feel for the application.

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Links

Links The Links area provides access to applications and information that, although not a
MICROS product, is required to operate the Enterprise Information Portal, like
WinZip, used for unzipping documents, or Acrobat Reader, used for viewing PDF
documents.

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Overview

Store Download

Overview The Store Download Administration function will rarely be used. It is only
necessary to install the RTA at the location. Typically, this is done once when the
location is initially being added to the portal. It can, however, be used in situations
when the re-installation of the RTA is necessary.
If you need to re-install the RTA, you will need to locate your Site ID and
Download Password. This is the information that, during implementation, was used
to install the RTA. This procedure is typically performed by a MICROS Installer.
Site IDs and Download Passwords can be found on the Download Report. The
report may located by navigating to Reports | More Reports... | Admin:

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This report is only available to appropriately privileged users (typically System

Administrators), but can be assigned to users as needed. If you do not have access
to this report, contact your System Administrator or your MICROS Account
Representative.

Note The Site ID and Download Password are different from

individual usernames and passwords!!

STORE DOWNLOAD
1. Enter the Restaurant ID

2. Enter the Download Password

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3. Click Next
4. A self-extracting .zip file downloads to the Server and launches the installation
process, which includes:
Š Examining system setup
Š Installing the RTA
Š Testing the connection to the local (3700) database
Š Testing the connection to the hosting center
Š Logging all install steps to \MICROS\RTA\logs\setup.log
5. Though these files are being installed on the server, you will only see a
progress bar indicating the status of the RTA installation.
6. If the installation is successfully, there will be NO feedback. If the installation
is unsuccessful, a dialog box will appear with possible reasons for failure:

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Overview

Links

Overview Standard tasks and features under Links include:

Š News
Š Weather
Š Manager’s Log (optional)

Typically, the System Administrator has configured many of the options to support
the features located under Links.

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Links
News

News MICROS provides its mymicros.net customers with access to various news outlets,
keeping them up-to-date on current events. You may access the News are and view
teaser stories. If you so desire, you may click on one of these stories and be
redirected to the website for the news outlet. MICROS links users to some familiar
news outlets, like CNN, MSNBC, and the BBC. News is a default window on
myPage.

MX Weather Users have weather information displayed in the Portal. Weather may be updated to
display area-specific information. To update the weather for your area, you will
need to specify your country and enter your zip code.

MX Weather is a default window on myPage.

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Manager’s Log

Manager’s Log The Manager’s Log acts as an online log book and communicates valuable store
information amongst managers. The Manager’s Log may be visible solely to the
store, as well as the the enterprise as a whole.

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Overview

Miscellaneous Tasks

Overview The following tasks, although standard with any mymicros.net purchase, are
typically considered Advanced. These tasks can be used to customize the
mymicros.net experience. Users can create and administer enterprise specific
reports and categorize areas of importance. The following tasks will be discussed:
Š Audit & Analysis
Š Enterprise Maintenance Services (EMS)
Š iQuery
Because the nature of these tasks, separate instructional guides have been provided
to discuss them in detail. The following is a very brief overview of these
applications. Please refer to the Documentation section of the mymicros.net portal
for more information.

Audit & Analysis The Audit & Analysis (A&A) application is an auditing tool that allows a user to
search for exception information in the guest check detail stored in the
mymicros.net database.

Basic tasks in A&A include:

Š creating designing, and filtering queries,
Š viewing the results online, or saving to a variety of file formats,

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Enterprise Maintenance Services (EMS)

Š publishing (saving) the saved query for future use by users or groups.
Queries can be exported into multiple formats, like an Excel Spreadsheet or PDF.
For more information, the Audit & Analysis Users Manual is available for
download via Documentation | Downloads.

Enterprise EMS is a centrally-based implementation solution which allows an organization to

Maintenance make changes to POS systems from one application. Many times this application is
referred to as “EM Lite”, since it behaves similarly to the existing MICROS
Services (EMS) Enterprise Management application, however a scaled back version thereof. Users
can make daily POS changes quickly and easily, since it is geared toward food and
beverage staff, rather than IT professionals. It is truly the “user’s interface”, in that
it simplifies commands and provides quick solutions for the busy store owner or
manager. EMS can be accessed in a browser via the Internet, making it a convenient
solution that is available anywhere and anytime. Changes made to the database can
take effect immediately or to be implemented in scheduled batches.

Basic tasks in EMS include:

Š adding or editing menu items or discounts, prices, or tax rates,
Š creating POS Number Ranges for menu items and discounts,
Š creating new batches to go into effect as soon as possible or at a specific date
and time, editing pending batches, and viewing pending and completed
batches, and
Š viewing the tasks the user has opened, but has not completed.
For more information, the EMS Users Manual is available for download via
Documentation | Downloads.

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iQuery

iQuery The iQuery feature allows organizations to create and customize reports for
themselves. iQuery is able to analyze existing reports and pull data from those
reports to streamline existing reports.
This feature works as a plug-in to a MS Excel Spreadsheet. When you download
and install the iQuery feature, you will see a new icon in your Excel toolbar:

When you click the iQuery icon and login, you will be able to select a subject,
specify columns of data, and perform functions (sum, count, average, etc.).
Furthermore, you can filter your search results based on business dates, locations,
revenue centers, etc. You’re essentially deciding for yourself what type of
information is most important to you.
These special queries can be saved in spreadsheet form or turned into custom
reports for your organization.
For more information, the iQuery Users Manual is available for download via
Documentation | Downloads.

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