Aldelo Gift Card Server User Manual
Contents
1. 11 Aldelo For Restaurants Setup 14 CHAPTER 4 OPERATION 21 Headquarters Operations 21 Reports Menu 21 Action Menu 23 Status 2 22 22 22 nn nn nn nnn nn nnn nnn nn nn nn nnn nnn nn nn nnn nnn nnn nnn 0000000 24 Clients 7 7 25 Store Operations 26 Creating New Gift Certificates 26 The following requirements must be met before using the Aldelo Gift Card Server software 1 The headquarters location from which the Aldelo Gift Card Server software operates must have an always on dedicated internet connection such as DSL Frame Relay T1 Cable or other broadband Internet service 2 Obtain a Static TCP IP address from your Internet Service Provider ISP You must request this type of service f2. iz Aldelo Gift Card Server InstallShield Wizard ALDELO Path ta Simplicity InstallShield Cancel Figure 2 2 The Welcome screen follows the InstallShield Wizard screen Click the Next button on this screen as well see Figure 2 3 i Aldelo Gift Card Server InstallShield Wizard E Welcome to the InstallShield Wizard for Aldelo Gift Card Server The InstallShield Ri Wizard will install Aldelo Gift Card Server on our computer To continue click Mext ALDELO Path ta Dimpliciti WARNING This program is protected by copyright law and international treaties Cancel Figure 2 3 The following screen displays the End User License Agreement EULA Read the EULA carefully Agreeing to the terms of the EULA creates a legal agreement between you and Aldelo Systems Inc If you accept the terms of the agreement click the Next button see Figure 2 4 You must agree to the terms of the EULA or you cannot proceed with the installation i Aldelo Gift Card Server InstallShield Wizard License Agreement Ay A L El Jan ao F IT A S P Please read the Following license agreement carefully ew Bath da Simylicity END USER LICENSE AGREEMENT FOR ALDELO STS TEMS INC SOFTWARE IMPORTANT READ CAREFULLY This Aldelo Systems Inc End User License Agreement EULA is a legal AGREEMENT between you and Aldelo Systems Inc for the Aldelo Systems Inc software product which includes compu
3. Ready to Install the Program P MA L D E i E The wizard is ready to begin installation q Bath ta Sirgulicity IF you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Current Settings setup Type Typical Destination Folder C Program Files Aldelo Aldelo Gift Card Server User Information Mame Aldelo Systems Inc Company Aldelo Systems Inc Cancel Figure 2 7 If the installation 1s successful the InstallShield Wizard Completed screen displays Click the Finish button to complete the installation process see Figure 2 8 i Aldelo Gift Card Server InstallShield Wizard InstallShield Wizard Completed The InstallShield Wizard has successfully installed Aldelo Gift Card Server Click Finish to exit the wizard ALDELO Bath ta Simplicity Figure 2 8 10 11 Chapter 3 Setup Server Setup Once you have installed the Aldelo Gift Card Server connect to the Aldelo Gift Card Server database To connect to the Aldelo Gift Card Server database follow the steps below Click Start on the desktop Navigate to All Programs Aldelo Gift Card Server Aldelo Gift Card Server and click on it see Figure 3 1 pe Remote Assistance Baa Serene amp 9 Windows Live Messenger Windows Media Player Aldelo Gift Card Ser i 3 Windows Messenger Microsoft Office Proj Windows Movie Maker 2003 te T Axoso
4. Redeemed Total Total at Local site Total from Remote sites Figure 4 5 Action Menu Under the Action menu item there is only one option Void Gift Certificate Use Void Gift Certificate to void an outstanding gift certificate when you enter the Certificate number in the textbox and click the OK button see Figure 4 6 Void Gift Card Enter Certificate Number To Wold Cancel 00011 Figure 4 6 When the transaction finishes the Void Complete window displays see Figure 4 7 Void Complete Figure 4 7 24 Status Below the menu bar is a TCP IP status box that indicates whether or not this server is currently running When the Aldelo Gift Card Server software is running the status message says SERVER RUNNING in green followed by the IP address and port number that s currently configured see Figure 4 8 S Aldelo Gift Card Server 3 0 www aldelo com Reports Action sous SERVER RUNNING 172 28 18 5 5021 Invalids Clear Logs Telephone IP Address 2093385481 172 28 18 5 4333 Clients Shut Down 25 When the Aldelo Gift Card Server software is not running the status message says SERVER NOT RUNNING in red see Figure 4 9 Aldelo Gift Card Server 3 0 www aldelo com Reports Action Invalids o Clear Logs Site Telephone IP Address Clients Shut Down Figure 4 9 Following the TCP IP status box are three status fields and a C
5. 12 2007 3 53 53 PM 00018 Dave Ventura 14 10 2007 9 52 38 AM 00017 Dave ventura 100 00 12 15 2007 10 27 38 AM 00011 Dave Ventura 136 16 136 16 Paul Gentry Jim Newman Figure 4 2 The Gift Card Redemptions Details Report displays information about the redemption activities on certain gift certificates for a given date range see Figure 4 3 GIFT CARD REDEMPTION REPORT Report From Report To 41 2 2007 41 2 2007 eee GIFT CARD REDEMPTIONS FROM 4 12 2007 TO 4 12 2007 EMPLOYEE NAME 4 12 2007 3 55 34 PM Joan Erodel Eleanor Powel 4 12 2007 4 04 00 PM Joan Brodel Joan Erodel TOTAL REDEEMED Figure 4 3 The Gift Card Issued amp Redeemed Summary Report s a breakdown of each site s total issued and total redeemed gift cards for a given date range see Figure 4 4 GIFT CARD ISSUED amp REDEEMED SUMMARY REPORT Report From Report To 4 1 2 2007 4 12 2007 GIFT CARDS ISSUED amp REDEEMED SUMMMARY PER SITE From 4 12 2007 To 4 12 2007 site Number Total Issued Total Redeemed Figure 4 4 23 The Gift Card Reconciliation Report gives a breakdown of each site s activity for a given date range It allows the headquarters to bill each site for the amount owed to other sites see Figure 4 5 GIFT CARD RECONCILIATION REPORT Report From Report To 41 2 2007 am 2 2007 ttt GIFT CARD RECONCILIATION PER SITE From 4 12 2007 To 4 12 2007 SITE 1 TOTAL ISSUED 50 00 Redeemed at site
6. R nnins masse 25 Server RUNNING aia 24 SEV Si SC Dale 11 Settle Order Screen sosite 28 31 Stat ERM Tabacos 16 MS 24 Stalus Bields ia 25 St re Operationen 26 SUCCESS era wa di arene tc 23 System Setup Window 13 T Traditional In Store Gift Certificates 26 34 V Void Complete Window 35
7. the screen When deducted from the total due the remaining balance is 14 46 Choose another payment method to pay the remaining balance 1t may be another Gift Certificate or any other payment method As soon as sufficient payment has been tendered the transaction completes and the receipt prints Settle Order Ticket 12 Dine In Dave Ventura Order 101 Gratuity 0 00 Total Due Total Received Balance Even Amount Split Gift Certificate 95 76 Gratuity Figure 4 15 Note Aldelo strongly recommends the use of MSR Magnetic Stripe Reader cards whenever the Gift Card Server feature of Aldelo For Restaurants is used Since the cards need only be swiped through the reader to capture their data manual data entry is eliminated Manual data entry is known to be an error prone process The use of MSR Cards eliminates these data entry errors 32 A pa vel a ela Me ti 23 o een 12 Aldelo For Restaurants Gift Certificate NG AY AA 27 Aldelo For Restaurants SEID 14 Aldelo Product Installer Screen 5 B Back OCO AAA 27 C Chance Screen see 30 Clear Loss DI HOL anos 25 A erste 25 Connected Locations c cccecescecesceceeees 19 Creating New Gift Certificates 26 Customer Information Screen 8 D DAA sen 11 Destination Folder 20 200022000200000 8 DSL Cable Modem cccecesceceseeces
8. ALDELO Aldelo Gift Card Server User Manual PUBLISHED BY Aldelo Systems Inc 4641 Spyres Way Suite 4 Modesto CA 95356 Copyright O 1997 2007 by Aldelo Systems Inc All rights reserved No part of the contents of this book may be reproduced or transmitted in any form or by any means whatsoever without the written permission of the publisher Printed and Bound in the United States of America This manual is available through Aldelo Systems Inc and resellers worldwide For further information about other languages that the manual may be translated into please contact Aldelo Systems Inc or visit our Web site at www aldelo com Send comments about this manual to contactO aldelo com Aldelo is the registered trademark of Aldelo Systems Inc Other products or company names mentioned herein may be the trademarks of their respective owners The example companies organizations products logos people places and events depicted herein are fictitious No association with any real company organization product logo person place or event 1s intended or should be inferred CHAPTER 1 REQUIREMENTS 3 CHAPTER 2 INSTALLATION 5 CHAPTER 3 SETUP 11 Server Setup
9. Blanche Diner s Club ATM Debit Card Total Due House Account Gift Certificate Complimentary Total Received 4 Even Amount Split Gratuity Figure 4 12 29 Swipe the MSR Gift Card or enter the Gift Certificate account number that was issued to the transaction at the time of purchase see Figure 4 13 Swipe MSR or Enter ID 000120 In Figure 4 13 If the account number is not known enter the number pre printed on the paper Gift Certificate preceded by a semi colon and succeeded by a question mark the same number entered when the card was initially issued For example if the pre printed Gift Certificate number is 147 enter 147 in the ID number field Click the Enter button when done 30 If the Gift Card has sufficient value to cover the check amount the Change screen displays indicating that there is no change due the customer see Figure 4 14 Figure 4 14 The receipt prints and if there is any remaining balance on the gift certificate a separate receipt prints that shows the remaining balance 31 If the Gift Card does not have sufficient value to cover the check amount the Settle Order screen reappears showing the amount of the Gift Certificate as a tendered amount and the balance remaining For example in Figure 4 15 below the total order amount is 110 22 A Gift Certificate with a remaining balance of 95 76 is applied to the check This is listed at the left of
10. Out Reminder After Minutes Over Time Hour 150 Force Hourly Employee Clock In Before Use System Employee with Multi Job Selection Take Out Delivery Show Search Type Enforce Exact Telephone Number Digits Auto Create Freg Diner Reward GCS Site Number GCS Server IP 72 28 18 3 GCS Serer Pong5021 Figure 3 10 18 2 Aldelo Gift Card Server 3 0 www aldelo com DEMO MODE 2 IX Reports Action seus SERVER RUNNING 172 28 18 5 5021 Success o Failures o LO ma Sites Telephone IF Address Invalids Clients Shut Down Figure 3 11 19 Click the Done button when finished The client locations now appear in the list of clients in the Aldelo Gift Card Server software The list shows the Site Telephone number and IP Address of each connected location see Figure 3 12 2 Aldelo Gift Card Server 3 0 www aldelo com DEMO MODE Reports Action seus server RUNNING 172 26 18 5 5021 Telephone IP Address 2093385481 172 28 18 5 3885 Invalids Clients Shut Down If a client fails to appear in the list there may be a firewall between the client location and the Aldelo Gift Card Server The most common issue with clients not connecting is that port forwarding has not been setup properly on the device that connects the Aldelo Gift Card Server location to the internet This device can be the DSL Cable modem or router provided by your ISP or one purch
11. Way Suite 4 Server TOPAP Address Premise Postal Code 05356 Modesto CA Server TEPAP Port Area Code Phone No 209 338 548 1 Auto Restan All Computers Auto Shut Down All Computers Default Area Code 209 Site Mumber Auto Trigger Time Mailing Address 4641 Spyres Way Suite 4 Display Special Message During Login Mailing Postal Code 05356 Modesto CA Special Message sassari JEI x Daily Start Time 3 00 00 AM Lunch Start Time 10 00 00 AM Dinner Start Time 4 00 00 PM Telephone Display Format 10001 000 0000 Figure 3 9 17 Fill in the GCS Site Number field with the number for this location for example 0001 see Figure 3 10 Each location must have a unique number assigned to it Do not assign the same location number for two different locations Next fill in the GCS Server IP address see Figure 3 10 This is the static IP address of the server computer that was obtained previously from your ISP Finally fill in the GCS Server Port number see Figure 3 10 This number can be found in the Aldelo Gift Card Server software see Figure 3 11 This 1s the number in green at the top of the screen The port number is the portion after the colon The default port number s 5021 Store Settings General Tares Services Revenue Receipt Print Y Staff CRM Order Ent y Y Other Pay Period Semi Monthly Over Time Basis By Work Week w Work Week End Day Over Time After Hours 40 Clock
12. ased at your local computer store You may need help configuring this Refer to the documentation that came with the router for instructions on how to set this up 20 21 Chapter 4 Operation Headquarters Operations The GCS software allows your clients your remote restaurant locations to connect to it for validating redeeming and issuing of centrally stored gift certificates This allows you to sell redeem and track your gift certificates at any one of your remote restaurant locations At the top of the Aldelo Gift Card Server software is a menu bar with two menu items Reports and Action Reports Menu Under the Reports menu item there are four sub menu items Outstanding Gift Card List Gift Card Redemptions Details Gift Card Issued amp Redeemed Summary and Gift Card Reconciliation see Figure 4 1 22 Aldelo Gift Card Server 3 0 www aldelo com DEMO MODE IX Action Outstanding Gift Card List Gift Card Redemptions Details Gift Card Issued amp Redeemed Summary Failures Gift Card Reconciliation Invalids Clear Logs Clients Telephone IP Address 2093385481 172 28 18 5 4103 Shut Down 22 The Outstanding Gift Card List Report displays vital information about which gift certificates are still outstanding and their current redeemable balances see Figure 4 2 OUTSTANDING GIFT CARD LIST REPORT OUTSTANDING GIFT CARD LIST CERT AUTH BY FACE VALUE BALANCE PRESENTED BY 14
13. file should now be yourrestaurantname mdb Once you have successfully renamed the file click the Open button see Figure 3 5 Select Aldelo Gift Card Server Database Look in 5 Aldelo Gift Card Server T My Recent Documents Desktop My Documents M Computer m My Network File name Checkers mdb hi Open Places p Files of type Aldelo Gift Card Server Database Cancel Figure 3 5 When the system comes up the System Setup window displays Leave the TCP IP Address and TCP IP Port at the default values see Figure 3 6 You can change these later if you like System Setup TCP IP Address 172 28 18 5 TCP IP Port 5021 Reset Cancel Done Figure 3 6 Restart the software The reason we change the database name is to protect the database from being overwritten if the software 1s upgraded or uninstalled 14 Aldelo For Restaurants Setup Each client location must connect to the Aldelo Gift Card Server Several settings on the client machine must be changed The basics of the setup are to transfer or forward any communications coming into the router on the GCS Server port to the IP address of the machine where the Aldelo Gift Card Server is located see Figure 3 7 Aldelo Gift Card Static IP Address Server obtained from ISP i Z Figure 3 7 Location 1 Location 2 Internet DSL Cable Rou
14. ft 22 Windows Live Messe m iTunes C1 Aldelo Fingerprint Server All Programs ip Aldelo Gift Card Server dl Aldelo Gift Card Server Di O srt down start Windows Live Messen W Microsoft Word E Control Panel Figure 3 1 Click OK when the software prompts for the data source See Figure 3 2 Data Source Selection Figure 3 2 12 Navigate to Local Disk Program Files Aldelo Aldelo Gift Card Server see Figure 3 3 Select Aldelo Gift Card Server Database Look In 5 Aldelo Gift Card Server cy My Recent Documents f Desktop O My Documents My Computer i 4 34 Floppy 4 e Local Disk E CC Program Files ID Aldelo Aldelo Gift Card Server a OWDCO A Drive 0 ofl LEXAR E Fa M Sharing Folders o My Network Places Unused Desktop Shortcuts My Recent Documents My Computer e My Network File name hi Places Files of type Aldelo Gift Card Server Database ha Lancel Figure 3 3 Right click on the file adGCS mdb see Figure 3 4 Select Aldelo Gift Card Server Database 2 Fab i My Recent l2l adecs mdb Documents Desktop My Documents er My Computer a Places E e Files of type Aldelo Gift Card Server Database ha Cancel Figure 3 4 13 Click Rename and enter the name of your restaurant as the file name of the database but leave the mdb extension portion of the file intact The new name of the
15. lear Logs button The three status fields show the total cumulat ve Success Failures and Invalid requests The Invalids counter indicates the number of requests that were received in an incorrect format The Clear Logs button allows you to clear these status fields to start over Clients The Clients field lists all client locations currently connected to the server The list includes the site number the telephone number and the IP address and port number of the connected location see Figure 4 8 previous page 26 Store Operations The procedures for creating new gift certificates and redeeming gift certificates are similar to those of creating and redeeming traditional in store gift certificates When the restaurant location 1s not connected to the GCS server the user 1s notified that the gift certificate feature 1s not available when an attempt is made to access it Creating New Gift Certificates To create a new gift certificate at one of your remote restaurant locations click the Gift Certificate button on the main screen of Aldelo For Restaurants see figure 4 10 Aldelo For Restaurants Pro Edition Aldelo Systems Inc Sele Es 3 Dine In Take Out Drive Thru Delivery 2 Recall Driver Delivery Status Credit i ifi Cashier In Time Card Operations Back Office Exit Program 413 2007 10 12 05 AM Station 1 Cash Tray 1 Cashier Joan Brodel Figure 4 10 2 When the Aldelo For Resta
16. n Brodel Figure 4 11 A Gift Certificate Receipt prints to your receipt printer It includes all of the information for the transaction that was entered on the Gift Certificate screen as seen in Figure 4 11 above It also includes an account number assigned to the transaction by the Gift Card Server software for example 000115 The first four digits indicate the GCS Site Number of the remote restaurant location as was entered in the Back Office when the location was initially setup The remaining digits represent a sequential number assigned to the Gift Certificate by the Gift Card Server software In the example above 0001 represents remote restaurant location one and 15 represents this as the fifteenth g ft certificate issued by this location Please note that the software always generates this number sequentially regardless what number was entered in the MSR Card field on the Gift Certificate screen so the numbers will not necessarily match When using paper Gift Certificates it is good practice to write this account number on the Gift Certificate in case the receipt is lost 28 Redeeming Gift Certificates When redeeming Gift Certificates in Aldelo For Restaurants select the Gift Certificate button as the tender type on the Settle Order screen see Figure 4 12 Settle Order Ticket 8 x Am Dine In Dave Ventura Cash Order 97 Mastercard American Express Discover eza Gratuity mm
17. rom your ISP 3 When using a firewall allow access on a specific TCP IP port so that your restaurant client connections may communicate with your Aldelo Gift Card Server Your network administrator usually chooses this port number The default port number 1s 5021 4 Use a standard baseline computer to run the Aldelo Gift Card Server software Minimum computer specifications may be found on the Aldelo website at www aldelo com A faster CPU speed more RAM and a faster internet connection than dictated by the minimum requirements can help speed up your gift card processing Chapter 2 Installation Install the Aldelo Gift Card Server software on a network computer at your company s headquarters location The installation is straightforward and consistent with other products from Aldelo Systems Inc To begin make sure you have the latest version of the Aldelo software Insert the Aldelo For Restaurants Installation CD into the CD ROM drive on the target computer When the Aldelo Product Installer screen appears click the Aldelo Gift Card Server English Language Installer option to begin the installation process see Figure 2 1 P Aldelo Product Installer For Restaurants Install Soap Toolkit 3 0 Install Adobe Reader 6 0 Exit Installer WIWW aldelo com Copyright c 1997 2006 Aldelo Systems Inc Figure 2 1 6 When the InstallShield Wizard screen displays click the Next button see Figure 2 2
18. s 19 E End User License Agreement 7 PULA een tee 7 F O 25 Pe Vy AN AA 3 19 G GCS Server IP Address jkjjjjl U 17 GCS Server Port Number 17 GCS Site NUMDE uns 17 27 GCS Site Number Field 17 Gift Card Issued amp Redeemed Summary 21 22 Gift Card Reconc iliation 21 25 Gift Card Redemptions Details 21 22 Gift Certificate Account Number 29 Gift Certificate Button 28 Gift Certificate Reeeipt uscresiensiinaiee 27 Gift Certificate Remaining Balance 30 Gift Certificate Screen 27 33 H Headquarters Operations 21 I Installation eu 5 InstallShield Wizard Completed Screen 9 Internet Connection se 3 Internet Service Provider lt y 4 44 22 xa4i ekaknnn 3 Invalid Requests dan 22 SP neue sn oo m x_j 3 M Manual Data Entry 31 Menu Bar rasen 21 24 Minimum Computer Specifications 3 MSR Eee 21 29 31 MSR Magnetic Stripe Reader Cards 27 O Opera Meat 21 Outstanding Gift Card List 21 22 P Port Forw arding naaa 19 R Ready to Install the Program Screen 9 Redeeming Gift Certificates 26 28 Reports Mei ara 2 Requirements ans ads 3 Roller onen 14 19 S Server Not
19. ter This device must be configured for Port Forwarding so that information entering the port is forwarded to the Aldelo Gift Card Server KERANE Location 3 15 To connect each client to the Aldelo Gift Card Server follow the steps below These steps assume you are in the Back Office of Aldelo For Restaurants on the client machine You must perform these steps at each client location Click on Store Settings see Figure 3 8 Aldelo For Restaurants Pro Edition Aldelo Systems Inc File Setup Activities Reports Help Common Tasks VE r 2 Store Settings Security Settings Station Settings Pay Employees d Data Source Compact Database Backup Database Physical Inventory Count Return To POS About Exit Program Receive Inventory Items system Information Database Size 3 56 MB 4 12 2007 10 31 21 AM In House Charge Accounts Data Source Local C Documents and Settings Userz Application bata delo Systems Aldelo Datat ldelo For RestaurantsiDatabasesLiveiCHECKERSICHECKERS mdb New Bad Check e Last Backup Date Time Sy 122007 10 20 33 AM Follow Up Bad Checks 4122007 10 31 21 AM Caller ID Station 1 Cashier Joan Brodel Figure 3 8 16 Click on the Staff CRM tab see Figure 3 9 Store Settings Prim O Staf CRM Prades Y OrderEmy General Senicos Y Revenue Receipts Store Name Aldelo Systems Inc server Computer Marne Premise Address 4641 Spyres
20. ter software and may include associated media database printed materials and online or electronic documentation SOFTWARE PRODUCT By installing copying or otherwise using the OFTWARE PRODUCT you agree to be bound by the terms of this EULA Cancel Figure 2 4 8 On the Customer Information screen enter your User Name and Organization name Select one of the installation options and click the Next button see Figure 2 5 ir Aldelo Gift Card Server InstallShield Wizard Customer Information Please enter your information User Mame Aldelo Systems Inc Organization Aldelo Systems Inc Install this application For Anyone who uses this computer all users Only For me Aldelo Systems Inc Cancel Figure 2 5 Select a destination folder for the installation on the following screen by clicking the Change button To accept the default destination folder simply click the Next button to proceed see Figure 2 6 iz Aldelo Gift Card Server InstallShield Wizard Destination Folder z E AE D _ NE u Ela ea Let Install Aldelo Gift Card Server bo ite C Program Files 4ldeloaldelo Gift Card Server change Te Cancel Figure 2 6 Verify that all of the previously entered information 1s correct on the Ready to Install the Program screen then click the Install button see Figure 2 7 i Aldelo Gift Card Server InstallShield Wizard
21. urants Gift Certificate screen displays enter the requested information in the appropriate fields If the location is using MSR Magnetic Stripe Reader cards swipe the card through the reader to populate the MSR card number field automatically If the location is using pre printed sequentially numbered paper gift certificates enter in this field the sequential number preceded by a semi colon and succeeded by a question mark For example 1f the pre printed Gift Certificate number is 147 enter 147 in the MSR Card number field The Expire Date Issued To Presented By and Discount fields are all optional Use the Recharge button to add additional value to an existing gift card Use the Add button to create multiple gift cards when purchased by one customer When all of the information is entered select a payment type and enter the amount received from the customer Click the Finish button to complete the transaction see Figure 4 11 2 Aldelo For Restaurants Pro Edition Aldelo Systems Inc EK Gift Certificate MSR Card Expire Date Issued To Dan Brown Total Amount q Presented By Ron Brown Discount Add Balance Recharge Payment Information Payment Type Visa Amount Received 120 00 Do Not Print Receipt elwe J n rl vu 1 o P felie fe o Als o Le e J JK le loo Ls Ls J _z x Je Jv Le n lt J J me J z2 Is Ar Tema ro DON 413 2007 11 30 17 AM Station 1 Cash Tray 1 Cashier Joa
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