(continued from ASI s OO Host setup)
Certain settings in the RM BackOffice Module must be set so that RMWIN can properly communicate with the On Line Ordering portal.
Photos & Menu Items to Display Online (From RM Back Office)
Adding and modifying web menu items is a similar process to the POS. In fact, if you are already a RMPOS user there will be very little you will have to do when adding On Line Ordering to your system. Typically, all you will have to do is make some data additions under the Online Ordering tab of the Menu Setup Form for any menu items offered online. Use the following steps in the Menu Setup Form in Restaurant Manager BackOffice Module to add or modify existing menu items for online ordering offerings:
On Line Ordering Employee Set-Up
OO Coupons (Dollar Discounts) must be uploaded to the Admin UI similar to other menu items available to web ordering. However, this should not be done until the Coupon Settings form in the Admin UI has been completed. Additional setup must be done starting on the Admin UI page only after you have set up the OO Dollar Discounts. More on this is covered in the section: Coupons
In order for On Line Ordering (Integrated) to accept orders, the session must be open, and the designated On Line Ordering employee must be logged in. NOTE: If your restaurant is set up to automatically close the session, and log out employees at a certain time after close, it will result in “shutting down” the On Line Ordering option, until the designated on line employee is logged back in. One option is to switch the restaurant to “24 hour mode” but the ramification of should be carefully considered as it may affect regular restaurant operations. Regardless, you must have an employee setup specifically for On Line Ordering. Employee Set Up is preformed in the RM BackOffice Module > Setup > Labor > Employees> Employee Setup Form, Make sure the security level for the “On Line” employee is set to a level to that allows sending and printing items.
You may also want to set up a JOB CLASSIFICATION, just for the online ordering employee, for more detailed reporting or other. If so, In the RM BackOffice Module go to SETUP >LABOR/JOB CLASSIFICATION and make your selections. You will want to minimize the use of prompts and make sure the job class can create a new transaction and allow transfers.
On Line Orders will not be process if a designated OO Employee is not logged in. To aid in this process, ASI created an executable named OOReminder.exe to warn when an OO Employee is not logged. The OOReminder.exe can be run from any computer on the network including a POS station. The program can also run from more than one computer if needed. It is suggested that the executable be placed on a computer used on a regular basis.
Some minor setup is required to run OOReminder. You will need to access OOReminder program from the computer you will be utilizing the application. You can access the program by performing a right click on the OOReminder icon 
in the systray and choose the Setup option. In the OO Reminder Setup form fill in the following data fields:
Online Ordering Employee- Select the designated OO Employee from the Employee list using the drop down menu
Check Employee Status Interval- This field is measured in minutes. RM will scan the logging status of the employee selected in the increment selected. Select a value you are comfortable with.
Reminder Enabled on This Computer- Place a check mark in the field if this is the computer you will be using. You can run this executable on more than one computer at a time and will have to be enabled on each Click the OK button once the fields have been completed. OOReminder will return to the systray.
The message you received when the designated Online Order Employee will be similar to the illustration below:
You must choose one of the message options listed. At this point you have the option to log in the designated OO Employee. The options presented at the bottom of the screen will perform the following operations:
Remind Me Later- will suspend the message until the next interval time
Remind Me Next Session- will suspend message until next open session. This message will only appear again if the session is opened and the OO Employee is not logged in.
Do NOT Remind Me Again- will suspend message until next open session. This message will only appear again if the session is opened and the OO Employee is not logged in.
For each TYPE of On Line Ordering you have (Carry-out, Delivery, Dine-In) you should have a corresponding revenue center set up in RM Back Office. Make sure to properly configure the revenue center so that items print in the proper location, and that orders that go to that revenue center follow the conventions used for that type of order. (carry outs print/don’t print, etc.)
Method of Payment From RM Back Office
In the RM BackOffice Module, you must also set up a new method of payment, and probably call it “On Line Orders” or something similar. The reference number (or payment number) you create in RM BackOffice is the RMREFNO that you will enter in the Online Ordering general setup/payments. You many choose to have only one method of payment in setup in the RM Back Office Module linked to all of the On Line Ordering payments, or, you may set up a separate method of payment in the RM BackOffice for each of the corresponding On Line Ordering payments.
If the restaurant takes credit card and allows for “payment upon pickup” on line, it is suggested that you have two separate methods of payments set up in RM BackOffice for each.
The Advanced Ordering Module must be enabled under the Advance Orders (POS Modes) section in the RM BackOffice Station Configuration for all stations (including Master Station) where you want orders to appear. The Advanced Ordering Module is included when you purchase On Line Ordering module.
Advance orders can be automatically converted to Tabs or Delivery orders on the date they are active. The conversion occurs when opening the session. If you do want advance orders to convert automatically at Session Open, you must choose either Tabs or Delivery under the Advance Orders (POS Modes) section in the RM BackOffice Station Configuration. You will need either the Tab or Delivery Module enabled in the Station Configuration for orders to process correctly. If you do not want orders to convert automatically, select the option "Don't convert these orders automatically" under the Advance Orders (POS Modes) section in the RM BackOffice Station Configuration. Orders will remain in the Advance Ordering screen and must be converted manually if you want to process the order early. If left untouched, they will convert at the appointed time. Default value: Don't convert these orders automatically
Restaurant Manager can be configured using Station Configuration settings to affect the way on line orders are processed at Session Open. Let’s look at a few example when we configure the system with the following settings and use the Tabs Module:
Example #1- Here's what happens at 9 AM, customer does IMMEDIATE ORDER
At POS:
- order converts to tab immediately
- order is printed immediately
Example #2 - Here's what happens at 9 am, Customer enters LATER TODAY for 5 PM when ordering on line:
Example #3- Here’s what happens at 9 AM when a customer does FUTURE ORDER for 12 noon tomorrow when ordering on line:
Example # 4- If Session Open is set to “DON'T CONVERT” in Station Configuration, the only difference is in example #3. Here's what happens:
Either the Tabs or delivery Module MUST be enabled.
From the menu Setup Screen, go to any menu item in the food area, and create a new menu item called Minimum Delivery Charge. Do not set this as a web item. You may or may not set this as DISCOUNTABLE. Make a note of this menu item’s PLU number.
You may or may not want to set a FIXED DELIVERY FEE.The fee is set-up as a gratuity in both Station Configuration and the default revenue center. You may also set up the delivery charge as a menu item. Please consult the RM Manual section Delivery Charge as a Menu Item for specific instructions. Note that there's a difference between how the delivery charge will be displayed on the Guest Receipt vs. the Confirmation Email that the customer receives. The guest check will have the delivery charge displayed as a menu item while the confirmation email will display it as delivery charge.
Discuss with the owner what message they want to have print at the bottom of ALL customer receipts, but especially Dine-In guest checks. Many locations will use this receipt as a “form” to collect email addresses, by printing a message something like this. “Next Time You Need to Order for Carry-Out or Delivery, Go To www.FifersSeafood.com And You Can SAVE 10% By Ordering On Line”
“Print your email address below, and drop it off at the cashier for a chance to win a meal for two….”
It is advised that all sites linking to ASI’s On Line Ordering system “turn on” the 24 hour mode in RMWIN RM Back Office. (Station Configuration) Problems can occur if the 24 hour mode is NOT enabled, and an order is placed online for “immediate pick-up”, but the session is closed.
Be sure to check other settings that may be affected by enabling the 24 hour mode.
Offering a discount for customers to use On Line Ordering helps incent the customer to do so, and takes some of the pressure “off” the restaurant’s phone lines.
Version 17 On Line Ordering allows your restaurant the choice of choosing between two discount methods. One discount method is to incorporate a percentage discount. This method will take a predetermined percentage off all items on the guest check. The second method is to take a fixed dollar amount off the check. Note that only one discount can be in use at any time with On Line Ordering.
Percent Discounts For On Line Ordering to Use
Standard percentage discounts may be defined on the Discounts Setup Form in the RM BackOffice to apply discounts to individual items or to an entire check. Most restaurants offer discounts on all items on the entire check for ON Line Ordering. The percentage amount of any standard discount for On Line Orders must be a “fixed” discount. Restaurant Manager does allow you to exclude certain categories of menu items from specific discounts. For instance, a restaurant that offers an ON Line Discount might not apply this discount to items with a Group Type of “Liquor”. Individual Menu Items may also be configured as “Non-discountable”. Once a discount has been created, you can proceed to the Restaurant UI page to enable and select the discount for use.
Use the Discounts Setup Form to create an unlimited number of pre-defined percentage discounts:
Use the [Add] button at the base of the form to add blank fields for configuring new discounts. Then use the following fields to configure the new discount:
Dollar Discounts For On Line Ordering to Use
Dollar Discounts (Coupons) are created and defined in the Menu Setup form in the RM BackOffice module. You will need to follow the standard menu setup procedures described in the Restaurant Manager Manual. Below is a brief description of the process:
You can configure your On Line order system to show “Suggested Tip Percentages” show up in the payment screen. I you wish to implement this function, you must configure the percentages in the RM BackOffice Module > Setup > Settlement and Tips > Suggested Tip Percentages.
(continued in Adding Online Ordering To The Restaurant s Web Site)
