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MICROS SYSTEMS, INC icare Programming Definitions, Suggestions, & Configuration 5/3/2012 This document contains the general definition of icare Rules, programming flow, rule suggestions, steps to configure
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MICROS SYSTEMS, INC icare Programming Definitions, Suggestions, & Configuration 5/3/2012 This document contains the general definition of icare Rules, programming flow, rule suggestions, steps to configure the most common programs, and additional programming details. The following details are geared towards setting up icare programs and coupons in the portal; this document does not specifically reference configuration that must occur at the POS. Version 7 CONTENTS Introduction to icare... 4 Configuration Introduction... 5 Overview of icare Programs, Cards, Coupons and Rules... 5 Relationship Hierarchy of icare Rules... 8 Hints & Suggestions... 9 General Configuration Steps Minimum Configuration Requirements Stored Value (Gift Card) Loyalty Program Earning Points & Award Discount Card POS Configuration- POS Keys per Program Standard Configuration to Add a POS Key Exceptions to Standard POS Key Configuration Card Rule Configuration Configuring the Most Common icare Programs Stored Value/ Gift Cards Meal Cards/ Auto-Reload Debit Cards Coupons- Coupon Type Configuration Discount Card Loyalty Point Programs Point per Visit Point per Item Purchased Point per Dollar Spent Loyalty Award Options Immediate Discount Award Stored Value Award Coupon Award Advanced Configuration Precedence Overview Loyalty Point Issue Rules Version 6 Page 2 Loyalty Award Rules Point Multipliers/ Tiered Programs Birthday Benefits Birthday Awards Additional Points for a Birthday Double Points for a Birthday Double Dipping- Loyalty Option Bit Effective Dates & Date Driven Promotions Require Registered Customer- Stored Value & Loyalty Programs Stored Value Programs Loyalty Programs Loyalty Award when Customer Registers Stored Value Bonus- Earn Additional Value on a SV Account Stored Value- Limit Redemption Additional icare Functions icare Account Admin Basics icare Customer Attributes myicard.net Configuration Partners- Customer Tracking for Associations & Charities Version 6 Page 3 INTRODUCTION TO ICARE The primary function of icare is to provide card programs that benefits the customers of a hospitality organization, examples are Gift Cards, Loyalty programs, and Employee Meal programs. To provide this functionality icare must be configured with different programs, each program is tracked and reported \ separately within icare reporting. A program is a set of rules that defines how a group of account numbers function at the POS, such as tracking spend and awards earned by a customer or a Gift Card and it s purchases. All account numbers with the same preamble (i.e. number schema) linked to a program will have the same functionality online and at the POS. The following pages detail icare Program configuration and programming tips. Configuration in the mymicros.net Portal The icare side menu and icare portlets should be configured for an organization that purchased icare. For configuration, see ICARE icare Configuration Programs, Cards, Coupons, and Rules. Note Merchandise Redemption Rules are not covered in this document- See Merchandise RedeemConfig document for details. The configuration for Partners is covered under the Additional icare Options section of this document. Currency is not covered in this document, it only applies to organizations that support multiple currencies and is covered in the icare Sys Admin guide. Version 6 Page 4 CONFIGURATION INTRODUCTION icare may be used in many different ways by each Organization. While there are common ways to configure programs and this document details the most frequently used programs and settings; each possible scenario that may be implemented is not covered in this document. The configuration options detailed in this document may be used in almost any combination to provide the desired program functions. Consultation and verification with the Organization on the icare programs to be implemented is encouraged and helps to ensure a successfully icare implementation. General Program Notes & this Document: Configuration steps in this document are the general settings for each program detailed. Options not referenced in this document are NOT required for that specific program. However, these options could be set to affect the program behavior. Each rule that is part of a program applies to all card rules linked to that program (I.e. each linked cards will function identically). Inherently in icare, all rules and programs are available at all times and for each location. o Limitations to items or times are option configuration settings within Eligibility Rules. o Limitations to specific locations are optional settings when a Card Rule is linked to a program or- when setting up a POS Key within icare POS Configuration. Overview of icare Programs, Cards, Coupons and Rules Programs- Defines the main functions of how a group of cards will act at the POS. Programs are a collection of rules detailing the functions of the accounts. Program types include Gift Cards, Meal Programs, Loyalty Programs, Award Programs (Stored Value earned through Loyalty), and Credit Cards. Card Rules- Indicates account number schema. icare supports a standard 16 digit icard number, as well as card number schemas provided by non-micros organizations, called foreign cards. An account number can be on a card or key fob using magnetic stripe or barcode, as well as RFID, such as a wrist band. Foreign card length, which includes a preamble, supports with 4 to 15 characters and characters. Loyalty Rule- Only linked to Loyalty programs; rules that define how to earn points or receive awards. Configuration of the rules indicates the capabilities of the loyalty program during a POS transaction. Point Issue Rule- Specific rules indicating how points are earned (visits, spend, items, etc...). Award Rule- Specific rules indicating when, how awards are received, as well as the amount of the award. Coupon Type- Loyalty Award Option. Rule to create a Coupon offer, with validity date ranges and defined discount amount. Version 6 Page 5 Stored Value Bonus- Gift Card or Award Programs (Stored Value). Rules indicating bonus dollars to be given when a card is issued, reloaded, or redeemed. Redemption Rule- Gift Card or Award Programs (Stored Value). Rules indicating limitations for when or what checks, items, or values can be redeemed- not required for implementing a Gift Card program; redemption rules are not frequently used. Eligibility Rule- Defines when a transaction may occur at the POS. Eligibility Rules are sub rules which may be linked to Coupon Types, Loyalty Rules, Redemption Rules, and Stored Value Bonus Rules. Further definition of when a transaction may occur is configured through Edit Item Rules and Edit Time Rules. Note By default when an Eligibility Rule is created and no specific items or times are configured, all items and times are eligible during a transaction only if an eligibility rule is edited to include specific items or times will the transaction require those items or times to be present. An eligibility rule MUST be created and linked to the following rules: o Loyalty Points Issue Rule o Coupon Type (Redemption Eligibility Rule) o Redemption Rule Without a linked eligibility rule points may not be earned, coupons may not be redeemed, and limiting a Stored Value Redemption will not occur. An eligibility rule is optional (i.e. not required) for the following rule: o Loyalty Award Rule Most awards are triggered by point threshold, not eligible items or times. However, an eligibility rule may be linked to a Loyalty Award Rule to require specific items or times when the award may be issued. Edit Time Rule (within Eligibility Rules) - Indicates the specific time an icare POS transaction can occur. Configuration of a Time Rule is not required for an icare transaction. Edit Item Rule (within Eligibility Rules) - Indicates the specific items or groups of items on an icare POS transaction that are eligible in the transaction. Configuration of an Item Rule is not required for an icare transaction. Version 6 Page 6 POS Configuration- Required configuration for some functions, such as Gift Cards, Loyalty Points and Awards, as well as Coupons icare functions that may be used at the POS. These keys or buttons should exist at the POS to allow these icare functions. The POS record number does not need to be configured for all POS Request Codes. The chart below details the POS Request Codes that may require a POS Key (record number) to be configured NOTE that POS Keys configured with record numbers will vary based on the programs an organization is implementing. POS Request Codes POS Key Type Required for Gift/ SV Programs Loyalty Programs Point Issue Tender X Immediate Discount (Linked to Point Issue) Discount X Issue or- Activate Service Charge or- Menu Item X Redemption Tender or- Discount X Redemption Auth (Tips on GC) Tender X Cash Out (Cash out GC) Tender X Accept Coupon Discount X Issue Coupon Tender X Version 6 Page 7 Relationship Hierarchy of icare Rules Card Rule Loyalty Rule* Point Issue Rule* Eligibility Rule Time Rule Menu Item Rule Award Rule* Eligibility Rule Time Rule Menu Item Rule Programs Coupon Type* StoredValue Bonus!~ Eligibility Rule Time Rule Menu Item Rule Redemption Rule~ Eligibility Rule Time Rule Menu Item Rule POS Config. * Rules that only apply to Loyalty Programs ~ Rules that only apply to Gift Cards, Stored Value, or Award Programs Note POS Config is the configuration area where you indicate the Tenders, Service Charges, Menu Items, or Discounts configured at the POS, which should be linked to icare Functions and transactions (Issue, Redemption, Point Issue, etc...). Version 6 Page 8 Hints & Suggestions 1. All Programs, regardless of the Program Type, MUST be linked to one or more Card Rules. There is no limit to how many Card Rules may be linked to a program. A program may have both icard Card Rules and foreign Card Rules linked to it. 2. Help Files exist in the Action bar of most icare configuration screens. Options and fields are detailed to assist while configuring programs. 3. When creating rules for a program, keep the naming convention for each rule similar Editing and modifying a program is easier if each rule is consistently named. EX 1: VIP Loyalty program- Program Name= VIP Loyalty, Loyalty Point Issue rule= VIP Points, Loyalty Award rule= VIP Award, Card Rule= VIP 5555 (5555 is the icard preamble). EX 2: Beer Club- Program Name= Beer Club, Loyalty Point Issue rule= Beers Tasted, Loyalty Award rule= Beer Club Award, Card Rule= BeerClub 1111 (1111 is the icard preamble). 4. To add or change Items or Times eligible for a program, modify the eligibility rule(s) linked to the program Loyalty Rule(s). Under Eligibility Rules highlight the correct Eligibility Rule, then Edit Time Rule or Edit Item Rule. 5. If an organization will be giving a new coupon award, add a Coupon Type Creating a Coupon Type requires an Eligibility Rule to be linked in the Redemption Eligibility Rule field. 6. When adding new Loyalty Rules Points Issue Rules are added or modified to determine a new way a program will earn points multiple loyalty point issue rules may be configured and linked to each program. o Point Issue Rules must always have an Eligibility Rule linked. Points Award Rules are added or modified to determine how a program earns an award multiple awards may be configured and linked to each program. o Point Award Rules don t always require an Eligibility Rule. 7. Print Text on a POS Check can be controlled by icare In icare POS Configuration highlight a POS Request Code and select Edit POS Print Text o Text, as well as Print Tokens specific to an account, may be added when a POS transaction occurs. o See the Help file in the Edit POS Print Text screen for more details. Version 6 Page 9 General Configuration Steps The suggested general flow for creating icare Programs are as follows: 1. If not previously created, add a Card Rule. 2. Add Program (Primary definition of the program- Gift/ Debit, Loyalty, Award, or Credit Card) Program Name and Description may be changed at any time. Once saved, Program Code can t be changed- Program Code is not visible to customer account holders. 3. Add Eligibility Rule(s) a. Only if a program is limited by time or day, Edit Time Rule. b. Only if a program is limited by menu item, family group, or major group, Edit Item Rule. Note Eligibility Rule is REQUIRED for a Loyalty Point Issue Rule. Eligibility Rule is only linked to a Loyalty Award Rule IF the award is dependent on items or time. 4. Coupon Type- Add if an Organization is using/ issuing icare Coupons as an award. Note An Eligibility Rule of Coupon Type is REQUIRED, linked to the Redemption Eligibility Rule field. Issue Eligibility Rule may be linked, but is rarely configured, only if issuing coupon is dependent on items or times. 5. Add Loyalty Rule(s) a. Add Points Issue Rule to determine how the program earns points. Multiple rules for earning points may be created for each program, for example Double Points Mondays. b. Add Points Award Rule to determine how the program earns an award multiple awards can be created for each program, for example customers earn a Birthday Award. Note Eligibility Rule is REQUIRED for a Loyalty Point Issue Rule. Eligibility Rule is only needed for a Loyalty Award Rule IF the award is dependent on items or time. 6. Redemption Rule- Only applies to Gift/ Stored Value. Version 6 Page 10 This rule is not frequently used and may be skipped in most instances. However, if a Gift/ Stored Value program(s) limits which days or menu items when a payment may be made, add a Redemption Rule. 7. Stored Value Bonus Rule- Only applies to Gift/ Stored Value. This rule is optional, allowing additional value to be added at no charge to the purchaser. Example- Holiday Gift Card Promotion- Purchase $100, receive an additional $20 at no charge total amount to be issued = $ Return to Program Rules- Previously configured rules must be linked to the program. Select the Program to link previously configured rules, selecting the correct Rule option in the Action bar. See chart below indicating which rules to link for each program type. Rules to be Linked Gift, Award, Stored Value Program Type Loyalty (Points) Notes Edit Card Rule X X 1 or more Card Rules must be linked to each program Edit SV Bonus Rule X Link if Gift Card program earns bonus amounts Edit Loyalty Rules X Link all necessary Point Issue and Award Loyalty Rules- These determine how points and awards are earned Edit Redemption Rule X Link if Redemption is limited to specific items and/ or times Note Edit SM Rules is not covered in this document- See icare Social Media Integration document. Edit Custom Transactions is not covered in this document and would only be configured by Professional Services. 9. POS Configuration- Link the POS Tenders, Service Charges, Discounts, or Menu Items to be used by each icare Programs: Each listed POS Request Code should be set to ACTIVE. To link a POS record/ object number, highlight the correct POS Request Code and select Edit POS Key Click ADD and enter correct POS Key Type, enter Description, and POS record/object number created at the POS, select Reconcile with POS the click SAVE. Version 6 Page 11 Minimum Configuration Requirements Listed below are the minimum configuration requirements for each major type of program. This may be used as a checklist verifying minimum requirements for a program have been met. For more details on program configuration, see Configuring the Most Common Programs and Advanced Configuration. Stored Value (Gift Card) 1. Program- Type= Gift or Debit Card 2. Card Rule- Link to Program 3. POS Configuration- Edit POS Key, configure POS record number for: a. Issue (Service Charge or Menu Item) b. Reload (Service Charge or Menu Item) c. Redemption (Tender) Loyalty Program Earning Points & Award 1. Program- Type= Loyalty 2. Card Rule- Link to Program 3. Eligibility Rule- Type= Use with Loyalty Rule (for Points Issue Rule) 4. Loyalty Rulesa. Points Issue Rule- link to Eligibility Rule b. Points Award Rule 5. Link Loyalty Rules to Program 6. POS Configuration- Edit POS Key, configure POS record number for: a. Point Issue (Tender) b. Optional- if Immediate Discount Award i. Add second entry for Point Issue (Discount) ii. Link Program and Loyalty Award Rule c. Optional- if Coupon Award i. Accept Coupon (Discount) ii. Link Coupon Type Discount Card 1. Program- Type= Loyalty 2. Card Rule- Link to Program 3. Loyalty Rulea. Points Award Rule 4. Link Loyalty Rule to Program 5. POS Configuration- Edit POS Key, configure POS record number for: a. Point Issue (Discount) b. Link Program and Loyalty Award Rule Continue to Next page for icare POS Configuration details. Version 6 Page 12 POS Configuration- POS Keys per Program All POS Request codes in icare should be set to Active. Only the following POS Keys, if used by a program, should have one or more POS Key and record number configured: Program Type POS Request Code POS Key Type SV/ Gift Card Issue Service Charge (suggested) SV/ Gift Card Reload -or- SV/ Gift Card Activate* Menu Item Notes Selling a SV Card can be added to a POS check as either a Service Charge or Menu Item- Service Charge is more common. NOTE: Activate is rarely used- Activate requires an additional step of pre-activating the account in the icare portal before selling it at the POS. SV/ Gift Card Redemption Tender These keys are used to either: SV/ Gift Card Redemption Auth* Make Payment on a POS check Cash Out a SV card SV/ Gift Card Cash Out* Issue Points/ Apply Card to a POS check Loyalty Point Issue Loyalty (w/ Immediate Discount) Coupon Point Issue Accept Coupon Discount Open dollar discount should be configured at the POS if coupons or immediate discount(s) are a part of a loyalty program. Each program & coupon can use the same discount or different discounts. * Optional- based on customer s need to provide these functions Standard Configuration to Add a POS Key Highlight POS Request Code to be edited Click EDIT POS KEY Click ADD o USE TYPE: Use Always o DESCRIPTION: Easily Understandable Description of the function o POS KEY TYPE: See table above o POS KEY NUMBER: enter POS Record Number to be used during transaction o CARD RULE: Typically All o PROGRAM: Typically All If ALL, this record number will apply to each program for this POS key o LOYALTY RULE, ORG LEVEL, REVENUE CENTER, COUPON TYPE: Typically All o Enable Reconcile with POS o Click SAVE More than one POS Key can be configured for each POS Request Code o Example: Redemption of a sell-able Gift Card program may use Tender 101, but a Promo Gift Card program may use Tender 201. Exceptions to Standard POS Key Configuration Immediate Discount Award for a Loyalty Program ADD a second POS Key for Point Issue o POS KEY TYPE: Discount Version 6 Page 13 o o o Follow same the standard steps above, except: PROGRAM: Select specific Loyalty Program LOYALTY RULE: Select the specific Points Award Rule Enable Reconcile with POS Click SAVE Accept Coupon ADD a POS Key for Accept Coupon o POS KEY TYPE: Discount o Follow same the standard steps above, except: COUPON TYPE: Select the specific Coupon Type o Enable Reconcile with POS o Click SAVE Card Rule Configuration All programs require that one or more card rules exist and are linked to the program. There is no limit to how many card rules may be linked to a single program. Typically new programs only have one card rule. However, programs moved from an existing provider to icare may have 2 or more card rules linked to it; one or more card rules for the existing/ foreign card rule(s) and one for the icard numbers that will be issued in the future. icare icare Configuration Programs, Cards, Coupons, and Rules Card Rules Add If card numbers have been issued by MICROS Enter Rule Name- Ex. Gift Card Check Is this an icard? option bit Click CREATE Card Program Number will be assigned Card Rule may be ed
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