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2 PUBLISHED BY Aldelo Systems Inc. P.O. Box 271 Standard, CA 95373 Copyright 1997-2006 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 without the written permissions of the publisher.
This manual is available through Aldelo Systems Inc. and resellers worldwide. For further information about other languages that the manual may be translated in, please contact Aldelo Systems Inc. or visit our Web site at www.aldelo.com. Send comments about this manual to contact@aldelo.com A ldelo F or R estaurants, A ldelo P ollin g S erver, A ldelo G ift C ard S erver, A ldelo L ocalization M an ager, A ldelo F in gerprint S erver, A ldelo H otel Integrator, A ldelo K itch en D isplay S erver, A ldelo A dvan ced F in gerprint S erver, A ldelo E D C , A ldelo eO rder S erver, A ldelo Aldelo EDC, A ldelo L iquor C on troller S erver, A ldelo R eporter are trademarks 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 is intended or should be inferred.
Chapter 1 Requirements
Software Requirements
With the release of Aldelo EDC, Aldelo Systems Inc. has added another product to the web services arena. All communications between Aldelo For Restaurants and Aldelo EDC happens via web services. This means that you can run Aldelo EDC anywhere in the world and Aldelo For Restaurants will be able to communicate with it. In order for Web Services to work, there are some requirements that have to be met. Operating System Aldelo EDC will only run on operating systems that were released after Windows 2000. These include Windows 2000, Windows XP Pro, and Windows Server 2003. Windows 95, 98, ME and Windows XP Home will NOT run Aldelo EDC since they cannot install IIS. For the most security, we recommend using Windows Server 2003 to host Aldelo EDC. We also recommend running the IIS lockdown tool after installing the Aldelo EDC to ensure your systems are properly secured. For proper instructions on how to use this tool, please refer to the Microsoft website at http://www.microsoft.com/technet/prodtechnol/WindowsServer2003/Library/IIS/596cdf5a-c852-4b79-b55a708e5283ced5.mspx?mfr=true .NET Framework Since Aldelo EDC is written in C#.NET, it requires the .NET Framework to run. Many applications from Aldelo Systems Inc. in the future will have this requirement as we are moving to the next level of product development with the latest tools available in the market today. As of the time of this writing, there are two versions of the .NET Framework. The two versions are 1.1 and 2.0. Aldelo EDC uses version 1.1. It is ok to have both versions installed at the same time. For more information on the .NET Framework, you can visit M icrosofts w ebsite at http://msdn.microsoft.com/netframework/ Internet Information Services W eb S ervices are run usin g M icrosofts IIS techn olog y. Intern et In form ation S ervices or IIS is a w eb server designed to run on Windows 2000, Windows XP Pro, or Windows Serer 2003. IIS cannot be installed on Windows 95, 98, ME or Windows XP Home. Internet Information Services should be installed prior to trying to install Aldelo EDC. IIS is a part of Windows and can be installed through Add/Remove Windows Components.
4 MSDE If you have a copy of SQL Server, you may use that. If you do not have access to a copy, you can choose to install the free version of SQL Server called MSDE. MSDE is pre-packaged with Aldelo EDC and will automatically install if you choose to install it. Internet The internet connection is not entirely required for testing since Aldelo EDC can run in Demo mode. The internet connection is required if you will need to test or run live transactions against the gateway or processor. You will need a high speed internet connection since Aldelo EDC will not dial up the processor like standard bank card terminals do. You can use a dialup modem, but you will have to keep it connected to the internet at all times. You can do this by disabling all timeout settings and disconnect settings that cause the modem to disconnect due to inactivity. You may also want to call your internet service provider and explain what you will be using the connection for so they might be able to offer some advice on how to proceed. Microsoft SOAP Toolkit This software will allow Aldelo For Restaurants to communicate with Aldelo EDC using Web Services. This must be installed any system running Aldelo For Restaurants prior to integrating Aldelo For Restaurants and Aldelo EDC.
Chapter 2 Setup
Preparing the System
There are a couple of things that must be done before the system is ready to install Aldelo EDC. The .NET Framework must be installed as well as IIS. This section will talk about how to install these services on a machine running Windows XP Pro. Installation in Windows 2000 or Windows Server 2003 should be very similar. Installing Internet Information Services To run Aldelo EDC, the system will have to have Microsofts w eb server softw are in stalled. T h is is called Internet Information Services. Every Windows 2000/XP Pro/2003 system comes with this software and can be installed by using the Add/Remove Windows Components function in Windows. Be sure to have your Windows installation CD available when installing this service. To install Internet Information Services, follow the steps below. These steps assume you have Windows XP Pro. Windows 2000 and Windows Server 2003 steps will vary slightly. C lick th e S tart button on th e desktop. T his w ill brin g up the option s in th e S tart m en u. N avigate to an d click on C ontrol P an el. T his w ill brin g up th e C on trol P an el page in W in dow s. C lick on A dd/R em ove P rogram s. T his w ill brin g up th e A dd or R em ove P rogram s screen. C lick on A dd/R em ove W in dow s C om pon ents. T his w ill brin g up th e W indow s C om pon ents Wizard. 5. N avigate to an d put a ch eck in th e box labeled In tern et In form ation S ervices. 6. H igh ligh t In tern et In form ation S ervices an d click on D etails. 7. Navigate to an d U N C H E C K th e option S M T P S ervice if you are n ot goin g to use this com puter as an email server. Most customers will not need this option. If you are not sure, please consult with your network administrator. 8. C lick O K . 9. C lick N ext to start th e in stallation of the files. a. This may prompt for the Windows installation CD, so have it handy. 10. Once the installation finishes, restart the system. 1. 2. 3. 4. Safety Tip: To protect your system from malicious hackers, you should use a tool called the IIS Lockdown Tool which can be found here http://www.microsoft.com/technet/security/tools/locktool.mspx This tool will help secure your IIS installation.
6 Installing the .NET Framework Aldelo S ystem s In c. in cludes this in stall w h en A ldelo E D C is in stalled. If you don t w ant th e C D to in stall th e software for you, you can install the .NET Framework version 1.1 from the internet using the Windows Update Service or download the redistributable package from Microsoft. The download is about 23MB in size. This only needs to be done on the system running Aldelo EDC. If you wish, you can install the .NET Framework on all other client machines to get prepared for other future products from Aldelo Systems Inc. Installing POS for .NET To print credit card receipts Aldelo EDC software makes use of a new technology from Microsoft. Built on the industry standard UPOS drivers, Microsoft has wrapped this standard in their own .NET friendly methods. Aldelo EDC uses these methods to communicate with UPOS or OPOS compatible printers. You will need to install the POS for .NET framework before the software will be able to make use of any printer. You can find the framework install package after you install th e softw are in th e D rivers folder or by dow n loadin g it from Microsoft. Installing the Microsoft SOAP Toolkit To allow Aldelo For Restaurants to communicate with Aldelo EDC using web services, the Microsoft SOAP toolkit 3.0 must be installed on every client station that will be sending transactions to the hotel system. The Microsoft SOAP Toolkit 3.0 can be found on the Aldelo CD in the [Drive]:\Program Files\Aldelo\Aldelo For Restaurants\Driver folder or on M icrosofts w ebsite at http://www.microsoft.com/downloads/details.aspx?familyid=C943C0DD-CEEC-4088-975386F052EC8450&displaylang=en Once you have all the requirements satisfied concerning IIS, .NET Framework, and SQL Server, you will be ready to setup Aldelo EDC. The first thing will be to install Aldelo EDC software onto the system that will be hosting the application. Install this application just like you would any other program. Once installed, you will be able to get started with configuration.
Store Settings
Once you have your database up and running, the first settings you will want to configure are the Store Settings. To configure Store Settings, follow the steps below. C lick, S etup in th e m en u strip at the top of the program. S elect S tore S ettin gs. T h is w ill brin g up th e S tore S ettin gs for th e softw are. Enter the IP A ddress (or localh ost if its th e sam e system ) of the system hosting Aldelo EDC software. Most installations will use localh ost. It is a good idea to give this station a static IP Address since this system is hosting a service that is accessed via an IP Address. 4. Y ou can leave th e E D C W eb S ervice A pplication N am e the default nam e un less you m an ually change it in IIS. Only advanced networking professionals will want to change this. 5. E n ter a passw ord in th e C ard E n cryption P assw ord field. T h is passw ord is used to en crypt all transactions that are stored in the database. DO NOT CHANGE THIS PASSWORD IF YOU HAVE NOT BATCHED OUT ALL TRANSACTIONS. If you change this password, you will not be able to retrieve those transactions if you need to refer back to them. 6. A udit T rail H istory K ept D ays is th e n um ber of days th e system w ill keep recorded activities in th e system. These can be viewed in the Reports section of the software. It is recommended that you keep a good history of your system audit logs. The minimum is 90 but it is recommended to keep 180 days or more. 7. B atch A uto C lose T im e is th e tim e th at th e batch w ill autom atically be processed. 8. A uto B atch C lose U ser N am e is th e user accoun t name that will perform the auto batch. a. The software must be running at all times for the Auto Batch function to work. 9. C lick R eceipt to go to th e n ext tab. 10. F ill in th e R eceipt H eader L in e 1 with what you would like to show at the top of the credit card slip. 11. C lick D on e. T his w ill save th e settin gs so you can m ove onto oth er first tim e setup tasks. Y ou can always come back to this page to change more settings once you have the initial ones done. 1. 2. 3.
Security Settings
Before you are able to fully use the software, you need to setup at least one user account. Each user account will have associated securities with it by assigning a security role to the user. These security roles must first be created before they can be assigned to any user. To create a security role, follow the steps below. 1. 2. 3. 4. C lick S etup at th e top of th e screen . S elect S ecurity S ettin gs. T h is w ill brin g up th e screen w h ere all your security roles are listed. Click N ew . T his w ill allow you to create your first security role. F or th e first security role, it is a good idea to call it som eth ing like A dm in or O w n er or som ethin g to that affect. This user will have all rights in the software so make sure to check all checkboxes to allow full access to everything. C lick D on e. T his w ill save this security role.
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Users
After you have created your first security role that has full access to the software, you will want to assign that role to your first user. This user will be the administrator of the software since they will have full access to all the features of the software. To create the first user and assign the security account, follow the steps below. 1. 2. 3. 4. C lick S etup at th e top of th e screen . S elect U sers. This will bring up the screen where all your user accounts are listed. C lick N ew to create a n ew user. F ill in th e U ser N am e field w ith a user that describes w h o or w h at this user is. T h e first on e sh ould be the name of the person who will be administering the system. T his sh ould n ot be A dm in or A dm in istrator or th e person s title. It sh ould be th e actual nam e of th e person . F ill th e in th e P assw ord an d R e-en ter P assw ord fields with this users password. This will be the password used when you try to access something that is protected by the security settings. Your password must be a complex password in that it must have 7 characters, Upper and Lower case, special characters, and numbers. Password will also auto expire in 90 days and will automatically lock the user out after 6 attempts to guess the password. If the user does not change the password before the password expires the account will be locked and the admin will have to unlock the account before the password can be updated. These are PCI compliancy requirements. If your account is locked, it will automatically unlock after 30 minutes or can be reset by the administrator. The 30 min reset does not apply to expired password locks. Passwords also need to be historically unique and you cannot use the same password within 4 changes of your password. To assign the security role to this user, put a check in the box next to the security role you wish to assign to this user. The first user should have admin rights so they can have full access to the system.
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Chapter 6 Operations
A fter all your settings are fin ish ed, you can n ow start to process tran saction s. It is recom m en ded that a D em o Merchant Account is created to play w ith th e softw are a bit before actually goin g live w ith it. T his w ay you will know where everything is and will be able to practice performing everyday tasks.
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Performing a Pre-Auth
When processing restaurant type transactions, you will want to use the Pre-Auth and Post-Auth methods for processing credit cards. These allow you to add a tip later before the transaction is finalized. To process a Pre-Auth transaction, follow the steps below. 1. 2. 3. C lick th e P re-A uth button on th e left n avigation pane. This will prompt you for your username and password if you have not logged in. Once inside the pre-auth screen, you will be able to either swipe the credit card or manually enter the card information. Once you have entered all the information, you can click P rocess. T h is w ill process th e tran saction and then return the results of the transaction.
Performing a Post-Auth
When you need to adjust the transaction to include a tip, you will want to use the Post-Auth method. The Post-Auth list all the Pre-Auth transactions and allows you to adjust the gratuity as well as finalized the transaction. To adjust the gratuity and finalize the transaction, follow the steps below. 1. 2. 3. 4. 5. 6. 7. 8. 9. C lick th e P ost-A uth button on th e left n avigation pan e. T his w ill pro mpt you for your username and password if you have not logged in. Once inside the post-auth screen, you will see the list of pre-auth transactions. Select the transactions you wish to work with. You will see the transaction details for this transaction and will also be able to adjust the gratuity amount at this time. D elete th e current am oun t in th e G ratuity A m oun t field. Enter the new gratuity amount. C lick U pdate G ratuity on th e action bar. You should see the updated gratuity. The gratuity is not actually processed with the processor but updated locally in preparation for the post-auth procedure. Once the gratuity amount is correct, you will be able to post-auth the transaction. C lick P ost-A uth to fin alize th e tran saction . T his w ill actually com plete this transaction with the processor.
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Performing a Return
To credit a customers card, you will want to use the return method in the software. To process a credit card credit, follow the steps below. C lick th e R eturn button on th e left navigation pan e. T his w ill prom pt you for your usernam e an d password if you have not logged in. Once inside the sales screen, you will be able to either swipe the credit card or manually enter the card information. O n ce you h ave filled out all of th e required in form ation, click P rocess in th e action bar. T h is w ill process the transaction and return the results for that transaction. Y ou w ill see th e results of th e tran saction in th e T ran saction R eferen ces section of th e page. Y ou can also see exact details in th e T race O utput tab. T his w ill only sh ow up if you h ave en abled tracing for this merchant account.
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Add Windows Authentication Login If you wish to use Windows Authentication instead of SQL Server authentication, you have the option of using a specific Windows user account. This will allow the most flexibility to Windows administrators that wish to separate tasks with specific user accounts. To add the Windows user account to SQL Server, the account must first exist in Windows. You can create the new Windows user account in the User Accounts section of Control Panel. If you wish to have more control over the user account creation, you can also create the user account in the Computer Management section of Administrative Tools. This can also be found in the Control Panel. Add SQL Server Authentication Login If you wish to use SQL Server Authentication, you can add user accounts to SQL Server. These will be classic SQL Server user accounts. Fill in the name you wish to use for the user account and type in the password in both th e U ser P assw ord an d R e-E n ter P assw ord field s. The account that is added here will also need to be used during the database setup and tested to make sure that Aldelo EDC can communicate with SQL Server successfully.
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Import / Export
As a measure of precaution, or if you just want to move your settings from one machine to another, you can export and import some or all of you data in the database. To export and import data from your database, follow the steps below. If you export while you have pre-batched transactions in the system, you MUST treat the export file as a high risk security item. Do not leave these export files on a system longer than necessary. Export 1. 2. 3. 4. 5. 6. 7. C lick F ile in th e top left part of th e screen. S elect Im port & E xport from th e m en u. S elect th e data you w ish to export in th e D ata T ran sform ation S ettin gs section . C lick th e ... button in th e F ile P ath field to select where you would like to export the data to. G ive th e export file a n am e in th e F ile N am e field. C lick O pen . C lick E xport.
Import 1. 2. 3. 4. 5. W h ile in th e Im port & E xport screen , click th e button in th e F ile P ath field. Select the file you wish to import. C lick O pen . S elect th e data you w ish to im port in th e D ata T ran sform ation S ettin gs. C lick Im port.
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19 Receipt Footer Line 1-5: These fields are meant to allow customers to enter their own message on the credit card receipt footer. Again, each line can be customized with the above ESC commands. POS Printer Device Name: This drop down list will display the list of OPOS printers currently detected on the system. Initial Print Receipt Copies: This field will allow you to adjust the number of receipt copies that will print when the credit card is processed. Re-Print Receipt Copies: This field will allow you to adjust the number of copies when you print a credit card receipt. Print Auto Batch Close Receipt: This check box will automatically print a close receipt for the batch transaction.
20 Email Self Heal & Other Events: This check box determines if a notice will be sent when the database has to perform a self healing. Email Critical Error: This check box determines if a notice will be sent when there is a critical system error. Email Database Maintenance Access: This check box determines if a notice will be sent when someone accesses the database maintenance screen. Email Denied Logins: This check box determines if a notice will be sent when someone is denied access to a portion of the software. Tech Tip: Y ou can use th e T est E m ail button in th e action bar to sen d a test em ail to the notification email addresses. This will verify your email settings are correct.
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Security Settings
To be able to perform certain actions in Aldelo EDC, you will need the proper security settings enabled. The security settings in Aldelo EDC allow granular security of each action so that the minimal access can be given to employees. You can create as many roles as you want with each role having a particular set of securities. When granting security roles to employees, you should only grant securities that are absolutely required to allow the employee to perform their job functions.
Users
When you want to perform actions in Aldelo EDC, you will want to authenticate yourself for tracking purposes. T o auth en ticate yourself, you w ill n eed a user accoun t. T h ese can be created in th e U sers section of the software. You will also want to assign a security role to each account to limit or grant certain permissions to each user. When creating user accounts, you will want to use their name or uniquely identifiable information to track this employee. This becomes critical when trying to troubleshoot what happened to an order.
Batch
Once you have finished all your transactions, you will want to batch out. You can first review all the tran saction s on e last tim e if you w ish by clickin g on R eview T ran saction s in th e ba tch screen. You can get to th e batch screen by clickin g on B atch in th e left han d n avigation pan e. In the review transactions screen, you will see all the transactions in the current batch. You can also review the detail information for each transaction by clicking on each transaction. The information will show in the T ran saction D etail pan e. Y ou w ill also be able to see th e batch sum m ary by clickin g on th e S um m ary tab. This will show the number of transactions and the total amount. When you are ready to close your batch, you can click on C lose B atch w hich w ill take you to th e batch settlem ent screen. H ere you w ill be able to click S ettle P rim ary A ccoun t w h ich w ill batch out all credit card transactions for your primary account. It is required that the accounts are batched out every night. If an account has a transaction older than 48 hours that is still open, the system will refuse to process any further transactions until the batch has been closed. Y ou w ill also have an A djust G ratuity button w h ich w ill take you to a screen w h ere you w ill be allow ed to adjust the gratuity on any Pre-Auth transactions. Make sure you update all your transactions before you batch since batches are not reversible. Tech Tip: You should never batch out while transactions are not finalized in Aldelo For Restaurants. All transactions in Aldelo For Restaurants should be post authorized as well as the cash drawer closed before batching in Aldelo EDC.
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Chapter 7 Reports
Audit Log Viewer
When dealing with credit cards, it is important to see all actions that are performed in the system. When any action is performed, a record of that action is recorded in the audit trail. This audit trail is kept in the database for a specified amount of time. The time can be adjusted in th e S tore S ettin gs w ith th e A udit T rail H istory K ept D ays field. The history must be kept for at least 90 days to be PCI compliant. It is recommended to keep the audit trail history at least 180 days. While troubleshooting issues that may occur while processing credit cards, the audit trail should be your first source of information. The audit trail is regarded as the authority for what happened to any particular transaction or batch. The items in this log are recorded verbatim from both Aldelo EDC and the gateway or processor. T o view in form ation on differen t days, you w ill n eed to adjust th e F ilter F rom an d T o dates. O n ce you set th ese to th e dates you w ish to view , click back to E ven ts an d th en click R efresh in th e action bar. T his will refresh the screen with an updated list of events during the date range you specified.
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Batch Summary
The batch summary is a breakdown of each batch during the specified time period. Each batch Id will be listed along with information about each batch. If you want exact information about the batch, the audit trail can provide more detailed information in the Event Details section of that particular batch transaction.
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Chapter 9 Troubleshooting
Below are some steps to find out what may be wrong with either Aldelo EDC, integration to Aldelo For Restaurants, or anything that may be not working properly. 1. 2. Is IIS installed? Is .NET Framework version 1.1 installed and registered with IIS? To register follow the steps below. a. S tart a D O S com m an d box. D o th is by typin g cm d in th e run dialog box. b. N avigate to th e C:\WINDOWS\Microsoft.NET\Framework\v1.1.4322 directory in th e DOS prompt. c. T yp e aspn et_regiis i in th e dos prom pt. T h is w ill register th e w ebsite. Is Aldelo EDC configured to use .Net Framework 1.1? a. You can tell 2.0 is being used by check the web methods in the EDC.asmx. If they are alphabetical order, 2.0 is being used. This needs to be 1.1. Is SOAP toolkit install? If using Windows Server 2003, is ASP.NET installed along with IIS? Is MSDE or SQL Server installed? C an you successfully conn ect to M S D E or S Q L S erver usin g T est button ? Have you created a database and connected to it? Does the data source info show in setup screen? D o you see your database n am e w h en you click T est W eb S ervices in th e T echn ical S upport section? Are your firewalls configured to allow http access to the Aldelo EDC machine? Turn them off to test. Do you get any error messages when you try to save the information in Store Settings? Do you have th e proper in form ation in th e R even ue section of S tore S ettin gs? Can you browse to the EDC.asmx file in IIS Management console? What shows? Have you tried restarting your machine to see if the problem persists after restart?
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