Hotel (PMS) Interface

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Setting up a Micros 4700-style PMS (Property Management System) Interface in RPOWER.

  • Revised 04-29-98 by JJB
  • Partially updated 02-23-04 by JJB for Windows(!)
  • Updated 06-23-06 by JJB for Wiki.
This document needs updating. It refers to Version 4 of RPOWER for Windows. While most of the information is correct, some specifics may differ.

These are instructions for setting up an RS-232 serial front desk interface. If you are setting up a file-based system, read PMSFILE.TXT after looking through this document.

Contents

Setting Up the Hardware

The Micros 4700 PMS interface is a protocol that works on an RS-232 serial connection between the restaurant and the hotel front desk system. One end of the cable goes into one of your RPOWER computers. The other end goes into the interface computer on the PMS system. We can only help you on the RPOWER end. The hotel system vendor should be able to set up their end.

Typically, the serial cable contains three wires: transmit, receive, and signal ground. Others are entirely optional and not required on the RPOWER end. If you need "ready" lines on the PMS end (DSR and/or CTS), they will be up and available from our side (DTR and RTS), or can be looped back on the PMS end.

To repeat, your cable will have TXD to RXD, RXD to TXD, and SGND (signal ground) to SGND. Refer to the manual for pin numbers.

Output Device Definitions

Go into System Setup, Device Definitions, and (if there isn't a PMS Link already) Add New. Type Hotel Interface (or something to that effect) for the Name, K for the Type, and 1 for the Sides/Drawer#/ID#. If you're setting up Encore/Holiday Inn, put a 2 in the Sides/Drawer#/ID#. No other entries are needed. Save it.

Devices On Site

Identify the computer into which you're plugging our end of the cable. Go to Devices on Site, Add New, enter the workstation name, COM port, and H for Shared RPOWER. Push Device is a... and pick the Hotel Interface you made. Save it.

Output Destinations

Go into Output Destinations, Add New, enter Hotel Interface or words to that effect (perhaps more specific, such as "Encore PMS Interface"), push Normal Routing, and pick up your Hotel Interface. Save it.

Workstation Setup

Go to each of your workstation's Output Destinations, and select the Hotel Interface for each one.

Itemizers & PMS Setup

The Micros interface can send up to four sales "category" subtotals to the front desk, besides totals for discounts, manual tips, calculated gratuities, and taxes. Encore calls this feature "Income Reallocation". RPOWER calculates these category totals not through its regular sales category and department mechanisms but rather through its Discount Itemizers.

You can set up itemizers specifically for the hotel, use existing itemizers, or both.

How are the categories defined? We don't know — that's up to the PMS system.

A typical example of itemizers you might use would be Food, Liquor, and Other. All non-discount, non-gratuity categories in the system must belong to one, and only one, of these itemizers, though they would usually have others not used for the PMS interface.

The important thing to remember is that these itemizers must be mutually exclusive. That is, no sales category can have more than one of these itemizers selected. It is also important that all categories containing items that could be posted to the front desk have one of the itemizers selected, with the exception of discount and gratuity categories, since RPOWER posts these totals separately regardless of their itemizers.

Once you've identified what will go where, you enter numbers into the Slot/Code fields in Itemizers & PMS Setup. Micros Tips are always slot 6. Calculated gratuities are slot 7. Discounts are slot 5. The other slots (1 through 4) you put in the corresponding spaces over the itemizer numbers. Note that you'll put a 0 (zero) for unused itemizers.

Where Do the Taxes Go?

Go into System Setup, Sales Tax Setup, and pick up your primary sales tax type. Over on the right of each "percent" entry, you'll see the PMS Slot/Code number. Enter 8 for Primary Tax and 9 for Alternate Tax next to the appropriate percentages.

Profit Centers and Meal Times

If you use them, you can send Meal Times to the front desk. They are sent as your own Meal Time numbers, untranslated. Go into System Setup, Day/Times & Profit Centers, and set up your Meal Times if you use them.

Then push the Profit Centers button at the bottom. If needed by the front desk, you can translate your profit centers into PMS profit centers. The numbers you will use are defined by the front desk.

Other Stuff

You may notice that there's a PMS Register ID available in Workstation Setup under the Register & Seats tab. It is not used by Micros at all, so ignore it.

The Micros interface specifies, and RPOWER sends, "server" and "cashier" ID numbers. The numbers RPOWER sends are the three-digit ID numbers of the respective employees. If the front desk is sensitive to these numbers, you must make sure 1) the front desk system uses your numbers, or 2) you use their numbers.

Changing an employee's ID number is of little consequence to RPOWER, except that it should only be done after a close day if you're using credit card authorization.

Payment Method

Go into System Setup, Payment Methods, and Add New. Enter Room Charge or words to that effect.

  • Payment type: P for PMS.
  • Apply sales tax: Yes.
  • Open cash drawer: No (typically, unless you want to put a receipt in there).
  • Ask $ tendered: Yes.
  • Ask for tip first: No.
  • Put $ over on tip: Yes.
  • Suppress tip: No.
  • Allow cash change: No.
  • Require manager: No.
  • Do NOT print cash receipt: Depends, but usually No.
  • #Guest check copies: Can be 1 or 2. RPOWER will print for tip and signature if you Inquire Room before printing a guest check, so you may want separate Merchant and Customer copies, particularly for room service.
  • Guest check tip & signature: No, since it will be automatic.
  • Auto-close (type B) on stmt: No.
  • Reduce (type B) credit limit: No.
  • PMS tender key#: You need to find this out from the front desk. We think that Encore/Holiday Inn is always 12.
  • Cost tip: No.
  • Tip Pool #9: Zeros for everything, typically.
  • CASH Debit Account: A/R {Name of Hotel}, or something.
  • Department: Typically Other. It's not cash and not credit.

Testing the Interface Using RPOWER

Before starting, you should put

K3LOGCOM=1


into your RPOWER.ini.

If you can, you should set up your Test Host computer at their interface computer location and plug their end of the cable into it. You may have to use an adapter plug if their computer is different from yours. If you can't plug into the network, then take a machine with a hard drive running a copy of the system. All this computer cares about is the Test PMS device setup — nothing else — so you could just use a demo machine, or whatever, already set up, without having to transfer the database.

  1. On the workstation you picked as your Test Host, go into Itemizers & PMS Setup and push the Simulate Host button.
  2. On a restaurant workstation, put an order on a table, add some items to it, and push Order Done.
  3. Push the Inquire Room key.
  4. Enter a room number — anything will do.

    If RPOWER says "PMS Error: Send Time-out", your cable may not be working or something is not set up correctly on one or both ends.

    Otherwise, the host simulator will send back between one and eight guest "names". These names will be strings of random length consisting of all A's for the first guest, B's for the second, etc. There's a 50% chance a name will be sent with a '/' character in front of it. These usually mean something special from the front desk, but you can ignore them for now.

  5. Select a guest. Print a guest check.
  6. Pay the check. Select Room Charge as the payment method, unless the guest paid by other means. Enter the total amount tendered, including any tip. If you had not previously done Inquire Room, you'll be asked to do so now. Either way, RPOWER will prompt you to post the amount to the room and guest you selected on Inquire Room. You can change this now if needed. Push Apply Charge.

    The simulator will reject all tendered amounts having an odd number of cents. It will accept charges with an even number. You can enter any number you like, since you're just changing the tip amount.

  7. If you got this far, you've verified that your RPOWER devices are set up correctly and your cable works.

Testing the Interface With the Front Desk

Now you're ready to try the real thing. Have the hotel check in a bogus room for you. Remember to make sure they have at least one guest who can charge! Better yet, put two guests in there, one charge and one cash only. Leave K3LOGCOM=1 until you're satisfied that this works properly.

After closing some checks to Room Charge, try to reopen one of them in Paid Check Review. RPOWER will attempt to reverse the posting to the front desk. If this succeeds, RPOWER will reopen the check. If not, it won't.

Each time you do something (assuming it works), you should check with the front desk to see what happened.

EOD Non-PMS Charges

RPOWER now has the ability to post non room charges (I.E. Cash, Amex, Visa) to the PMS system's sudo rooms (used for EOD accounting).

Set SETTLEPMS=X in your rpower.ini

If activated, a PMS post will be done at close day for each non-PMS payment method.

X is a string indicating how many posts you want to perform for each payment method. If it's just Y or 1, totals for each payment method will post. Otherwise, it can be one or more of the following:

  • P : Separate post for each Profit Center.
  • M : Separate post for each Meal Time.
  • S : Separate post for each Server.
  • C : Separate post for each Cashier.
  • D : Separate post for every single ticket.

If D is specified, the other letters don't matter.

Typically, you will select D

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