Micros Best Practices

Micros Menu Setup:

• Sales Categories
  • All items MUST be assigned to a Master Sales Category or it will not poll into RASI
• Revenue Centers for Report Card reports will mirror what is setup in Micros
• PLU's will generate in Micros for each item
• Modifiers need to be built as individual items in order to generate the PLU for menu engineering

Micros Employee Setup:

• Best Practice is to assign jobs to an employee upon setup
  • New employees must be entered into Micros on or before the first day they work a shift
  • Polling will not pick up hours that are manually entered into Micros prior to the day the employee is built in the system
  • If the employee is not built out in Micros prior to first shift, those hours will need to be manually entered into RASI
• Employee ID field in Micros will be POS ID in RASI
  • Setup employees in Micros and RASI on the day they are hired
  • Enter POS ID into RASI profile
  • Recommendation is to poll payroll information with POS ID as the identifier
  • If SSN is chosen as the identifier instead of POS ID, Micros could opt to encrypt SSN numbers at any time. In this case, POS ID's would need to then be entered into all employee profiles
  • It is important that all employees have a unique POS ID and that they are not recycled as employees are terminated and hired
  • Report Card, Employee Reports, Employee Information will display this POS ID number
• Best Practice is to give dummy users (i.e. Bar Terminal, FOH Training) and salaried employees zero dollar pay rates
  • If non-zero pay rate is assigned, these hours will need to be deleted prior to beginning payroll and the pay period repolled
• RASI reports are still able to show zero rate clock-ins if ever necessary
• If employees declare tips they will automatically poll into the payroll. If paying tips on check you can exclude credit card tips if they are part of the Micros declared
• If you are taking a Tip Reduction, this can be setup in Micros and automatically polled into RASI

Micros Discount Setup:

• Best Practice is to use Item Level discounts instead of Check Level discounts
• Discounts will be mapped to GL's in RASI with consideration for compliance and use tax implications
  • Consider clear naming conventions for proper use by staff
  • Consider avoiding generic comps that don't give clear action to resolve in the future (i.e. Open % and Open $)
  • Important distinctions
    • Whether food, alcohol, or carbonated beverage is being discounted
    • Whether the comp is for an employee, owner, to build business, or resolve a customer issue
    • Whether 100% of the item is being comped

Micros Paid Out Setup:

• Paid outs setup in Micros will poll into RASI sales transmittal
  • Best Practice is to create specific paid out reasons so they can be mapped to a specific GL
  • Recommended Paid Outs:
    • Restaurant Supplies
    • Dry Goods
    • Office Supplies
  • Paid outs will show on Sales Summary Report Card Reports

Micros Non-Cash Tenders:

• If any 3rd Party Delivery Services are used they will need to be setup in Micros as a non-cash tender
  • Order is placed in Micros: Ring in the order as per normal and close it to the non-cash tender in Micros. This will poll to the Delivery Service on the Sales Transmittal in RASI
  • Payment is Received: Will be entered as a misc. deposit in RASI against the Delivery Service GL
• If Catering Deposits are Taken:
  • Setup a non-cash tender called "Applied Catering Deposit"
  • Create a sale for the Catering Deposit and close it per the tender that is used. This will poll into the Catering Deposit line on the sales transmittal
    • If the deposit is given via check it will be entered as a misc. deposit in RASI to the Catering Deposit GL
  • On the day of the event, the order will be rung in as per normal and closed to the non-cash tender "Applied Catering Deposit". If a balance remains, collect form of payment and close check as per normal
  • Catering Deposits will live on the balance sheet as a liability until applied
• House Accounts - This is only to be used if the balance will be paid back. This is a person or organization that will place an order and pay for it at a later date
  • Set up the name of the House Account as a non-cash tender in Micros
  • Ticket will be rung in as per normal and closed to the House Account non-cash tender. This will poll to the House Account line on the Sales Transmittal
  • When the balance is paid, it will be entered as a misc. deposit to the House Account GL
  • Best Practice is to have one generic House Account GL in RASI which will live as an asset on the balance sheet
  • Report Card, Payment Reports, House Accounts will show a balance of current House Account balances in Micros

Micros Refunds:

• If refund is due (customer complaint, incorrect charge, chargeback, etc...)
  • Refund amount from Micros will be manually entered as a Paid Out to GL 5320 Bad Debt Expense
  • Refund amount from Micros must be manually subtracted from polled credit card tender totals on the RASI sales page