Process - The Red Tool Box

Setup Tab - "The Red Toolbox"

While the red toolbox is often a secured tab, it's important for managers to know what's behind the curtain. The red toolbox is the first tab in which alterations to the system can be generated. For that reason alone, the toolbox is often unavailable to employees other than General Managers. If you should ever ask yourself, "Where is that setup?"; chances are, it's in the red toolbox.

The Red Toolbox is the brain of Retriever Process and your Point of Sales cash system. It is where you will set how data gets organized in your theater. Each tab in The Red Tool Box can be set to its own security setting, so even though you may have access to the toolbox, you might not have clearance to make changes. This tutorial is designed to tell you what each tab contains and what setups are affected.

NOTE: There are two reasons that certain areas of Retriever Process are "locked down": 1. At the request of the theater's ownership Corporate Management, or General Manager. 2. Access is denied by the software provider. If you need access to a specific tab and do not have access, please contact your General Manager, Owner, or Corporate Offices and request access through them. Retriever Solutions Inc. does not manage a theater's security settings and therefore all requests must come from known qualified system managers.

Categories

Categories

Categories is the default landing tab for the Setup Tab. The dropdown contains a list of pre-defined group headings; Coupons, Inventory Categories, Item Categories, Item Families, Job Types, Languages, Manager Code Reasons, Movie Event Information, Movie Information, Prep Categories, Ticket Categories, Waste Types. Each group heading, contains categories as named by the theater management (for example, the Items Category (group) could have Categories of Drinks, Candy, Popcorn, Kitchen Prep).

The important difference is group headings are system-defined and categories are locally defined. The "items" that go into the category are defined in another area of Process. Drinks items are defined in the Items Menu, as are all other Item Category categories. If no category is selected when building the items menu, items will still default to the Items Category.

How It Works
  1. Select the Main Category
  2. Click Add
  3. Name the new Sub Category by adding it to the description text box.
  4. Click Save
IMPORTANT NOTE:

Altering or removing existing setups may result in past data being lost or altered. Please use caution when editing or removing existing setup data.

Accounts

Accounts

Account setup is where the theater sets up what accounts will be adjusted or managed in the Cash Control Tab. Accounts can also be managed through paid outs (cash payments to vendors or entertainment) at the terminal.

How It Works
  1. Click Add
  2. A new generic account and account number are created in the description area.
  3. Name the new Account by adding it to the description text box.
  4. Leave the account number unless you have a unique account number to use for your accounting system. Add the unique identifying number. If the new number is already in use, you will have to select a different Account Number. The ledger number is created based on the account number.
  5. Select all that apply by checking (click to see glossary for definition) - Paid Out on Terminal, Use in Per Cap Calculation, Use for Tip Paid Out. If none of these options apply, do not check any of the boxes.
  6. Click Save
Prepaids

Prepaids

A prepaid is an item that is purchased prior to use and redeemed at a later date or time. Process manages four types of prepaid; Gift Certificates, Prepaid Tickets, Vouchers, User Pass plus Demographics(used for surveys). Each prepaid item should have a unique name, id (number), redemption type, sold and redeemed, redeemed only (prepaid distributed for marketing or older prepaid), barcode or no barcode (voucher only), form file (if required), and expiration (if required) associated with a prepaid type.

How It Works
  1. Select the Prepaid Type and Click Add
  2. A new generic account (New Prepaid) and Number are created in the description area.
  3. Name the new Prepaid by adding it to the description text box.
  4. Leave the Number unless you have a unique Number to use for your accounting system. Add the unique identifying number. If the new number is already in use, you will have to select a different Number.
  5. Select the appropriate Sell and Redeem set-up (Sell Only, Redeem Only, Sell and Redeem, Inactive*).
  6. Type in the Sell Price and the Max Redeem Value (may be higher than the purchase price)
  7. There are five types of redemptions - select the appropriate type from Variable Redemption (Gift Certificate), Maximum Value (Gift Certificate), Gift Card Exchange (Gift Certificate), Single Use Redemption (Voucher), Daily Redemption (Voucher). Click on the redemption type to view definition of each.
  8. Click Save
Devices

Devices

THIS AREA IS RESTRICTED! However, it is important to understand how each device interacts within your Point-Of-Sale(POS) operation. Retriever uses this area to build your POS system, set your screen flow, functionality, credit card readers, scanners, receipt and ticket printers, prep and foodservice, customer-facing hardware, pricing limitations, and form files. This area should only be altered by qualified persons. If you do not know that you are qualified, and have access to this area, please close the setup and call Retriever.

Computer Definitions

Terminal Arrangement: 
In a perfect world, terminals will be named according to where they are located in the theater. It is somewhat important that managers and employees alike are able to quickly identify a terminal in the event that it breaks down or is in need of remote service. Retriever Solutions encourages owners and managers to label their terminals with easy-to-find stickers that identify the Terminal Name, Machine Number, Machine Type, and operating system (DOS or Windows Terminals). Having this information readily available when contacting tech support or submitting a help desk ticket will save a great deal of time in addressing any problems.If multiple common names are used, add a number to identify the terminal. For example; Concession 1, Concession 2, and Concession 3. Looking at the provided list of terminals, it would appear that the Box Office terminals are not located together, nor are the Kiosks. The reason for this layout is that Kiosk 1 replaced Box Office 2, and Bar 1 and Bar 2 replaced Box Office 5 and Box Office 6 respectively.
Edit a Device: 
To edit a device, select the device you will edit and make the necessary changes. Click Save. You will need to activate and sync all device changes.
Add Computer: 
Each device has a top-line name that identifies the Computer/Terminal. If I click Add Computer, the system will add a terminal to the list of existing terminals. All other devices and hardware must be added to the Computer/Terminal. You do not need to add a computer if replacing an existing computer/terminal.
Delete Computer: 
This button will remove a computer and all supporting devices from the list. NEVER REMOVE A TERMINAL FROM THE MIDDLE OF THE TERMINAL LIST. Terminals must be renamed and may only be removed from the bottom of the list. Please call Retriever Solutions Tech Support prior to removing or adding any terminals from your Retriever Process devices settings.
Security

Security

THIS AREA SHOULD BE RESTRICTED TO MANAGERS! The security tab should be restricted to your highest-level manager (Level 9, 50, or 100). Retriever Solutions Inc reserves the right to restrict some access to the Security Settings for varied reasons, but the primary reason is to keep untrained persons from breaking the software which can cause a stoppage of business, data corruption (up to the loss of data), or a malfunctioning system.

Retriever Process is the brains behind multiple terminals, Internet sales, Application Sales, Loyalty Programs, Time Clocks, Multi-Media, Concession and Box Office Sales, credit and cash receipts, and much more. It is important to remember that our support staff is here for you 24/7/365, so rather than do something that you may not fully understand, please call us, we are here to help.

Security Level Flow

The security tab is divided into three columns. The security settings are on the far-left column, the reports settings and security settings are in the center column, and the credit card threshold.

Security Settings: 
In order to control what employees may access different aspects of your system, the security settings are set in the first column. Click the + sign drop-down to view the subcategories in each tab. Log in/log out sets the level for which an individual can log into Process and open tabs. Each tab and sub-tab can have a different level of security depending on how detailed you want to be. The more security you set the more secure your system will be. Employee security settings are set in the employee set up tab. To change a specific setting, locate the tab you which to increase or decrease security, highlight it, and click Edit. Adjust the setting using the drop-down box above the edit button. Save. do the same for every setting you wish to change. The top line setting for each tab controls the icon security access for the process tabs. If an employee with a level four clearance is signed into Process, they would not be able to access tabs set at a level five or above.
Reports
Every report available for use in the system is listed here. For new users, we advise that you open all of the reports and them eliminate the ones you don't want to use. Reports commonly accessed are Advanced Day Sales, Box Office Report, Box Office Report by Start Time (new), Box Office Report by Revenue Date, Cashier Detail Report, Cashier Summary Report, Coupon Discount Report, Summary Report, Ticket Reports, Payroll Reports, Internet Ticketing Reports, Gift Reports, Inventory Reports, etc.You can set security levels for reports in this tab as well by selecting the report and using the drop-down to edit the security level. By doing this you may restrict access to sensitive information such as payroll and time clock records and sales data.
Turn OFF Internet Database: 
Clicking this function will lock the system out of the database and put your entire POS on Stand-Alone. You will not be able to send reports, take credit cards, or schedule movies through the Movie Database from which all major ticketing sites draw. We strongly encourage users: DO NOT PUSH THIS BUTTON without contacting your General Manager, Owner, or Retriever Solutions, and only as a LAST RESORT.
Credit Card Settings: 
Credit Card Lines 1 and 2 are for a text that will be printed on your Credit Card Receipts. Credit Card Threshold is an over/under amount that you set to determine when the printer will print a credit card receipt. Requirements vary by state and theaters. You then set the number of Receipts Below the Threshold (usually 0 or 1) and the number of receipts above the threshold (usually 1 or 2). Terminals must be renamed and may only be removed from the bottom of the list. Please call Retriever Solutions Tech Support prior to removing or adding any terminals from your Retriever Process devices settings.
EndOfDay

End Of Day

In the middle column of the End of Day Tab is a list of responsibilities with checkboxes. Managers are required to check each box to assure that the responsibilities have been met and completed for each project. Those projects are set up in this tab (Drawer Count and Deposit are system projects and cannot be removed from the list). The default selection is set to daily. Each line item is a different responsibility or project. You may also assign projects by day: simply use the drop-down and select the day for any special weekly project.

The specified project will be listed on the day it is to be completed as part of the End of Day required checklist.

How to Set a New Task

Create Daily Tasks
  1. If the task to be performed Daily Select Daily
  2. Click Edit
  3. Enter all of the daily task into the text box
  4. Click Save
Create Single Day Task
  1. To add a single day task, select the day the task is to be completed
  2. Click Edit
  3. Enter all of the daily task into the text box
  4. Click Save

You do not have to activate these changes. They will be added to the End Of Day procedures upon saving.

FormEditor

Form Editor

The form editor allows the user to make changes to existing form files, add new form files from Venue, and set printer type and paper size. The window is divided into six unique areas: The Form Library, The Token Library, Description Field, The Form Text Editor, The Printer Settings, and then Add New Form Section (New Forms are created in Notepad, saved to the Venue Folder, and uploaded into Retriever Process. The form editor allows you to edit existing forms, but new forms must be uploaded from the Venue Folder.

How to Edit A Form

Select, Edit, Save
  1. Select the form file to be edited
  2. Change the text between the tokens.
  3. Save the changes.
Moving Tokens
  1. Select the form file to be edited
  2. Highlight the start token and end token and all text in between.
  3. Click CTRL + X
  4. Move the cursor to where you would like to put the new text and click CTRL + V to insert the data in the new location.
  5. Save

A Note About Tokens

Your printer has a very small brain that recognizes certain tokens (@COUPON_NUMBER@, @THEATER@, for example). The tokens tell the printer what to print on the form. There are several types of tokens. There are style tokens, instructional tokens, print font tokens, tokens for T88 Printers (saved as .T88 files in Venue), tokens for PA and BOCA Print Forms (which are different than T88 Print Forms Files and must be saved as .FRM files). As a general rule, theaters should not dive into creating new forms or editing existing forms without a full understanding of what token do what and what tokens work with what type of printer.

Rewards

Rewards

This tab is the final step in setting up a loyalty rewards program that associates a preset points program with loyalty rewards/coupons. There are currently two types of rewards programs, a rewards program that awards uses at the terminal for accumulating points and prints coupons for future use, and a second program that allows users to purchase tickets (and soon concessions) directly on their apps to be redeemed at the theater. Please see the tutorial for how rewards programs work and how they are set up.