Migrating to the New Aloha Manager Quick Reference Guide

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1 Quick Reference Guide Inside this guide Who should read this guide? What is the new Aloha Manager? When should a customer migrate to the new Aloha Manager? What are the minimum system requirements? What is involved in the initial migration process? How do I get the new Aloha Manager application? How do I install the new Aloha Manager? How do I log in to Aloha Manager? How do I import store data? How do I navigate around in the new Aloha Manager? How do I configure Aloha Manager to check for version updates? How do I manually perform an update to the latest version of Aloha Manager? What are some of the major differences in the new Aloha Manager? Where can I get additional help? Who should read this guide? If you are a reseller or technician responsible for setting up and configuring Aloha Manager at a site, you should read this guide to get a clear understanding of what it takes to migrate to the new Aloha Manager. What is the new Aloha Manager? The new Aloha Manager includes significant advancements in functionality and an improved user interface, all of which, provide increased data management efficiency; yet, retains the same overall functionality you were used to in previous versions of Aloha Manager. The Aloha Manager interface gives you a smaller learning curve because once you understand how to navigate and enter data in the new screen layout; you can quickly resume the same day-today functions for your operation as you maintain POS data for your organization. same product... When should a customer migrate to the new Aloha Manager? The new Aloha Manager is available for any customer currently on Aloha POS v6.1 and later. This means there is no need to wait for the highly anticipated POS v7.0 release. As a matter of fact, we recommend you move to the new Aloha Manager now, so you can start enjoying the benefits of using the enhanced POS data configuration tool sooner than later. The new Aloha Manager product icon What are the minimum system requirements? Review the following system requirement checklist before you migrate to the new Aloha Manager. Windows XP or above operating system (plus any applicable service packs or software updates*.net 2.0 framework and later (plus any applicable software updates) ** Windows Installer 3.1 Internet Explorer 6.0 or higher 1 to 4 GB memory is recommended (Important: If you have multiple applications installed on your machine, you may require additional memory.) 200 MB free hard drive space (minimum) 800 X 600 video resolution (1024 X 768 recommended) 16-bit color quality (32-bit recommended) Parallel or USB connectivity with HASP key Confirm your stores have Aloha POS version 6.1 or later installed. *If you have Windows XP, you must install Windows XP SP2. During the store installation process, the system automatically installs SQL Express, if it is not already loaded on the file server. If you already have SQL Express 2005 or 2008 installed for another application, make sure it is configured for Mixed Mode authentication. new and improved package

2 What is involved in the initial migration process? The typical migration process for the new Aloha Manager consists of the following high-level steps: Installing the AMInstaller.exe application. Importing your store POS data. Importing data for other products. Making data configuration changes, as needed. How do I get the new Aloha Manager application? Currently, you can obtain the install executable (AMInstaller.exe) from your Radiant Systems representative. We are also working to provide a dedicated site for download and installation in the very near future. How do I install the new Aloha Manager? The installation process is very easy and very fast. The installer sets up the Aloha Manager user interface shell, SQL Express database, and other important components on your file server. To install Aloha Manager: Use the following instructions to install the Aloha Manager user interface and SQL Express database: 3. Click Next. The installation path defaults to %Iberdir%\CFC. You receive a prompt to choose the dataset you wish to use. Install configuration for single site operations. Has a direct data connection within the application to the instore SQL Express database. Does not require a persistent Internet connection. 4. Select None. The system creates a blank database for you, into which you will later import the store data used in the old Aloha Manager. 5. Click Next. The Aloha Manager - Setup wizard continues. 1. Obtain the Aloha Manager (AMInstaller.exe ) installation file from your Radiant Systems representative, and then save the file to a staging directory on the computer. 2. Double-click the AMInstaller.exe installation file to begin the install process. The Aloha Manager Setup wizard appears. 2

3 6. Click Install. A progress bar appears on the Aloha Manager - Setup screen until the installation is complete. If you have to stop the installation for any reason, click Cancel. 7. Click Finish to exit the user interface portion of the install. The system detects if you have SQL Express installed. If you do not already have SQL Express installed on the computer, the Aloha Manager - Setup wizard starts the SQL install process. After any prerequisites are installed, the SQL Express database components begin to install. 8. After the installation is complete, press Enter to exit the DOS Command screen. An Aloha Manager application shortcut icon now appears on your desktop. IMPORTANT: Restart your computer now, to ensure any new system settings take effect.. When the SQL Express install is complete, the customer database installation process begins. During this portion of the install, the system defines default customer settings and default records. 3

4 How do I log in to Aloha Manager? After Aloha Manager is installed, an application shortcut appears on the desktop. To log in to Aloha Manager for the first time: 1. Double-click the Aloha Manager icon. If you are not on the most current version, updates are downloaded to your computer, and a Downloading message box appears, which displays the status of the update process. 7. Read the End-User License Agreement, and then click Accept. If you decline the agreement, Aloha Manager will not start. You must read/scroll to the bottom of the screen before the Accept button becomes available. The Aloha Manager Main screen appears. 2. If needed, double-click the Aloha Manager icon again to access the Aloha Manager Sign-In screen.. How do I import store data? 3. Type your user name and password. Aloha Manager is preconfigured with a corporate employee. You must log in as a corporate employee initially, to perform the store import. Corporate employee: User name = 1 Password = Select Corporate from the Owner drop-down list, and then click Sign In to log in to Aloha Manager. The Change Password dialog box appears. The Import wizard enables you to perform a primary import, which transports the store data used in the old Aloha Manager system to the new Aloha Manager database. Before performing an import, you must enable the products you are using (i.e. Aloha Takeout, Aloha Kitchen) and the features you are using (i.e. Aloha Table Service, Aloha Quick Service, Gift Cards). To perform an import: 1. Select Utilities > POS > Run Import from the Menu bar. The Import wizard appears. 5. Type a new password, and then verify the password. Asterisks (***) appear, to represent each character you type. The Password dialog box shows the criteria your password must meet. -Example of a good password: Cowboy1 -Example of a bad password: PORSCHE By default, the system obtains basic information from the %Iberdir% directory, to complete the Import screen options. 2. Click Next to accept the default values and continue with the import. 3. Monitor the progress of the import. If you cancel the import, the system stops the import process, all temporary files that might be written to the hard drive are removed, and the system logs you out of Aloha Manager. After the system processes the data, the Import report appears. 6. Click OK to activate the new password. If you are the first person to log in to Aloha Manager on the computer, the End-User License Agreement (E.U.L.A.) screen appears. 4

5 Logging in after the import After the import, you can now log in using your store employee credentials you had in the old Aloha Manager: Not applicable for Aloha Manager. A related record is missing. Store employee: Use the same user ID and password you had in the old Aloha Manager. Password: If you did not receive a password, skip this option. Owner: Select your store (e.g., Iber Café [1171] Store ) from the Owner drop-down list. Invalid data in a field. 4. Review the Import report to ensure you are aware of any validation errors or issues before you continue. 5. Click Commit to save the data to the Aloha Manager database. A message appears for you to update your in-store settings to match the new store being imported. 6. Click Yes to confirm. When the import process is done, the Import Completed screen appears. 7. Click Finish. The Aloha Manager application closes, and reopens to the Sign-In screen. 5

6 How do I navigate around in the new Aloha Manager? The items below describe the common components that appear on the main Aloha Manager screen. How do I configure Aloha Manager to check for version updates? The new Aloha Manager includes an update feature that checks to determine if a more recent version of the Aloha Manager interface is available. You can decide when to apply the update, and you can either schedule the system to check for an update on a periodic basis, or manually check for updates at a time convenient for you. To configure an update: 1. Select Utilities > Aloha Manager > Automatic Update Configuration from the Menu bar. The Automatic Update Configuration dialog box appears. PRODUCT PANEL The Product panel appears under the Aloha Manager title, and displays each Radiant application for which you may have a license to access, such as Aloha Quick Service, Aloha Takeout, and more. This panel enables you to switch between applications and return to the core, Aloha Manager application, as well. A separate icon appears for each application you are authorized to use. OPEN TASKS PANE The Open Tasks pane provides centralized navigation and quick access to open function screens. A link to each function you have open appears in this pane. FAVORITES The Favorites pane allows you to store your most frequently used functions in an easy to access area. To customize, access the Favorites panel, and then right-click anywhere in the panel to display the Customize dialog box. You can drag and drop your selections in the Favorites column, and then click OK to confirm. SEARCH TOOL A new search function is built in to make it easy for you to locate existing records. Type a term in the Search text box and click Search. RECORD SELECTION LIST SCHEDULED UPDATES 2. Select the frequency in which you want the system to check for updates. Note: The default is the recommended setting. 3. Select the day of week (if applicable) and time you want the system to perform the check. 4. If you want the system to automatically apply the update, even if you are not logged in, select Auto Apply Updates. 5. Click OK. MANUAL UPDATES Select Check Manually. The system will not check for updates until you log in and click Check Now. The Record Selection list is a search and edit tool used to select from the database records currently available. This tool enables you to sort and group, to filter records, as necessary. TABS Each function screen uses a series of tabbed screens to sort and categorize options in a logical workflow. Click the tabs to navigate to all the options required when creating a record. CONTENT AREA The content area enables you to view the options for a record defined in the database, for a selected maintenance function. It also displays the options when adding or modifying a record for a given function. COMMAND PANEL The Command panel, which appears on the right side of a function screen, contains a standard set of command buttons that perform specific actions, such as add, delete, edit, and copy. 6

7 How do I manually perform an update to the latest version of Aloha Manager? To perform an update: 1. Select Utilities > Aloha Manager > Automatic Update Configuration from the Menu bar. The Automatic Update Configuration dialog box appears. 2. Select Check Manually, and then click Check Now. The system checks if a more recent version of Aloha Manager is available. If an update is ready, a message appears: 3. If you are not ready to implement the update, click Cancel. If you are ready, click Download and Apply Now. The system begins to download the update files and a progress bar appears: The Sales and Retail category is now an option on each individual item record in Maintenance > Menu > Items. You still access the Category function to create general categories for promos, PMix report, performance measures, and more. Printer and video group assignments were moved out of Menu Item Maintenance. You need to use the new Item Routing applet to manage your video and printer group assignments for menu items. Aloha EDC, v6.7.1 and higher, is now part of the new Aloha Manager system. You can access settings for these versions of EDC in Maintenance > Electronic Draft Capture, as well as under the File, Function, and Reports menus. The Back Office Security Levels maintenance function is now called Security Roles. Where can I get additional help? There are additional documents and resources available to learn more about the features of the new Aloha Manager. ONLINE HELP Aloha Manager includes an embedded online Help file that provides field - and screen-level Help. Access this feature through the Help menu or the Help button on the Command panel. You can access field-level Help at any time when you press F1 while on a selected field. The Help system will be updated regularly with new field descriptions and how-to information. Check back often for new features. After the files download successfully, Aloha Manager installs the update. No further intervention is required. What are some of the major differences in the new Aloha Manager? The following list gives you a general idea of what is changed in the new Aloha Manager: You will now update all your Aloha.ini settings in Maintenance > Business > Store. You need to activate a product (e.g., Takeout, Kitchen, and more) before menus and options for that product appear in the system. Activate products in Maintenance > Business > Installed Products. You need to activate a feature (e.g., Table Service, Quick Service, Gift Cards, and more) before the options for that feature appear in the system. Activate features in Maintenance > Business > Additional Features. You need to update your Tax Groups to be more meaningful to you. For instance, if Tax Group 1 is used for food, then call it Tax Group Food. This will make using the new Aloha Manager much easier to use in the future. THE NEW ALOHA MANAGER FEATURE COMPARISON GUIDE The Aloha Manager Feature Comparison Guide describes what is the same and what is new about the redesigned Aloha Manager back-ofhouse application. The audience for this guide is anyone who wants a general understanding of the significant changes made to the latest version of the Aloha Manager product. THE DOCUMENTATION PORTALS You can find additional documentation through the documentation portal on the Reseller or Corporate User portals. 7

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