Overview

With our Micros 3700 interface, Yellow Dog Inventory synchronizes data with Micros. This document outlines the requirements necessary to ensure a clean sync.

During the sync, Yellow Dog Inventory will push any new item definitions into the Micros database as well as pull all sales, returns, and update definition settings in Yellow Dog. The sync can be scheduled as often as every 30 minutes or as seldom as once a day, although by default, it will be run at the top of every hour during business hours.

Requirements

Yellow Dog Requirements

The following information is necessary for all set-ups prior to full configuration of Yellow Dog Inventory's interface with Micros:

  • A complete list of revenue center names and numbers that will contain retail inventory.
  • Starting item number range. Our default range starts at 8500000, however, we can accommodate most number range set-ups. Please provide any custom number ranges to Yellow Dog Software as early as possible.
  • The price level to use in each revenue center.If the client is using price levels to control pricing, e.g. happy hour, we can work with that. However, we cannot use price levels to determine product size.
  • All major group codes that will be used for retail items, e.g. Retail, Food, Liquor.
  • All family group codes that will be used for retail items, e.g. Apparel, Sundries, Bottle Beer, Appetizers, Sandwiches.
  • SLUs that will be used for retail items; items can be assigned to up to 4 SLUs from Yellow Dog. SLUs 5-8 will need to continue being set through Micros..
  • All item classes that will be used, if used at all.
  • All print classes that will be used, i.e. where specific items will print.
  • NLU group to use. This mostly affects retail barcode scanning and items sold by weight. Please provide us with the NLU group set up for general items as well as weighted items and any other groups that are to be used as early as possible.

For F&B set ups we will also require:

  • Condiment Membership for all items belonging to condiment groups, e.g. American, Swiss and Cheddar are part of the Cheese group.
  • Required Condiment groups for all items that call for condiments, e.g. a steak needs a meat temperature.
  • Allowed Condiment groups for all items that can have a condiment, e.g. vodka allowing soda, tonic, cranberry.

Back Office Setup Requirements

  • For new Micros builds:
    • DO NOT put inventory items into the Micros database. Yellow Dog Inventory will push items in automatically. If they are pre-loaded there will be problems.
    • DO NOT create blank records for inventory items. Yellow Dog Inventory will insert records as needed.
  • For existing Micros builds:
    • We will need to pull a copy of the item file from Interactive SQL. We can do this with a ready-made script, using the SQL login you have already provided us.
    • Existing POS items and modifiers may need to be reconfigured so that the proper item is listed in the sales information and can be mapped to reduce the correct inventory items. Yellow Dog can review your setup prior to your acceptance of the proposal to identify what you and your POS team will need to do to allow our inventory system to work properly.

Prerequisites

A component will be installed on the Micros database server to synchronize data between Micros and Yellow Dog Inventory.

  • The .NET 4.6.2 Runtime must be installed for our sync to work. Yellow Dog Software can install this if it is needed.

Sometimes the customer chooses to use the Micros database server to house the Yellow Dog Inventory database. In this case, the following is required:

  • Microsoft SQL Express 2008R2 or higher.
    • Micros 3700 uses the Sybase database server. Installing Microsoft SQL Server will result in two different database engines running side by side. Technically, this poses no problems. It will use up additional resources on the server.
    • Yellow Dog Software can install this if it is needed. We prefer SQL 2014.
  • A single database will be created. This database will be given its own SQL login that only has access to this database. All programs connecting to the Yellow Dog Inventory database will use this login.
  • Yellow Dog Software requires permission from the Micros representative to install our database.

Servers

We will need the following access in order for the interface to work correctly:

  • Communication with the Micros (database) server from the YDI database server.
    • If Yellow Dog is hosting your database, we will need access to the Micros server through a port we will specify during set up.
    • If you are self-hosted, the two servers will need to talk through port 1433, or another port, if preferred.
  • Remote access to the Micros server in order to set up our synchronization tool.
    • Temporary Administrator access to install and configure the sync application on the Micros server. Most of the time, this application will be installed in the folder: D:\Micros\YellowDogInventory_[SiteName]\
    • Log-in credentials to the Micros database with read/write privileges. This is a low-level login to the database that our sync application will use. See Micros 3700 Database Access Technical Details for more info on the tables we will need access to.

Additional info that may be helpful, but is not required:

  • POS Configurator login
  • RES login

Data Exchange

While syncing data between Yellow Dog Inventory and Micros, Yellow Dog Inventory reads and writes data from the Micros DNS using a stand-alone executable named SyncYDIWithMicros3700.exe.

Exporting Item Data

SyncYDIWithMicros3700 writes to the following tables:

  • BARCODE_DEF
  • MI_DEF
  • MI_PRICE_DEF
  • MI_STATUS

Importing Sales and Code Data

SyncYDIWithMicros3700 reads from the following tables:

  • BARCODE_DEF
  • CHK_DTL
  • DTL
  • EMP_DEF
  • FAM_GRP_DEF
  • MAJ_GRP_DEF
  • MI_DEF
  • MI_DTL
  • MI_GRP_DEF
  • MI_SLU_DEF
  • MI_TYPE_CLASS_DEF
  • MLVL_CLASS_DEF
  • PRN_CLASS_DEF
  • RVC_DEF
  • TRANS_DTL
  • COND_GRP_MEM_DEF
  • COND_GRP_SEL_DEF
  • TMED_DTL
  • TMED_DEF

Implementation

Installation

SyncYDIWithMicros3700 can connect to the database using a SQL login.

SyncYDIWithMicros3700 must run on the Micros 3700 database server.

Additional Information

Limitations/Known Issues

  • The transaction table we pull sales data from only stores data for 14 days, so we are limited to pulling the last 14 days of sales data at any given time.
  • We will, most often, generate a 12-digit SKU for each item; numbers only, no letters or symbols.
  • Micros 3700 is, by default, able to handle 2 different barcode formats, usually UPC-A & UPC-E. We have clients with 3700 that are handling more than two formats, however, so please contact your Micros rep for assistance with this.
  • There is an approximate limit of 32,000 barcodes in the barcode table.
  • Workstation 4 has a menu item limit of 8,000 items. If there are more than 8,000 items, Workstation will fail to load and crash. Use Workstation 4 LX or Workstation 5.
  • If you are using weighted items, all Yellow Dog SKUs and barcodes MUST be in valid UPC format or they will not scan. Please notify your Implementation Specialist as soon as possible if you are using this configuration.
  • You can select an option in Micros to make check digits mandatory:
  • To display a Name2 on receipts and/or Micros screen buttons, make these selections in the POS Configurator, under Menu Item Classes > Print/Display: