Agilysys Spa & Agilysys Golf 2-Way Integration
Last Updated 9/25/2024
Overview
Our sync with Agilysys Spa and Agilysys Golf is a two-way file exchange in which Yellow Dog pull sales and item code data and pushes item data to Agilysys Spa/Golf using a shared ftp location.
Sync Approach
The same approach is used for both Agilysys Spa and Agilysys Golf.
Yellow Dog will create an item .txt file export for Agilysys Spa/Agilysys Golf’s import/export tool to pick up, and Agilysys Spa/Golf will drop sales and item code .txt files.
Sync Frequency
Agilysys Spa and Agilysys Golf provide item code and sales .txt files four times per day; 6am, 12pm, 6pm, 12am.
The Yellow Dog sync can be run at any frequency but is scheduled by default to run four times per day behind the item code and sales export.
Agilysys Spa and Agilysys Golf must reload the terminals for the changes to appear.
Configuration
For brand new Agilysys Spa or Agilysys Golf installations - the item code .txt file must be provided to the FTP location so that Yellow Dog can pull in those codes and configure the new items properly in Yellow Dog before providing an export.
For pre-existing Agilysys Spa or Agilysys Golf installations - Agilysys will need to provide Yellow Dog a Mi_Imp.txt file in order for Yellow Dog to import all pre-existing item data and codes.
This integration can support the following:
Multiple instances of Spa and/or multiple instances of Golf and/or multiple instances of Retail connected to a single Yellow Dog Database.
Note that the same Yellow Dog Store cannot be connected to more than one instance of Agilysys, regardless of whether it is Spa, Golf, or Retail.
Requirements
Client
The Client will need to work with the Yellow Dog Implementation Guide to ensure that all item interfaces are set up properly.
POS Partner
The following information is required to fully configure Yellow Dog Inventory to interface with Agilysys Spa:
The POS Partner is expected to provide:
Access and credentials to the FTP location
A complete list of profit center names and numbers that will contain retail inventory.
The starting number (menu_item_id) for items in each profit center.
The following item code files:
R_L_Loc
R_C_Cat
R_S_Subc
R_K_Item_SKU
Additionally, Agilysys will need to set up automated processes to import the Mi_Imp.txt, prepare the data that was imported, and to reload the terminal in order for items to be added or updated.
Implementation is dependent on Agilysys completing their setup.
Yellow Dog
Yellow Dog will need credentials to the FTP location and access to the designated folders on the Agilysys Spa or Agilysys Golf FTP site where we will export the item file and pick up item codes and sales .txt files.
Responsibilities
Client
If a specific starting range for new items is desired, please provide that to Yellow Dog.
POS Partner
TBD
Yellow Dog
TBD
Data Exchange and Mapping
Sales Data
Yellow Dog pulls in the following sales information from the exported sales .txt files.
| Agilysys Spa/Golf Placement in Sales File | Yellow Dog Field |
|---|---|
| 1 | Header Rows |
| 2 | Revenue Center |
| 3 | Check Closed Date |
| 4 | Check Closed Time |
| 5 | Transaction Number |
| 7 | Employee Number |
| 1 | Detail Rows |
| 2 | Transaction Line Number |
| 3 | Item Number and SKU |
| 5 | Quantity |
| 7 | Item Retail |
| 9 | Item Discount |
| N/A | "AgilysysSpaAndGolf_[TransactionNumber]" |
| N/A | "[CheckClosed]_[TransactionNumber]_[TrasnactionLineNumber]" |
Note: Line Item Discount is calculated by dividing Line 9 by line QTY
Item Codes
Yellow Dog pulls the following information from the item codes .txt files that must be configured for new items to push to Agilysys Spa/Golf.
| Agilysys Spa/Golf Field | Yellow Dog Field |
|---|---|
| Item Type | Agilysys SG Item Type |
| Category | Agilysys SG Category |
| Tax Code | Agilysys SG Tax Code 1-3 |
Item Data
The Yellow Dog sync exports item data that has been added/changed/retriggered int he last 24 hours for Agilysys Spa/Golf to pick up.
For items in Yellow Dog to export to Agilysys Spa/Golf they must have the following true in Yellow Dog:
Publish=Yes
Available to Store
POSBlock = 0
Active = 1
rowDeleted = 0
Agilysys SG Item Type must be set (interface)
Agilysys SG Category must be set (interface)
Here is a list of the item data Yellow Dog exports:
| Agilysys Spa/Golf Item File Field | Yellow Dog Field |
|---|---|
| 0 | "A" for new items, "U" for updates |
| 1 | Item Number |
| 2 | Item Description |
| 3 | POS Description 1 |
| 4 | POS Description 2 |
| 5 | POS Description 1 |
| 6 | Item Retail |
| 7 | Interface - Agilysys SG Item Type |
| 8 | Interfaces - Agilysys SG Category |
| 9 | Hardcoded 1 |
| 10 | Hardcoded 0 |
| 11 | Hardcoded 1 |
| 12 | Hardcoded 0 |
| 13 | Hardcoded 0 |
| 14 | SKU + UPC1 |
| 15 | Blank |
| 16 | Calculated Cost |
| 17 | Hardcoded 0 |
| 18 | when Retail1=0 then 1, else 0 |
| 19 | Hardcoded 1 |
| 20 | Hardcoded 1 |
| 2l | Hardcoded 1 |
| 22 | TPObjectPrecal.Available |
| 23 | Hardcoded 1 |
| 24 | Hardcoded 1 |
| 25 | POS Description 1 |
| 26 | Hardcoded 1 |
| 27 | Hardcoded 1 |
| 28 | Blank |
| 29 | Blank |
| 30 | Hardcoded 0 |
| 31 | Hardcoded 0 |
| 32 | On Hand |
If an item is deleted or made unavailable to a store in Yellow Dog, the sync will no longer push item updates to Agilysys Spa. However, this does not make the item inactive in the POS
Workflows - Where Performed
| Workflow | Yellow Dog Inventory | Agilysys Spa/Golf POS |
|---|---|---|
| Create Retail POS Items | Done Only in Yellow Dog | |
| Modifer Creation | Done Only in Agilysys | |
| Modifer Assignment to Items | Done Only in Agilysys | |
| Screen Placement for Items | Done Only in Agilysys | |
| Discount Setup | Done Only in Agilysys | |
| Discount Assignment | YDI can auto-assign Agilysys Catergories which may control some discounting | Item specific discounting done in Agilysys |
| Tax Setup | Done Only in Agilysys | |
| Tax Assignment | TBD | |
| Product Class (Item Type) Setup | Done Only in Agilysys | |
| Product Class (Item Type) Assignment | YDI can assign Item Type to the Item or Level (All Items in a Level will Inherit) | |
| Category Setup | Done Only in Agilysys | |
| Category Assignment | YDI can assign Categories to the Item or Level (All Items in a Level will Inherit) |
Action in Yellow Dog - Result in Agilysys Spa/Golf
| Yellow Dog Inventory Action | Agilysys Result |
|---|---|
| Item Creation | If item configured to push to POS, item created in Agilysys after next sync and any required update/refresh in Agilysys |
| Item Edit/Update | If item configured to push to POS, item details updated in Agilysys after next sync and any required update/refresh in Agilysys |
| SKU Edited | SKU updated in Agilysys |
| Inactivated | No change (item will not be included in export) |
| Removed | No change (item will not be included in export) |
| Level is Changed | Only change occurs if item inherits new Category or Tax codes if assigned to level in YD |
| Item is configured to Push to POS (active, not removed, not POS Blocked, Publish=Yes, Available to Store configured in sync) | Item created/details updated in Agilysys after next sync and any required update/refresh in Agilysys |
| Publish set to "No" | No change (item will not be included in export) |
| POS Available set to "False" | No change (item will not be included in export) |
| Unchecked availability to one store/location | No change (item will not be included in export) |
| No longer available to Any Store/Location | No change (item will not be included in export) |
| Image added to item in YD | Not Supported |
| Image removed to item in YD | Not Supported |
| On Hand Changed in Yellow Dog | On hand updated after next sync and any required update/refresh in Agilysys |
Action in Agilysys - Result in Yellow Dog
| Agilysys Action | Yellow Dog Result |
|---|---|
| Item Returned | TBD |
| Item voided | TBD |
| Previous Check voided | TBD |
| Item created in POS, not in YD | When sold, item will appear in POS Item Map |
| Item deleted in POS, not in YD | We will try to repush the item as new |
| Item properties changed in POS, not in YD | Next time the item is exported, YD will overwrite changes in POS |
| Item sold at POS but is Removed in YD | Sale is processed and assigned to the item as normal; Item in YD will be un-removed because on hand changed |
| Item sold at POS but is Inactive in YD | Sale is processed and assigned to the item as normal |
Additional Information
Limitations
Item Discount is not provided for the line item so we must divide this amount by the QTY sold
When exporting to multiple instances of Agilysys from the same Yellow Dog database, each item will have the same ItemNumber for all instances it is exported to. (9/25/24)
