Report Hub - Automatic Price Updates
Zaxbys ReportHub
Automatic Price Updates
User Guide Version 1.4.1
The addition of automated price update functionality is being done to achieve two goals. The first is to remove the burden of doing price updates manually. This is a time-consuming and tedious process for franchisee leaders to do. The second is to ensure consistency and accuracy of the price updates recommended by the RMS team in the Par POS system.
This guide offers an overview of the automatic price updates to the Par POS system using the RMS price recommendations. This will allow the designated principle to select stores and effective dates for price changes, and the system will automatically apply all the RMS recommended prices to the POS system.
**Note – because of the legal acknowledgement sign off, only designated principles have the authority to approve the price changes for implementation.
The screen shot below shows the home screen for the ReportHub with the new “Pricing” option that has been added, highlighted in red.
Here are the highlights of what is new in this version of ReportHub’s Automatic Price Updates:
- Price update validation report - A new report for validating the updates have been applied successfully to your POS system, inside menu boards and your drive thru menu boards.
- Pending price change reminder emails – Daily reminder emails of pending price updates to be applied.
- Menu update failure notification - Notification of menu update failure to the Zaxbys IT POS team.
The overall process begins when Zaxby’s IT department receives files from RMS that contain price changes for one or more of your locations.
When we get these files, the system will automatically send you an email message letting you know that you have price changes that can be applied. The email will contain a link to the ReportHub application where you will review information and schedule the price changes to be applied to your stores.
You can also just go into the ReportHub application separately from the email link.
Updating the POS prices in a timely manner will ensure you maximize profitability. To keep this at the top of your To Do list, the system will send daily reminder emails when you have pending price updates to be applied to the POS system.
The reminder emails will have a title of “**Reminder: Pricing Updates Are Pending”. The body of the email will show you how many days the price updates have been available but have not been applied to the POS.
You can disable these reminder emails if you want to by clicking the link titled “Unsubscribe from reminders”. This will disable the reminders for this particular menu update cycle.
When you select the “Pricing” option in ReportHub, the screen will display a list of all your stores that have a file from RMS of pending price changes to be applied. These files are received from RMS and the list of stores may change as new files are received by Zaxby’s IT team.
- The first step is to select the date you would like the price changes to be effective. Click on the calendar icon to select a date. When the price change data is sent to the Par POS system, this will be the date the changes are implemented. The date selected cannot be today’s date; it must be the next day or later.
- The next step is to review the price changes for a store and make sure all the prices listed are what you expect them to be. There is no option to select which individual item prices you would like to send to the POS system. The price updates will be made to every item in the file received from RMS.
- When you click on the “View” link beside a specific store, a pop-up screen will display all the items in the RMS price change file with the current price, the new price and the amount of the change.
**Note – You must accept all the RMS price recommendations in the file. You are not allowed to choose individual items to update or skip being updated. If you do not agree with an RMS recommended price, you have two options to address the item price.
1) You can work with RMS to update the price of the item to match your desired price before they send the file with price information.
2) You can manually update the price of an item AFTER the RMS prices are applied to your store.
- After you verify the prices are correct, you can select all stores with the check box at the top or check the box in the column next to the individual stores you would like to update.
- After you verify prices and select all the stores that you want to update on this effective date, the next step will be to submit these stores for staging in POS.
All stores that have a blue checkmark in the apply column will move to the final step in the update process.
- When you have selected the effective date, reviewed the price changes and selected all the stores you want to update on this date, press the “SUBMIT” button on the screen.
**Note – When the price changes are submitted to the Par POS system, the POS system will process these changes as a group. If there are any problems or errors when doing the update, all price changes will be rejected, and the POS system will remain unchanged.
This is to ensure that you won’t have a situation where some of the prices were updated and some were not updated. If it fails, we will identify and correct the problem and then you simply do the update again.
After you press the “Submit” button, you will see a screen that shows the terms and conditions of the automatic price update. This formal acknowledgement will show which stores you have selected and the effective date for the stores to be updated.
Please review the terms and conditions carefully. This acknowledgement will be saved as a legal record of your approval to make the price changes in line with the terms and conditions.
You have 3 options on this acknowledgement screen.
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– this will log your official acknowledgement and send the prices to the POS system to be staged and implemented on the effective date.
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– this will stop the update process without updating the stores. You can come back later and make the changes at that time if you wish.
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– This will simply take you back to the previous screen where you can make changes to stores selected or the effective date.
If you accept the terms and conditions, the system will send the price changes to the Par POS system for staging the updates and will apply them on the effective date chosen.
The following screen will be shown with a message of “Success” to let you know they have been submitted, and the POS system will be updated.
When you press the “DONE” button, you will return to the main price update screen. The list of stores will be updated to show which stores have been approved for price updates with the date that the changes were submitted.
The result code that is shown could be any of the following codes:
0 = Success
1 = Unknown error
2 = Invalid request
3 = Server is currently unavailable
4 = Access Denied
If you receive any message other than 0’ (success) please open a ticket with the help desk for further investigation to resolve the problem.
The ReportHub application will automatically notify the Zaxbys IT POS team of the issue as well and they will be ready to assist with correcting the problem.
After the updates are sent to Par POS for staging and implementation on the effective date that you chose, the system will send an email as confirmation the updates are scheduled and will also show the effective date you chose.
The email will also include an Excel file that can be used by store managers to verify the prices are updated and correct in the POS system, the inside menu board and the outside menu board. This can then be sent to the DP or regional managers as final validation that the price updates have been successfully updated.
An example of this email is shown below.
An example of the validation report is shown below.
When the price changes are applied to the POS system, the digital menu boards should pull the new prices over and reflect the updates.
The update time for menu boards has been changed to run each morning at 6:00am.
However, this 6:00am update should sync the menu boards with the new prices.
If you find that the menu boards have not been updated, please open a support ticket and the help desk agents can easily address this issue and get the prices updated on the menu boards.