Avero & HRPOS / Mobilebytes
HRPOS is supported for Sales data, Labor data, and Right Now Sales data.
Avero processes and presents data from your HRPOS for your analysis and insight. This article details how to handle POS changes, make updates to this data, and how to handle discrepancies or problems you might encounter. For some things, such as adding meal periods or revenue centers, you must complete the action on your side in order for it to be reflected in Avero (maybe with the help of your POS reseller or IT technician) and for some changes, such as global category associations, you'll need to reach out to our support team.
In this article:
- About HRPOS
- Installation & Reinstallation
- Regular Maintenance: Making Updates and Changes
- Common Problems
- Frequently Asked Questions About HRPOS
POS Type: Export
HRPOS / Heartland is a POS system that supplies Avero with data via a daily export containing sales files. Once your end-of-day is processed, the sales for your restaurant are exported to Avero to process and upload into Avero for your reporting and analysis.
Differences between HRPOS & Avero
Comps/Promotions will not match up because HRPOS Voids and Promotions Report has an 'extra' amount which is from the Tax amount, the data provided in the export for Promotion and Voids only contain the item amounts.
Discounts and Gross/Net Sales may differ from HRPOS reporting if Auto-Pricing Discounts are used. Auto-pricing discounts are lowered prices for a certain period of time, like Happy Hour. These are regular items being sold at a lowered price, not items being sold at regular price and receiving a discount. In Avero you will see these items sold at their lowered price and no discount, however in HRPOS/HRPOS reporting you will see Gross Sales inflated as if the items were sold at regular price and a discount reflected lowering the sales. For example, if you have a $10 Burger and for Happy Hour from 3-5PM you offer $6 Burgers using Auto-Pricing Discounts, you will see your Burgers sold for $10 during regular hours and $6 during Happy Hour, you will not see a $4 discount for each Burger sold during Happy Hour. The HRPOS reporting will display sales as though Happy Hour Burgers were sold at $10 and discounted by $4, whereas Avero will show the total sales for all items sold at the price they were sold at.
If you wish to use promotion/comp reporting to track these discounts, use HRPOS Discounts instead of Auto-Pricing Discounts to see the discounts in Avero.
In Avero, HRPOS Discounts will be equivalent to Item-Level Promotions, and Adjustments will be equivalent to Check-Level Promotions. You can read more about this here: Understand Gross Sales and Net Sales
All Job Types for staff are the same.
If Gift Cards or Non-Revenue Items appear as items in the export then Avero will bring them in as items. There is no way for us to distinguish between regular items and non-revenue items in the export.
When reviewing your Sales, note that Avero sales will not include taxes and check-level promotions may make Category Sales appear different but the totals will match up. Net Sales between Avero and HRPOS will always match.
You can read more about this here: Understand Gross Sales and Net Sales
Installation & Reinstallation on HRPOS
HRPOS is a cloud-based POS and is very easy to install. Installing HRPOS has three main steps:
Step 1 - Set Up Access
In order for Avero to receive your data, you must enable the integration in Heartland:
Heartland Restaurant - 3rd Party Integration
- Log into the Admin Portal.
- Navigate to the desired Location.
- Select Integrations from the left.
- User ID - Auto Generated-Do not change
- Password - Auto Generated-Do not change
- Avero BusinessID: [PROVIDED BY AVERO SUPPORT]
- RightNow (real time) BusinessID: [PROVIDED BY AVERO SUPPORT]
Please Note: If your are an existing customer that is switching POS systems to Heartland Restaurant, you must open a ticket with Avero Support in order to receive all required information.
Step 2 - Fill Out Technical Form
The instructional email provided by Avero Install Team includes a technical form and scheduling link. Make sure the above step is completed before submitting the form.
Step 3 - Schedule an Install Time
Return to your installation email and click Schedule Now or copy and paste the scheduling link into your browser. Pick any available time for the installation, you do not need to be present at the appointment time.
Regular Maintenance: Making Updates and Changes for HRPOS
When changes or updates are needed who is responsible? If something appears incorrect or out-of-date, how should it be updated?
Change or Add a Meal Period in HRPOS
Whenever meal periods are changed in HRPOS they will be reflected in the next export we receive from your POS. Nothing needs to be done on the Avero side to approve/accept/map your meal periods. Feel free to make an update or add a meal period and see the data flow straight to Avero. Note that changes reflect data going forward.
Important to note - Meal Period changes/additions will not automatically update your logbook or saved reports.
Change or Add a Revenue Center in HRPOS
You can change or add revenue centers to your HRPOS configuration and see them reflected in Avero as soon as the next day. Changing a revenue center's name will only affect the data moving forward. Avero Support cannot change or edit your revenue centers for you.
Categories & Items in HRPOS
Avero provides the following Global categories: Beverage, Food, Misc., Other, and Retail. The major and minor categories come from your POS.
To make changes to items you'll need to update your POS - changing an item name, price, or moving it between categories.
To make changes to major/minor categories you'll need to update your POS - changing category names, updating which items are in a category, making categories more specific, changing minor to major category relationships.
To make changes to global categories, you'll need to open a ticket and request Avero makes the change. For example, if Appetizers are appearing under Beverage and need to be moved to Food.
When creating new Categories, they may default to Other and require a ticket to update this mapping.
To read more see: Categories
HRPOS Missing Data
Missing data happens. We invest ourselves continuously into making this process faster and more reliable, but it is not, and will never be, error-proof. The internet goes down; equipment fails, bugs pop up, etc. Occasional delays are to be expected. For your system, simply open a ticket and list the dates you need Avero Support to run.
Data Discrepancies - Avero's sales data is not matching HRPOS
If you notice your sales data is not matching up with your HRPOS reports, there are three actions you need to complete:
- Make sure the data discrepancy exists in Avero by logging in and running a sales report. If you notice incorrect data in an emailed report, it may be related to email settings and not the data itself. See our troubleshooting guide: Troubleshooting Email Reports with Missing or Incomplete Data
- Review the Differences between HRPOS & Avero to make sure this isn't the discrepancy you are noticing.
- Run a SALES Cash and staff Exceptions REPORT from HRPOS for the date in question, Open a Data Ticket, attach the report and explain the discrepancy. Make sure to include the report, the date, and the revenue center or location if you have access to several, as well as any examples you can provide.
Our team investigates all data discrepancies - due to the nature of our daily data extraction a single date and single-day sales report must be provided. We cannot investigate date ranges, but it is helpful to know if the issue is recurring and you can provide multiple dates.
Frequently Asked Questions About HRPOS
Why don't Avero's sales look the same as my HRPOS reports?
- Avero sales do not include taxes, HRPOS's Gross Sales do
Total Avero Net sales = Total HRPOS Net Sales.
Category totals may not match due to check-level promotions
Taxes may not look like they match due to HRPOS separating the taxes on comps/promotions. Totals will match.
- Sales will not match if the client has 'Report Sub Items Sales' enabled . This issues will cause unbalanced checks due to pay amount less than item sales amount. Also, voided checks may contain tips that were not properly voided.
Is there any information HRPOS doesn't export to Avero?
There are some data limitations you may notice based on what we receive from HRPOS.
HRPOS does not send the following data points:
- Transferred Check Information
- $0 Modifiers must be enabled by Avero. They will not be included by default. (Read more about this here: Modifiers) open a ticket to request $0 Modifiers be enabled
Does Avero pull credit card information from my HRPOS system?
No. Avero pulls payment type information, such as what type of card is used and the amount of the payment from all systems. We do not have access to, collect or store, full or partial credit card numbers.
Can Avero pull back / historical data from my HRPOS?
Yes! If you are a new customer that already had sales that weren't loaded to Avero, we can run the data extraction for previous dates. This requires you to request Heartland Restaurant POS / HRPOS export the data for the dates you need. This may incur a service fee from Heartland.
To request additional data be run, open a ticket and list the dates you'd like Avero Support to run.
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