Infogenesis Cloud/SAAS Setup Process & Common Roadblocks

Welcome! This guide covers the required setup for Infogenesis Cloud POS data to be reflected in Avero and advises on some of the common mistakes we see so you can proactively avoid them. Please share this document with your Agilysys contact from who you've requested the Avero Export be set up. 

Agilysys support - please review the common mistakes to ensure the first attempt at setting up the export is successful. These tips will help prevent repeated efforts toward the same goal. If you have any questions during this process please email [e-mail] with any questions!

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Setup - Infogenesis Avero Export, posted to FTP

Common Mistakes in Avero Export Setup - Infogenesis Cloud

Setup - Infogenesis Avero Export, posted to FTP

Infogenesis sends data via an export from the cloud. You don't need to be installed to start using Avero! Even though data isn't flowing yet, you'll be invited as an Avero user right away to begin setting up your Logbook and exploring our platform! 

Export Systems

Your POS provides a daily export containing the sales data by property. Installation of Avero consists of your POS provider enabling the export to the correct specifications, sending the data, and an Avero install technician connecting the data to your business and verifying the connection, configuration, and presence of data.

There are three steps to installing:

1. Request Agilysys enable the export, supply configuration data, and send sales data
2. Submit Technical Form (once export is confirmed)
3. Schedule Installation

Requesting The Export

For export systems, our installation team will provide instructions to the technical contact for requesting an export from your POS provider. Exports must be requested from the POS provider by the customer and installs cannot proceed until the export has been enabled and is being sent daily.

If help or additional instruction is needed, reach out to the Avero team by replying to the install instructions or opening a support ticket to receive additional assistance.

Additionally, for hotels or properties with multiple outlets, Business Mapping information must be provided in advance of installation. This defines the relationship between the POS profit centers and the outlets as they appear in Avero.

The following data points are required before installation can be scheduled:

Site information

• FTP User
• FTP Password
• FTP Site (for most domestic properties this is ftp.infogenesisasp.com. but can vary for international properties)

Configuration Information

In addition to the sales data, new installations require your POS provider to supply the following configuration data. This data should be presented as exported text files to the same folder as the daily transaction data files. 

• check_types.txt (also referred to as Order Types)
• discounts.txt
• gratuity.txt (also referred to as Service Charges)
• job_codes.txt
• meal_periods.txt
• tax.txt
• tenders.txt
• voids.txt

It is the responsibility of your POS provider to ensure this data is present and accurate before installation can be scheduled with Avero.

For all configuration data types except meal periods, the configuration data file contains just 2 fields in CSV format. 

• ID – a unique numerical identifier. No two lines can have the same number

• NAME – Name of the configuration data as it will appear in Avero 

Here is a sample voids.txt file:

ID,Name
1,*Refund
2,86'd
3,Server Error
4,Testing
5,Changed Mind
6,Over Ring
7,*Spill
8,*Kitchen Error
9,Cashier Error
10,*Did Not Like
254,Item Return
255,Reopen Check
11,Long Wait
13,Manager Meal
14,Never Made

Meal Period data contains additional fields:

• ID – a numerical identifier.  Numbers can be duplicated (unlike the other configuration data types)

• NAME – meal period name as it is to be displayed in Avero

• STARTMIN – meal period start time in minute of the day (i.e. 60 = 1am, 120 = 2am, etc…)

• ENDMIN – meal period end time in minute of the day (i.e. 60 = 1am, 120 = 2am, etc…)

• PC ID - the profit center ID associated with the meal period

• DOW - the day of the week this meal period is valid (0=Sunday, 6=Saturday)

• Meal periods must be repeated for each DOW and PCID with all fields filled

If the meal periods are exactly the same for all revenue centers for every day of the week, then the last PCID and DOW fields can be left blank. If even a single revenue center or day needs a different meal period configuration, then every row must be setup with PCID and DOW.

Sample meal_periods.txt file where all RVCs/Days have the same meal periods:

ID,Name,StartMin,EndMin,PC ID,Day of Week
1,Breakfast,240,659,,
2,Lunch,660,959,,
3,Dinner,960,239,,

Sample meal_periods.txt file when MPs vary by day of week:

ID,Name,StartMin,EndMin,PC ID,Day of Week
1,Brunch,240,959,5001,0
2,Breakfast,240,659,5001,1
3,Breakfast,240,659,5001,2
4,Breakfast,240,659,5001,3
5,Breakfast,240,659,5001,4
6,Breakfast,240,659,5001,5
6,Breakfast,240,659,5001,6
8,Lunch,660,959,5001,1
9,Lunch,660,959,5001,2
10,Lunch,660,959,5001,3
11,Lunch,660,959,5001,4
12,Lunch,660,959,5001,5
13,Lunch,660,959,5001,6
14,Dinner,960,239,5001,0
15,Dinner,960,239,5001,1
16,Dinner,960,239,5001,2
17,Dinner,960,239,5001,3
18,Dinner,960,239,5001,4
19,Dinner,960,239,5001,5
20,Dinner,960,239,5001,6

Export Details

There are 26 total files required for the daily transaction data, all of which are in CSV format:

• Clock_Data.txt

• EMP.txt

• MI_Exp.txt

• ODI_Discount.txt

• OGR_Gratuity.txt

• OHD_Header.txt

• OIM_Item_Mod.txt

• OIT_Item.txt

• OSV_Server.txt

• OTN_Tender.txt

• OTR_Revenue.txt

• OTX_Tax.txt

• R_C_Cat.txt

• R_D_Dept.txt

• R_E_Sale.txt

• R_I_Item.txt

• R_K_Item_SKU.txt

• R_L_Loc.txt

• R_M_Sale.txt

• R_P_Sale.txt

• R_S_Subc.txt

• R_V_Intv.txt

• TC_Tender.txt

• TGC_Gratuity.txt

• TRC_Revenue.txt

• TTC_Tax.txt

Agilysys will need to create all 26 of these files daily and place them on a file transfer server so that Avero can access the information.

Back Data

Agilysys can, at your request, provide additional exports of back days of your data if you would like historical data added.  To do this, Agilysys will need to add the same 26 CSV files required for the daily export for each date of back data to the Backup or Archive directory on your FTP portal. 

For Avero to process the historical data:

• All 26 files must be present and non-0 size for each date, they should be in the Backup or Archive directory and not in subfolders or other directories. (this is the same folder used when data is moved from the daily export folder, the location of backup/archived information is provided to Avero on the Technical Form as the 'Archive Directory')
• All files should be named in accordance with the standard naming format and dates should be consistent in format (such as MMDDYYYY or MM-DD-YYYY or YYMMDD, etc)
• The data contained in the files should be the prior business date. A file dated 01-02-2021 should contain data for 01-01-2021. If data in the file is for the same date as the title data will not process successfully. 

Submit the Jumpstart Technical Form

During the setup process, you'll need Agilysys to confirm that the above has been complete. Avero cannot move your installation forward until Agilysys has populated the FTP with data and configuration information, and provided the credentials to access this data. 

Your Agilysys contact can supply the FTP credentials and requested information directly via this secure form. 

Or if Agilysys provides you with the relevant access information, submit the form provided in your Install Kickoff email. Our team will need the FTP URL, FTP Username, and FTP Password to access the data, as well as the file path to retrieve it. 

The technical form looks like this and should not be submitted until data is confirmed on the FTP:

Scheduling Installation

2 business days of live, customer data must be available for an install to be completed. Once Agilysys has confirmed that the export is enabled and data is available, you can submit your technical form with the relevant information. Only after data is confirmed and your form has been submitted, a time can be scheduled with an install technician to complete the necessary steps to connect and load this data into the Avero platform.

Installation may be delayed, and scheduled appointments may be canceled or postponed if the data is not yet present, configuration data is missing, or business mapping information has not been accurately provided in advance of the appointment.

Common Mistakes in Avero Export Setup - Infogenesis Cloud

There are a few common issues that can be avoided entirely by reviewing this list and accommodating for the advice contained. If you have any questions about these issues and how to avoid them, you may reach out to [e-mail] for guidance and questions. 

Posting Time is too early!

This is one of the most common issues we see - if the sales posting time is set too early, such as midnight, the system will not have transitioned to a new business day and may post empty files without data. This means there is no data for Avero to extract. In other instances, the export will load for the day-before-yesterday instead of yesterday and your data will always be one-day behind. 

Agilysys - make sure the posting time is after the transition to a new business day, usually after 4AM local time, sometimes as late as 7AM local time. 

Configuration Data is Missing

The daily export provided by Agilysys does not include some vital system information, such as Meal Periods, Order Types, Discount Types. Instead, there are 8 required files of configuration information that must be posted to the FTP so Avero can program this information for each site. Installation cannot be complete without all 8 files present and accurate. 

Agilysys - review the Configuration Information listed above to ensure all are posted before confirming with the customer that setup is complete. 

Extra dates/files included 

You may be exporting other data from your Infogenesis system to the same FTP, such as daily Banquet or GL exports. Avero should be on a unique path with only the Avero Export and Configuration files present. The presence of additional files in the path for the Daily Avero Export can interfere with Avero's data collection. The files posted to the daily path should also always contain the previous day, if the Header files in the daily path contain multiple business dates, our extraction will fail. Back data can be loaded in bulk to the Archive or Backup directory as a zipped file of daily .txt export files. 

Agilysys - ensure that the Avero file path is setup and contains only the Avero export files, and that other exports go to a different file path on the FTP. 

Meal Period data is incorrect

Meal Period must cover the entire day, but cannot overlap or errors will be generated. If you have any flexible meal periods that are manually applied in Infogenesis, these are not reflected in the Agilysys export. Meal Periods must be fixed time periods for each outlet/profit center and must be uploaded in minute-format. Hour-format will not be read by the system and result in incorrect data, such as breakfast sales being recorded as dinner. Any deviations must be adjusted by Agilysys.

Agilysys - review the Configuration Information listed above to ensure all are posted before confirming with the customer that setup is complete. 

From above, meal period specific guidance is repeated here. 

Meal Period data contains additional fields:

• ID – a numerical identifier.  Numbers can be duplicated (unlike the other configuration data types)

• NAME – meal period name as it is to be displayed in Avero

• STARTMIN – meal period start time in minute of the day (i.e. 60 = 1am, 120 = 2am, etc…)

• ENDMIN – meal period end time in minute of the day (i.e. 60 = 1am, 120 = 2am, etc…)

• PC ID - the profit center ID associated with the meal period

• DOW - the day of the week this meal period is valid (0=Sunday, 6=Saturday)

• Meal periods must be repeated for each DOW and PCID with all fields filled

If the meal periods are exactly the same for all revenue centers for every day of the week, then the last PCID and DOW fields can be left blank. If even a single revenue center or day needs a different meal period configuration, then every row must be setup with PCID and DOW.

Sample meal_periods.txt file where all RVCs/Days have the same meal periods:

ID,Name,StartMin,EndMin,PC ID,Day of Week
1,Breakfast,240,659,,
2,Lunch,660,959,,
3,Dinner,960,239,,

Sample meal_periods.txt file when MPs vary by day of week:

ID,Name,StartMin,EndMin,PC ID,Day of Week
1,Brunch,240,959,5001,0
2,Breakfast,240,659,5001,1
3,Breakfast,240,659,5001,2
4,Breakfast,240,659,5001,3
5,Breakfast,240,659,5001,4
6,Breakfast,240,659,5001,5
6,Breakfast,240,659,5001,6
8,Lunch,660,959,5001,1
9,Lunch,660,959,5001,2
10,Lunch,660,959,5001,3
11,Lunch,660,959,5001,4
12,Lunch,660,959,5001,5
13,Lunch,660,959,5001,6
14,Dinner,960,239,5001,0
15,Dinner,960,239,5001,1
16,Dinner,960,239,5001,2
17,Dinner,960,239,5001,3
18,Dinner,960,239,5001,4
19,Dinner,960,239,5001,5
20,Dinner,960,239,5001,6