Introduction
Integration of StoreHouse 5 and r_keeper_7 allows synchronizing databases and keeping sales records and food product balances.
Integration setup
Integration of r_keeper 7 and StoreHouse 5 is realized via the QUSH utility. The utility connects to the SQL database and gets the information on r_keeper 7 references and sales from there. Any database can be used:
- MS SQL
- PostgreSQL
QUSH server service is installed alongside StoreHouse, its port is 8087.
To integrate StoreHouse 5 and r_keeper 7 bases, open Qush_Manager utility. The default user is Admin, no password is needed.
Go to File > Links to R_keeper.
Right-click in the left field and select Create.
Specify the name of the connection.
A window will appear to connect StoreHouse 5 and your SQL database.
Go to the Databases tab and fill in the fields.
StoreHouse 5 section:
- Server — specify your local IP if StoreHouse 5 and r_keeper are installed on one and the same computer. Otherwise, specify the IP of the corresponding computer.
- T cp/ip port — specify the port of your SH5 server. The default one is 7771.
- User — specify the SH5 login. The default one is Admin.
- Password — specify the SH user password. By default, no password is needed.
R_keeper 7 section:
- СУБД (DBMS) — select the database management system connected to r_keeper 7. The article describes connection via MS SQL but PostgreSQL may also be used.
- Server — specify your local IP if StoreHouse 5 and r_keeper are installed on one and the same computer. Otherwise, specify the IP of the corresponding computer.
- Database — specify the name of the MS SQL database
- User — specify the DBMS user login
- Password — specify the DBMS user password.
Click Check to make sure you are connected to both databases. Then, click Save.
These are all technical settings. Now, move to detailed import settings.
Detailed Settings
Go to Restaurants tab, and click Refresh. After that, the list of your restaurants from the r_keeper database will appear.
You can select either all restaurants or restaurants with the same franchise or concept. Or just select the required ones, if you choose the Selected only item.
Click Save and move to Order categories tab.
Select all the categories or only the required ones. Find the order categories and their settings in the r_keeper manager station.
Click Save.
On the Correspondents tab, select desired way of data downloading:
- by currency groups
- by currencies
- by reasons for deleting
Click Save and move to Directories tab.
Select restaurant menu groups. If there are none, they can be created directly in QUSH. To do so, click the square button with dots.
The Create group window will appear. Specify the group name and modifiers group name. Press ОК.
If needed, you may choose by which goods category the data download shall be performed. Here is the standard set of categories:
Not specified — default value
Service print — orders grouping by printers for cooks.
Classification — orders grouping (cold, hot, etc.)
Cashiers ratings — orders grouping in accordance with amounts rating per employee
Groups for KPI-analytic — orders grouping in accordance with KPI analytics groups. Groups are specified manually.
All goods categories can be created and viewed in the r_keeper manager station.
Then, if needed, check the following items:
- Export dishes with an unspecified price
- Export of pre-payment to requests
- Tax calculation using r_keeper.
Then, choose if to take into consideration VAT and sales tax, specified in the r_keeper manager station.
Click Save and go to Autorun tab.
Configure the criteria and time of automatic data import from r_keeper.
Here you can configure start time, specify the period for which import shall be performed, and allow automatic and online write-off.
Automatic write-off: the system automatically generates delivery notes based on an imported request in accordance with preset rules. Thus! not only the request will be loaded on schedule automatically, but all delivery notes for processing thereof will also be generated. If sets are reconciled and necessary product quantity is entered into books, the notes will be generated error-free. If there is lack of goods, delivery notes will be created with compensation records with possibility to correct them further. If request cannot be processed, error record will be generated.
Online writing off – when this flag is set, data import from R-Keeper 7 will be performed online (bill paid at cash register – sold items writing off takes place in StoreHouse in a few minutes). If delivery notes need to be generated based on imported requests, "Automatic writing off" flag needs to be set. Data request occurs once every 5 minutes in R-Keeper.
- Автоматическое списание — это автоматическое формирование системой накладных на основе импортированной заявки по заранее заданным правилам, то есть автоматически по расписанию будет не только загружена заявка, но и сразу будут сформирован все накладные для ее обработки. Если комплекты выверены и необходимое количество товара оприходовано, то формирование накладных произойдет без ошибок. Если товаров недостаточно, то накладные будут созданы с компенсационными записями, которые потом можно будет исправить. Если заявку нельзя обработать, то будет сформирован протокол ошибок.
- Онлайн списание – при выставлении данного флага импорт данных из R-Keeper 7 будет производиться в режиме online (оплатили чек на кассе – через несколько минут производится списание в StoreHouse проданных позиций).. Если необходимо формировать накладные на основе импортированных заявок, то требуется выставить флаг «Автоматическое списание». Запрос данных в R-Keeper происходит один раз в 5 минут.
If Notify on mistakes via e-mail item is checked, you will receive notifications in case of import errors.
Press Save and move to "Notifications" tab.
In Notifications tab, notifications to mailbox can be configured. In the left-hand window, enter parameters of email from which mailing will be performed. At the right side, enter recipients.
Press Check to send test email. Then, send Save.
Automatic writing off setup
With sales being imported from r_keeper_7, automatic writing off can be configured.
Automatic writing-off: automatic generation of notes by the system based on an imported request according to pre-defined rules. I. e., by pressing Run, not only request will be loaded automatically or on schedule but notes necessary for processing thereof will also be generated.
If sets are reconciled and the write-off department has a required quantity of goods on its balances, notes will be generated without errors. If a quantity of goods on the write-off departments” balances is insufficient, notes will be generated with compensated records that can be analyzed and corrected any time.
If new meals were in r_keeper expense for which writing off departments are not specified, sets are not created, or sets are created with errors, the system will not be able to fully process requests. As a result, an error log will be generated. This log can be viewed in import record if import was launched manually.
If import is launched automatically by the system, then, if errors occur during import or writing off, email notification can be configured. Being configured accordingly, import server wil import data from r_keeper_ automatically. To do so, specify settings in Autorun tab.
Launch daily – if this flag is set, data import from R-Keeper 7 will be launched automatically every day at specified moment of time.
Launch time: – enter start time of automatic import into this field with keyboard.
Sales for… – in this field, select a day fir which sales will be downloaded automatically: Today, Yesterday, or Day Before Yesterday.
If r_keeper data was not up to date at the moment of data import from r_keeper — not all cash registers closed the day, network problems in the course of data transmission to r_keeper cumulative base, then, to update StoreHouse data, import shall be performed manually. It is recommended to delete requests that have already been imported, prior to import launch.
If Launch import daily flag is set and import error occurs, the system will repeat import attempts — 8 times with 15 minutes break
In case of import errors during requests creation or processing, import attempt will not be repeated.
Automatic writing off – if this flag is set, the system will attempt to perform automatic writing off on imported requests after Import from RK, i. e., create delivery notes based on imported requests.
Notify on errors via e-mail – if Launch import daily flag is set, setting this flag and configuring Notification settings will enable sending information to e-mails specified in Notification settings in case of import errors or automatic writing off errors.
Next launch: date and time – info on next automatic import launch will be displayed in this field if Launch import daily flag is set
It is impossible to create two imported requests with the same date, sales location, unit, and customer in the request list. Therefore, if documents re-import is required, first delete requests already created by import for the required period.
Operation check
Now as setup is performed, move to "Tasks" section. Manual data import can be performed here.
Select required period, and press "Launch".
If all settings are correct, Success: will be observed in result field
In case of import errors, import history will look as follows:
To find more about import results or errors, double-click on required line, and detailed import info will be displayed:
If Automatic writing off is configured, logs will contain information on writing off errors.
List of writing off errors in the log is equivalent to errors list in Expected expense generated at manual processing of imported requests.
If necessary, log can be saved in HTML and XML formats. To do so, open the log, select Task main menu item, and select item with correspondent format.
In the open window, select the place to store the file. Name of file being saved can also be changed. Then, press Save.
Troubleshooting
Issue Sales from r_keeper_7 do not get downloaded into StoreHouse 5
Reason. Sales are not in SQL base. Enter SQL and view ORDERS , PAYMENTS , VISITS tables — data shall be contained therein.
Solution. Check SQL settings and make sure DB is specified correctly. If everything is correct, re-download the shifts.
Prime costs from SH4 to RK7 Prime cost import from SH5 via Feature Server