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Aloha: Basic Menu Mapping Instructions


Audience:

Menu Administrators, POS Specialists, Technical Teams

Description:

With the tools available within Olo Menu Admin, you are able to easily map a menu to an Aloha database. As you build out products and modifiers within the Olo Company Menu, you would map each of them to various entity types, which are all described below, under the “Mapping Instructions” section.

 

Helpful Links

 

 

Helpful Mapping Tool: The POS Menu Viewer 

Upon entering the Olo Company Menu via Dashboard > Menu > Manage Company Menu, you will see the POS Menu Viewer tool in the top right-hand section of the screen. This tool can be used to browse the POS database for a specific store to obtain IDs. The POS data will show you the structure within the database of any POS item you specify**.

If you are unable to locate an item via the POS Menu Viewer, make sure that the item exists within the database of the store you are pulling the POS menu data from.

To use the POS Menu Viewer,

  1. Enter a specific store location (as you type, a drop-down list will present store locations; select the store location you wish to use).
  2. Type in the name of the POS Item (as it is named in the POS database), or the POS record ID of the item. As you type, select the item from the drop-down list.
  3. Expand the tree by clicking on the “+” icon next to the POS item name to view modifiers that are linked to the item (or parent item) in the POS Database. You will only see the "+" sign if there are modifiers in the POS.

PDE_example.png

 

 

Mapping Instructions

 

Step 1: Mapping Products

In general, products within the Olo menu can be mapped to either one of the two entity types; “item” or “none”. For Quick Service, you may need to map to Quick Combo or Upsell_quick_combo, but you will want to schedule special training for these scenarios.

Note: Brands may have customer facing names/verbiage that differs from what is defined in the POS database. Understanding these differences will be helpful when mapping. 

  1. “Item” Mapping: Most products would be mapped as “item”, and those can be standalone products or could have modifiers associated with them (i.e. nested under them).

How to map:

a. Click Edit under the product, next to the verbiage that says “No mapping set” (which is default until mapping has been completed).

Item_mapping_edit.png


b. Click on the “Type” field and select “item” from the drop-down list.


item.png


c. To enter the item ID for the product, click on the “Copy” option on the POS Menu Viewer and click on the “Paste” option next to the Entity id field**. The POS ID gets copied into the Entity id field. The item ID can also be typed in, or be copy/pasted from a document (you can use keyboard shortcuts to copy paste off of an external document).


**When using the Copy/Paste functionality off of Olo's POS menu viewer, you cannot use the keyboard shortcuts for copy/pasting (eg: CTRL + C & CTRL + V). You have to click on the Copy/Paste words. Using Copy/Paste off the POS Menu Viewer reduces errors that could be caused by typos being entered/typed into the Entity id field, including blank spaces.

item_mapping.png

d. Once completed, click Save next to the Entity id field.


e. Continue on to Step 2: Mapping Modifiers if there are modifiers associated with the product. If not, the product is all set!

 

  1.   “None” Mapping: If the product at this level has no POS item ID associated with it, then it could be mapped to “None”, whereby no item ID needs to be entered into the “Entity id” field. This can be thought of as a shortcut to point to the next group of choices in the ordering flow on Olo.

For example:

On the Olo Menu, there is a product that is priced in the POS on the protein choice that the customer picks. In this case, the base cost is dependent on the protein choice so the following technique should be used:

  • The product within the Olo menu would be mapped to “None”
  • The protein choices would be set up within a choice group as modifiers, nested under the product within the Olo company menu.
  • Note that these Olo "modifiers" (or choices) can exist as items in the POS database. This is because the parent in Olo is mapped to None, which means that it is effectively a shortcut to point to a group of items the guest can choose from to order what you intend as a product.
  • The "modifiers" in this group will be mapped as “item” entity in Olo because they point to Item IDs (or records) in the Aloha POS. 

    None_Mapping_Eg.png

 

Tip: When a product is mapped to none within the Olo menu, the product will not get sent down to the POS, since it does not have an associated POS ID. Only products that are mapped to specific POS IDs can pull prices that are configured in POS and will, as a result, get communicated to the POS.Therefore, "none" mapped items will not pull pricing from POS. 

How to map:

a. Click Edit under the product on the Olo menu, next to the verbiage that says “No mapping set” (which is default until mapping has been completed).

None_mapping_Edit.png

b. Click on the “Type” field and select “none” from the drop-down list.

None_mapping.png

c. Since we are mapping to “none”, you do not need to enter anything into the “Entity id” field. Leave the entity ID field blank.


d. Once completed, click Save next to the Entity id field.

e. Click on modifiers under the product, and click Edit on the modifier group containing the base product options.

None_mapping_done.png


f. Map the choices following the
"item” Mapping instructions above.

 

 

Step 2: Mapping Modifiers

Modifiers can be mapped to either one of two entity types; "mod" or "none". They may have customer facing names/verbiage that is different than what is defined in the POS according to the brand's intentions.

 

  1. “Mod” Mapping: Most modifiers will be mapped as “mod”, to the appropriate modifier ID, modifier group ID, and modifier code ID. 

    How to map:

    a. Click Edit under the modifier choice, next to the verbiage that says “No mapping set” (which is default until mapping has been completed).

    Mod_no_mapping_set.png

    b.The entity type should already be set to “mod”. If not, make sure to click on the “Type” field and select “mod” from the drop-down list.

    c. To enter the POS ID for the modifier, click on the “copy” option on the POS Menu Viewer and click on the “paste” option next to the Entity id field**. The modifier ID, modifier group ID, and modifier code ID gets copied into the Entity ID field. Modifier Code 0 is default with Aloha. The entire modifier ID can also be typed in, or copy/pasted from a document (you can use keyboard shortcuts to copy paste off an external document).

    **When using the Copy/Paste functionality off of Olo's POS menu viewer, you cannot use the keyboard shortcuts for copy/pasting (eg: CTRL + C & CTRL + V). You have to click on the Copy/Paste words. Using Copy/Paste off the POS Menu Viewer reduces errors that could be caused by typos being entered/typed into the Entity id field.

     mod_mapping.png

    d. Once completed, click Save next to the Entity id field.


  2. “None” Mapping: If the modifier at this level has no POS ID associated with it, then it could be mapped to “None”, whereby no POS ID needs to be entered into the “Entity id” field.

    For example, on the Olo Menu, White Rice has been added as the default rice choice that comes with a burrito. If a customer went with this default option, that would not need to be sent down to the store. So in this instance, the White Rice would be mapped to “None”. 

    Tip: When a modifier is mapped to none within the Olo menu, the modifier will not get sent down to the POS, since it does not have an associated POS ID. Only modifiers that are mapped to specific POS IDs can pull prices that are configured in POS and will, as a result, get communicated to the POS. Therefore, there will be no pricing pulled from POS for "None" mapped items.

    How to map:

    a. Click Edit under the modifier on the Olo menu, next to the verbiage that says “No mapping set” (which is default until mapping has been completed).

    None_Mapping_Modifier_Edit.png

    b. Click on the “Type” field and select “none” from the drop-down list. 

    None_mapping_modifier.png

    c. Since we are mapping to “none”, you do not need to enter anything into the “Entity ID” field. Leave the entity ID field blank.

    d. Once completed, click Save next to the Entity id field.



Other Important Information

  1. Everything (every single product and modifier) must be mapped to some entity type, in order for orders to be placed successfully.

  2. For any given product, there needs to be an entity mapped to “item” (or quick combo / upsell_quick_combo for QS). If a product and its nested choices are only mapped to “none” and/or “mod”, that will lead to order failures since there is no defined parent “item”.

  3. You cannot map an entity as an “item” and have nested choice under it that is mapped to “item” as well. The nested choices need to either be mapped to "none" or "mod".

    However, if the product itself is mapped to “none”, then you can have multiple Choice Groups (modifier groups) at the first level that contain choices that are mapped to “item”. Brands utilize this option if there are Olo modifier choices that need to get sent down to the store as POS items.

    Imp_info_point_2.png
    Imp_info_point_2_b.png


  4. When looking at the data that is pulled through the POS Menu Viewer tool, you will see the exact structure of the Item (i.e. the modifier groups and the modifiers that have been assigned to the Item within the database). When creating products within Olo Menu Admin, you should pay close attention to the POS IDs of the modifier choices, especially if you are to share a modifier group that was built for a different parent item.

    For example, under the “Hamburger” item, there is a “Choose a Side” modifier group within the Olo menu that is also being used under other products. When sharing this Olo modifier group with another parent item, ensure that the mapping of the choices that have been entered into the Olo Menu currently match the mapping of the modifiers/mod groups that have been assigned to the parent Item(s) within the POS database.

    a. Click on the “+” icon to expand the relevant modifier groups containing the modifiers within the database to confirm the POS does match the plan.

    Expand.png

    b. Check the POS IDs that have been entered into the modifier group against the POS IDs shown through the POS Menu Viewer. In this instance, since the POS IDs match, it is possible to successfully use the modifier group under the “Hamburger” item. If the POS IDs assigned within the POS were different from those that were entered within the Olo Menu, that would lead to order failures.

    2019-02-21_10-03-28.png

    Also, refer to this article to learn more about sharing/reusing existing modifier groups.

 

Best practices to follow once menu mapping has been completed:

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