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Micros [M3700]: Basic Menu Mapping Instructions


Audience:

Menu Administrators, POS Specialists, Technical Teams

Description:

With the tools available within Olo Menu Admin, you can easily map a menu to a Micros 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 important POS IDs**.

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 ID of the item. As you type, be sure to select the item from the drop-down list.

PDE_example.png

 

 

Mapping Instructions

 

Step 1: Mapping Products

Products within the Olo menu can be mapped to either one of the following three entity types; “item”, “none”, or "rootitem". Within the Olo menu, they may have customer facing names/verbiage that is different than what is defined in the POS according to the brand's intentions.

  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. The "Type" should already be set to "item", but if not click on the “Type” field and select “item” from the drop-down list.


Item_Mapping_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 POS ID can also be typed in, or be copy/pasted from a document (you can use keyboard shortcuts to copy paste off of a 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.

Item_Mapping_ID.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 size that the customer picks. In this case, the base cost is dependent on the size choice, so the following technique should be used:

    - The product within the Olo menu would be mapped to “None”
    - The size options 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 just a shortcut to point to a group of items the guest can choose from.
    - The modifiers in this group will be mapped as “item” entity in Olo because they point to Item IDs in the Micros POS.

    Item_Mapping_None_Example.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.


    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).

    Item_Mapping_none_Edit.png

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

    Item_Mapping_none_map.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.

    Item_Mapping_none_mod.png

    f. Map the choices following the "rootitem” Mapping instructions below.


  2. "Rootitem" Mapping: Root Item mapping is only used if the top level of the item you are working with is none and you would like to send more that 1 Micros items within the same order flow. 

    1. Example 1 with Root Items: Your restaurant sells a Burger that comes in 1/2 lb and 1/3 lb and has a side and  would like to offer the guest the option to add a drink as well while ordering.  In this case the top level Burger would map to none, then under that there would be a modifier group for the burger sizes that are mapped as items and a second modifier group for the drink choices that are mapped as root items. The sides would be nested under the burger sizes just like any other nested modifier group and the guest would be able to select the burger size then the side and an optional drink all within the page for the Burger.   

    2. Example 2 without Root Items: If the top level is mapped as an item root item mapping cannot be used. So for this scenario instead of burger size options your restaurant is only selling a single burger.  In this case the top level is mapped to the Burger item with the sides mapped as a nested modifier group underneath and the drinks would be mapped as items in a modifier group under the burger.


      How to map:


      a. Click Edit on the modifier group containing the options that need to be mapped to "rootitem".

      Root_item_mapping.png

      b. 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).

      Root_item_edit.png

      c. Click on the “Type” field and select “rootitem” from the drop-down list.

      Root_item.png

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


      Root_item_PDE.png

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

 

Step 2: Mapping Modifiers

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

 

  1. “Condiment” Mapping: Most modifiers would be mapped as “condiment”, to the appropriate condiment 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).

    Cond_edit.png

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

    Cond_set.png

    c. To enter the condiment 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 condiment ID gets copied into the Entity id field. The condiment ID can also be typed in, or copy/pasted from a document (you can use keyboard shortcuts to copy paste off of a 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.

    Cond_PDE.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, Fresh Mozzarella has been added as the default cheese option that comes with a Cheese Pizza. If a customer went with this default option, that would not need to be sent down to the store. So in this instance, the Fresh Mozzarella 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.

    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).

    Cond_None_Edit.png

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

    Cond_none.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. If you are looking to map combos within the Olo menu, refer to this article on Micros combo meal mapping.

  2. Everything single product and modifier should be mapped to some entity type, in order for orders to be placed successfully.

  3. For any given product, there needs to be an entity mapped to “item”. If a product and its nested choices are only mapped to “none” and/or “condiment”, that will lead to order failures since there is no defined “item”.

  4. Modifier groups can be reused between products. Refer to this article to learn more about reusing existing modifier groups.

 

Best practices to follow once menu mapping has been completed:

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