Aloha POS Paytronix Manager User Definition for Gift Cards

Restrict Sensitive Paytronix Functions with Custom Jobcode, Access Level, and POS User

Much like your existing Aloha users have different privileges and access associated with their accounts, you will need to set up access and permissions for Paytronix functions on Aloha. Not all users should have access to all Paytronix functions; some functions should be reserved for a limited pool of users.

We recommend not using existing Jobcodes or Access Levels. For best results, create new ones from scratch. Keep the Jobcode and Access Level for Paytronix functions separate from the ones contained in the general manager functions. Failure to do so may give too much access.

If you use Paytronix for gift cards, we highly recommend you create a Manager User. Creating a Manager User to restrict Paytronix functions helps mitigate two specific types of fraud:

Prevents a user from adjusting the SV Auth Tender – If you use SV Auth and SV Final for gift card redemptions, it prevents a user from adjusting the SV Auth Tender amount and locks it at 0.
Tip cannot exceed gift card balance – This prevents a user from specifying a tip amount that exceeds the amount of value remaining on the gift card. The tip amount will be automatically updated to the remaining balance on the gift card.

The custom Paytronix Manager user is required when using SV Auth and SV Final to account for a manager approval prompt that was introduced in Aloha POS 16.1.

Create Custom Jobcode

Create a new custom Jobcode for use with Paytronix:
1. In Aloha CFC select Maintenance > Labor > Jobcode
2. Click the New button.
3. Define the following:
4. Number: 1-65535 (You can select any number that is not currently in use)
Edit the options on the Jobcodes tab:
1. Name: Paytronix
2. Description: Paytronix
3. Exclude from Labor Scheduling: tick this box
4. Leave all other boxes unticked

Edit the options on the Order Entry tab:
1. Order Entry: tick this box
2. Can get checks from other employees: tick this box
3. Aloha Table Service specific settings:
  - Automatically return checks to original owner: tick this box
  - Can view and access all team checks: tick this box
4. Leave all other boxes unticked

Edit the options on the Financial tab:
1. Do not update FOH Flash Report: tick this box
2. Consider Jobcode as salaried for close payroll: tick this box
3. Aloha Table Service specific settings:
  - Cannot transfer tables to self: tick this box
4. Leave all other boxes unticked

Click the Save button

Create Custom Access Level

Create a new custom Access Level for use with Paytronix:
1. In Aloha CFC select Maintenance > Labor > POS Access Levels
2. Click the New button.
3. Define the following:
  - Number: 1-99 (You can select any number that is not currently in use)
  - Name: Paytronix
  - Delete Payments: tick this box
  - Adjust Payments: tick this box
4. Leave all other boxes unticked

Click the Save button.

Create Custom POS User

Create a new custom POS user for use with Paytronix gift cards
1. In Aloha CFC, select Maintenance > Labor > Employees
2. From the Employee tab:
  - On the right, click the down arrow next to the New button.
  - In the pop-up, select POS Only.
  - Click OK.
  - The New Employee window should load.
  - In the New Employee window, define the following:
3. Edit the options in the Employee Tab:
  - POS Employee Number: Enter a number that is consistent with your organization’s employee number assignments.
  - You will need to provide this number to Paytronix.
  - Confirm System access: POS Only
  - Based on your organization, there may be additional required fields. They will be marked in red. Complete all additional required fields per your organization’s policies.
  - POS Security options: Confirm all fields are blank, all checkboxes are unticked.
4. Edit the options in the Status Tab:
  - Employment status: Active
  - Job status: Leave as default
  - Start date: You may need to set a start date; you can select any date that is not a future date
  - Break exemption: Leave as default
5. Edit the options in the Jobcodes Tab:
  - Click the Add button.
  - A new line will appear on the list.
  - Click pull-down menu on the line under Jobcode column.
  - From the menu, select the Paytronix Jobcode (This is the Jobcode you just created).
  - Click pull-down menu on the line under Access Level and select the Paytronix Access level (This is the Access Level you just created).
  - Leave everything else on this screen, and on the Tax and Custom Settings tab as default.
6. Click Save.
Refresh Data via Aloha CFC to push changes to all Order Entry Terminals (Utilities > Refresh Data).

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