Unitec WashPay User Manual

WashPay Owner’s Manual

Unitec

www.StartwithUnitec.com

W A S H P A Y

WASHPAY OWNERS MANUAL

SOFTWARE VERSION 1.52

In this manual, we discuss in detail the components and operations of the WashPay system.

If further assistance is needed, please contact the distributor from which the WashPay system was purchased.

When calling for assistance, you must have the following information available: WashPay Serial Number:

Distributor Name:

D E C L A R A T I O N O F C O M P L I A N C E

This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense.

C O P Y R I G H T

© 2012 Unitec, Incorporated. All rights reserved. No part of this book, including text, screen examples, diagrams, or icons, may be reproduced or transmitted in any form, by any means (electronic, photocopying, recording, or otherwise) without prior written permission of Unitec, Incorporated.

T R A D E M A R K S

WashPay, Unitec, and the Unitec Logo are trademarks, service marks, or registered trademarks of Unitec, Incorporated.

All other products, services, and company names are trademarks or registered trademarks of their respective owners.

Document Number:	WP1010
Document Title:	WashPay Owners Manual

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					Document Revision History
	Software		Release Date		Changes Made
	Version
	1.52		12/2012		Added Dresser Wayne interface, Account Listing Report, added ability
					to add taxes to credit sales, added subscription account support to
					WashPay self serve, and revised the Site Revenue report.
	1.42		1/2012		Added Remote POS4000 support, Account Reloading, Canadian
					Currency support, Fleet reports, Console/Sales Screen Enhancements,
					Daylight Savings Time support, and Credit Modem diagnostics.
	1.34		2/2011		WashPay programming consolidated onto Sierra site controller.

Document Number:	WP1010
Document Title:	WashPay Owners Manual

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{ T H I S P A G E I N T E N T I O N A L L Y L E F T B L A N K ]

Document Number:	WP1010
Document Title:	WashPay Owners Manual

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Table Of Contents

1	Introduction ....................................................................................................................................			1
	1.1	System Management ............................................................................................................		2
2 Sierra Site Controller Setup ..........................................................................................................				4
	2.1	General Site Information .......................................................................................................		4
	2.2	Product Programming ...........................................................................................................		4
	2.3	Card Terminal Programming.................................................................................................		4
		2.3.1	General Information .....................................................................................................................	4
		2.3.2	Product Dispensing......................................................................................................................	4
		2.3.3	Equipment Interface.....................................................................................................................	5
		2.3.4	User Interface Set-up...................................................................................................................	5
	2.4	Receipt Printer Setup ............................................................................................................		5
	2.5	Download Devices ................................................................................................................		5
	2.6	User Management.................................................................................................................		5
3	Daily Operations.............................................................................................................................			6
	3.1	House Accounts ....................................................................................................................		6
		3.1.1	Prepaid Accounts.........................................................................................................................	6
		3.1.2	Subscription Accounts .................................................................................................................	6
		3.1.3	Fleet Accounts .............................................................................................................................	7
		3.1.4	Account Programs .......................................................................................................................	7
		Pre-Paid Account Program Setup ..........................................................................................................		8
		Subscription Account Program Setup.....................................................................................................		9
		3.1.5	Accounts ....................................................................................................................................	10
		3.1.5.1 Prepaid and Subscription Accounts.......................................................................................		10
		3.1.5.2 Fleet Accounts.......................................................................................................................		10
		3.1.6	Account Reports ........................................................................................................................	12
	3.2	Reports................................................................................................................................		17
		3.2.1	Site Revenue Report..................................................................................................................	18
		3.2.2	Sales Report ..............................................................................................................................	19
		3.2.3	Cash Report...............................................................................................................................	21
		3.2.4	Transaction Report ....................................................................................................................	23
		3.2.5	Code Listing Report ...................................................................................................................	25
	3.3	Sales ...................................................................................................................................		27

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4 Component Operation and Maintenance			................................................................................... 33
4.1	Pay Node.............................................................................................................................		33
	4.1.1 Running a Self Test ...................................................................................................................		33
	4.1.2	Display Status ............................................................................................................................	34
	4.1.3	Reset Capture Memory..............................................................................................................	34
4.2	Card Reader........................................................................................................................		34
	4.2.1 Cleaning the Card Reader .........................................................................................................		34
	4.2.2 Troubleshooting the Card Reader..............................................................................................		34
4.3	Networking Components.....................................................................................................		35
	4.3.1	Router ........................................................................................................................................	35
4.4	Thermal Printer....................................................................................................................		36
	4.4.1 Replacing the Printer Paper .......................................................................................................		36
	4.4.2 Clearing a Paper Jam ................................................................................................................		37
	4.4.3 Manually Printing a Self-Test .....................................................................................................		37
Appendix A – Notifications................................................................................................................			38

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Index of Figures
Figure 1. Login Screen .....................................................................................................................	2
Figure 2. Site Summary Screen .......................................................................................................	3
Figure 3. Account Program Screen ..................................................................................................	7
Figure 79. Pre-paid Account Program Edit Screen ..........................................................................	8
Figure 80. Subscription Account Program Edit Screen....................................................................	9
Figure 5. Prepaid Account Edit Screen ..........................................................................................	10
Figure 6. Edit Fleet Account ...........................................................................................................	11
Figure 7. Edit Account User............................................................................................................	12
Figure 8. Sample House Account Status Report............................................................................	13
Figure 9. Sample House Account Fleet Report..............................................................................	14
Figure 10. Account Sales Report....................................................................................................	16
Figure 12. Sample Site Revenue Report........................................................................................	18
Figure 13. Sample Sales Report ....................................................................................................	20
Figure 14. Sample Cash Report.....................................................................................................	22
Figure 15. Sample Transaction Report ..........................................................................................	24
Figure 16. Sample Transaction Details ..........................................................................................	25
Figure 17. Sample Code Listing Report .........................................................................................	25
Figure 18. Sales Screen .................................................................................................................	27
Figure 19. Purchase Wash Package Screen .................................................................................	28
Figure 20. Wash Purchased Screen ..............................................................................................	28
Figure 21. Account Purchase .........................................................................................................	29
Figure 22. Reload Account Screen ................................................................................................	30
Figure 23. Reloaded Account Screen ............................................................................................	30
Figure 24. Rewash Selection Screen .............................................................................................	31
Figure 25. Rewash Code Issued Screen........................................................................................	31
Figure 26. Report Date Selection Screen.......................................................................................	32
Figure 27. Thermal Printer..............................................................................................................	36

Document Number:	WP1010
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1 Introduction

The WashPay Site Management System is a highly configurable management system for multi-bay self-serve and automatic wash-bay (with Wash Select II interface) carwashes. The WashPay system consists of the following components:

•Sierra Site Controller (for both self server and Wash Select II): The Sierra site controller works as a network server and collects data and generates reports from the card terminals, coin machines and wash bays. The Sierra site controller is remotely accessible by PC for configuration and reporting. The reporting function gives the site owner specific information about the day-to-day income and activities of the carwash. System events are also monitored and recorded using the system software.

•WashPay Card Terminal: The card terminal allows the wash to accept major credit cards in the self-serve bays. Multiple purchases by a customer may be combined in to one transaction, minimizing credit card transaction fees to the site owner. Customers may also purchase house accounts using VIP Wash Pass™ cards. The Card Terminal stores transaction data locally and sends all transaction data to the Site Server.

•Receipt Printer (optional): The receipt printer provides the customer with a credit card receipt for services rendered.

If you have a Wash Select II with WashPay integration, you will only have the Sierra Site Controller installed.

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1.1 System Management

The Sierra Management Application is used for programming the system operating parameters, viewing and printing reports, and managing house accounts and car wash promotions. The Sierra Site Controller Installation Manual provides guidelines for connecting a PC to the local site network.

To access the management application, type the following into the address bar: http://XXX.XXX.XXX.XXX:9810/web (where XXX equals your site IP address).

When a connection to the Sierra server is established, the log-in page should appear (as shown below). At initial startup, you will use the administrative (ADMIN) user account (user ID 00, password 00). (Note: The factory default passwords for all User Accounts should be changed to secure access to sensitive functions. Instructions for changing passwords is provided in the Sierra Management Application Programming Manual).

Figure 1. Login Screen

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Upon successful log-in, the Summary page of the management application will appear. This page displays a list of devices present on the local network with a count of washes provided and associated revenue for the current day. Car counts and revenue results from previous days can be viewed by selecting the desired date in the calendar. The current day data can be updated by selecting the Refresh button. The management functions are shown across the top of the page. As each function is selected, a secondary menu of related options will appear on the left hand side of the page.

Figure 2. Site Summary Screen

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2 Sierra Site Controller Setup

The Set-up functions are used to program the Sierra site controller’s operational settings and for managing system users. Sierra programming should be performed during installation by your Unitec distributor, but there are some settings that an equipment owner may wish to change, periodically. This section of the manual describes the programmable features that are available. For specific details on using these features, see the Sierra Management Application Programming Manual on the manufacturer’s website: www.StartwithUnitec.com.

2.1 General Site Information

Site information should be set during installation and would not typically need to be changed. The programmable features under site information include the site name and ID (as shown on reports and notifications), credit card account set-up, and pre-authorization or hot file configuration.

2.2 Product Programming

A self-serve wash would only need one product to be setup. The product settings will need to be set up by the installing distributor, but the equipment owner may need to access these settings to change prices.

2.3 Card Terminal Programming

The card terminal’s configuration is programmed by creating a ‘device profile’ and then downloading the profile to the card terminals. Whenever a change is made to the device profile, the associated card terminals will need to be downloaded with the revised profile to implement the changes. The device profile configuration file includes a series of set-up pages, which are described in the following sections.

2.3.1 General Information

The Edit Profile Information page is used to program some general operational settings of the WashPay system including:

•Initial Price

•Initial Swipe Amount

•Additional Swipe Amount

•Credit Drive Off Limit

2.3.2Product Dispensing

The product dispensing page is used to assign the timer operational mode, and set the turn on delay and grace times. The self-serve product must be set-up through the Products page before it can be assigned to a device profile. This feature will typically not be changed after installation.

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2.3.3 Equipment Interface

The Equipment Interface Set-up page is used to configure the interface between the card terminal and existing coin box and the pulses per coin or bill. These settings should only be changed by your distributor.

2.3.4 User Interface Set-up

The User Interface set-up page is used to change messages displayed to customers and adjust ‘timewarning times for certain timer modes. This page is also used to customize the text on the screens, that an operator may wish to adjust including the welcome message, thank you message, and stop button message.

2.4 Receipt Printer Setup

The receipt printer setup only requires a paynode name and header and footer text. The site operator may change the receipt message text at any time.

2.5 Download Devices

Once the self-serve and receipt printer profiles have been configured, the device profile must be downloaded. You may choose to download each device individually or download all devices at once. The devices will reboot and come up in operational mode.

2.6 User Management

Unique User IDs and passwords should be set up for employees, service personnel or others that may need access to the WashPay system. The User Set-up pages are used to create new user accounts and to edit or delete an existing account. User privileges that can be assigned are arranged in groups as follows:

•User Management – Allows the user to set-up and manage other user accounts.

•Device Set Up – Allows access to the device (profile) programming functions.

•Accounts and Promotions – Allows the user to set up and manage promotional programs and house accounts.

•Reports – Allows the user to access the WashPay’s accounting reports

•Utilities – Allows the user to access system utilities including data logging and database back-up functions.

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3 Daily Operations

3.1 House Accounts

The accounts module is a product option that allows house accounts to be set up and managed in the Sierra server application. Four account types are available: prepaid, subscription, and fleet accounts. Accounts can be configured for redemption by a magnetic stripe card, numeric code or RFID tag. The Accounts module also includes reports for tracking account status and usage. Management functions will appear on the left side of the Accounts management page.

3.1.1 Prepaid Accounts

Prepaid accounts function as a gift card and can be configured with either a monetary value or a number of prepaid washes (e.g. 5 wash pass). Revenue received from the sales and recharges of prepaid accounts is shown in the Other Revenue section of the Site Revenue Report. Account uses (or redemptions) are reported under the Prepaid column in the Net Sales section of the Revenue Report.

The recommended method for issuing a prepaid account is to first create an Account Program through the Programs option in the Accounts menu. Example programs would be a $50 gift card or 5 Express Wash pass. Once a program is established, individual accounts can be issued through the Accounts option in the Accounts menu. Configuration options for prepaid accounts include:

•Schedule – restricts the account for usage on certain days or during certain hours

•Expiration – set an expiration date for the account

•Frequency limit – set a frequency limit for account usage (e.g., once per day, 3 times per week, etc…)

You may reload the account without reentering all information, and the customer may also reload his account at the C-Start. If the balance of the account is insufficient for the purchase, the customer will be asked if they’d like to recharge the account. If they choose to do so, they’ll be prompted to add payment and the account will be recharged for the amount that’s defined in the account program. For instance, if the account program is configured to provide (5) $10 washes for $40, the customer will be charged $40 for the reload and 5 washes will be added to their account. One of those will be applied to the current sale so the remaining balance will be 4 washes. Please note that this feature will also apply to ‘multi-wash’ codes.

3.1.2 Subscription Accounts

Subscription accounts are designed to support an ‘unlimited’ wash application. These accounts are product-based accounts and are valid for a specific wash package. It should be noted, however, that customers using a subscription account are able to add money to upgrade to a better wash if Upgrades are enabled. As Sierra does not include a recurring billing application for subscription account payment, the sale of a subscription account is not reported as revenue. Likewise, redemptions against these accounts are not reported as revenue. Redemptions are included in the Transaction Count in the summary section of the revenue report but are excluded from the Paid Transactions count.

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As with prepaid accounts, subscription accounts should be set up by first creating a subscription account program (e.g. Gold, Silver, Bronze pass) than issuing individual accounts from the desired program. Subscription accounts can also be configured to operate on a schedule and have expiration dates and frequency limits.

3.1.3 Fleet Accounts

Fleet accounts are intended as a ‘house credit’ application where a business will be billed for usage. Typical customers for fleet accounts include local law enforcement agencies and private businesses with a number of vehicles in their fleet. Fleet accounts are set up directly from the Accounts menu option and not from the Programs menu. Once a fleet account is set up for a business, cards, codes or RFID tags may be activated and assigned to individual users (or vehicles).

Fleet accounts can be set up to restrict a user to a single product or to allow them to select any available product. The feature also allows the car wash Operator to assign a discount (as a dollar value or percentage) to the account. This discount will be applied in the Account Transaction report, which serves as the fleet customer’s statement (for billing).

The fleet account set-up page also has a check box, which is used to identify the account as a ‘maintenance’ account. Maintenance accounts are intended to be used for car wash site employees, service providers and others that may need to use the wash but are not paying customers. The use of maintenance accounts is not accounted for in revenue calculations but these uses are counted in the accounting and house account reports for tracking.

3.1.4 Account Programs

The account programs option is used to set-up standard products for pre-paid, Site Lynx pre-paid, and subscription accounts (e.g. $50 gift card, 5 wash pass etc). Once the program is set-up the ‘Accounts’ option can be used to issue or edit an individual account.

Figure 3. Account Program Screen

Document Number:	WP1010
Document Title:	WashPay Owners Manual