WashPay Owner’s Manual Unitec www.StartwithUnitec.
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.
W A S H P A Y Document Revision History Software Release Date Version Changes Made 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.
W A S H P A Y { T H I S Document Number: Document Title: P A G E I N T E N T I O N A L L Y WP1010 WashPay Owners Manual L E F T B L A N K ]
W A S H P A Y Table Of Contents 1 Introduction .................................................................................................................................... 1 1.1 2 3 System Management ............................................................................................................ 2 Sierra Site Controller Setup .......................................................................................................... 4 2.1 General Site Information ...................
W A S H P A Y 4 Component Operation and Maintenance................................................................................... 33 4.1 4.2 4.3 Pay Node............................................................................................................................. 33 4.1.1 Running a Self Test ...................................................................................................................33 4.1.2 Display Status ....................................................
W A S H P A Y 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 ......................
W A S H P A Y 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.
W A S H P A Y 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).
W A S H P A Y 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.
W A S H P A Y 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.
W A S H P A Y 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.
W A S H P A Y 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.
W A S H P A Y 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.
W A S H P A Y To setup a new account program, select from either Pre-paid, Subscription or Loyalty from the dropdown menu below the table and click Add New Account Program. The Edit Account screen will be displayed. To edit an existing account program, click Edit next to that program. Pre-Paid Account Program Setup Figure 4. Pre-paid Account Program Edit Screen 1. Enter the name of the account program. 2. Select the type of account from the drop-down menu.
W A S H P A Y Subscription Account Program Setup Figure 5. Subscription Account Program Edit Screen 1. Enter the name of the account program. Chose whether or not to force a receipt with each transaction. 2. Select the product from the drop-down menu. 3. Enter the Issue Price (or selling price) that will be reported when a new account is issued (or sold) and then enter the Value for which the account can be redeemed. This field is not present on Subscription accounts. 4.
W A S H P A Y 3.1.5 Accounts When the accounts option is selected, a list of current accountholders will be displayed along with search functions to find a specific account. To view details of an account, click Edit next to the account. To setup a new account, select the account type from Fleet, Pre-paid or Subscription from the drop-down menu below the table. For new Pre-paid or Subscription accounts, you may select a Program from the additional drop-down menu. 3.1.5.
W A S H P A Y account. The 2nd step will be to add users (drivers) under the account. From the main Accounts page select Fleet as the account type and click the Add New Account button. Figure 7. Edit Fleet Account To set-up the fleet account: 1. Enter the business name for the account in the Name field. 2. Select the account type as monetary or product based. For product accounts, the associated wash product will need to be selected from the drop down list of available products. 3.
W A S H P A Y Figure 8. Edit Account User To add a new user, 1. Enter the first and last name of the account user 2. Select the redemption method (code, card or RFID Tag) 3. Enter the code, card number or RFID tag number for the user 4. Click Save. 3.1.6 Account Reports Status Report A sample status report is shown below.
W A S H P A Y • Total uses since account was opened (as $ value or number of uses, depending on the account type) Figure 9. Sample House Account Status Report Listing Report This report allows you to export a list of account holders in .csv format. The exported file includes the account holder name and contact information, account number, and enrollment date. Fleet Report The fleet report provides a list of all uses from one or more accounts over a user defined date range.
W A S H P A Y Figure 10.
W A S H P A Y • User Name and Account Number (either card, code or RFID tag) • Day the car wash was used • The wash package that was purchased. Usually, a wash package is assigned to the account in setup. • Price of the wash package used. The price is totaled at the bottom of the column. • Amount of discount that is applied to the account (if any). The discount if totaled at the bottom of the column. • Net amount due for each wash package used.
W A S H P A Y Figure 11. Account Sales Report The account sales report provides a list of prepaid account sales and account reloads during a user defined date range. A sample report is shown below. • Account Name and Number • Program – indicates whether an account program was used for this account. • Date – day account was purchased. • Sales type -- indicates whether the entry is for a new account that was sold (issued) or a reload.
W A S H P A Y 3.2 Reports The Reports function allows you to view accounting information and product usage, filtered by ranges and dates you specify. When a report is generated, the associated data will appear on the screen with Print and Save functions. By selecting the Print button, you can print a copy of the report at your local printer. The Save function allows the report data to be saved in .
W A S H P A Y 3.2.1 Site Revenue Report Revenue reports can be generated for the current business day, previous day or for a user specified date range. From the report view, the user can print a report copy or save an electronic version in .CSV format. An example report is shown below with descriptions of the included data. Sales Summary Washes Works Supreme Deluxe Express Total Qty 35 44 28 76 183 Paid 32 41 27 74 174 Revenue $105.00 $96.00 $55.00 $118.00 $374.00 Prepaid $270.00 $290.00 $150.00 $319.
W A S H P A Y Sales Summary - Provides a wash count, breakdown of purchased and pre-paid transactions, and average sales value. The prepaid column includes prepaid house accounts and 3rd party gift cards (through Mercury Payment Systems).Added services and serf serve (if applicable) totals are also displayed. Average sales metrics are provided with and without discounts applied and the value of all discounts is identified. This value includes promotions and any discounts provided to fleet customers.
W A S H P A Y Figure 13. Sample Sales Report Wash Activations - Provides a count of washes dispensed, broken down by wash type, and includes washes dispensed using codes or maintenance accounts. The usage metric shows the percentage of activations for each wash type. Self-serve wash packages are displayed by purchase type - cash, credit, house account, or maintenance account. Added Services - Provides a count of added services that were purchased, broken down by service type.
W A S H P A Y Code Sales – Provides a count of code sales and is displayed by POS device – pump, c-store register, or remote console. The usage metric shows the percentage of activations for each wash type. Payments - Provides a list of payment methods used with the percentage of use (based on $ value). 3.2.3 Cash Report The cash report provides details on cash, coupons and tokens that were received and dispensed during the business day.
W A S H P A Y Figure 14. Sample Cash Report The top section displays the cash adjustments record that is generated when an employee uses the cash removal or deposit functions (from the Maintenance functions) to restock change devices or remove cash from a cash acceptor or dispensing device.
W A S H P A Y cash that was added or removed. The total amount of cash that was added and removed through these adjustments should match the associated entries in the Cash Summary section. The bottom of the report displays the cash information for each device. Cash Summary - Shows starting and ending balance of all cash in the unit (in both bill and coin acceptors and change dispensing devices). The amount of cash that was collected from customers is shown in the Cash Received entry.
W A S H P A Y Figure 15. Sample Transaction Report When the transaction report is viewed, a “details” link will be displayed for each record. By clicking on this link, the user can view and print a more detailed record of the transaction. An example of this detailed view is shown below.
W A S H P A Y Figure 16. Sample Transaction Details 3.2.5 Code Listing Report The code listing report is applicable to sites that use the optional POS interface or console for wash code sales. It can be used to check the status of a specific code by entering all or part of the code number. To generate a complete list of wash codes in memory, leave the code field blank and select the Run report button. Figure 17.
W A S H P A Y The wash codes currently stored in memory are listed in chronological order. The code status will be shown as Active, Used or Expired. The Expires column displays the date the code expires. The Issue Date column displays the date the code was issued. The Redemption Date displays the date the code was used if any. The Product column displays the wash package sold. The Source column will indicate whether the code was sold from a console, C-store POS register or purchased at the pump.
W A S H P A Y 3.3 Sales The Sales tab displays and functions as a Point of Sale console interface. This would be used with Wash Select II integration You must first set up the Sales screen in the POS Interface in order for this screen to be populated.. Figure 18. Sales Screen The Sales screen function keys are color-coded. Washes are blue and reports are red. Account, reloads, rewashes and the check and void code functions are teal.
W A S H P A Y To purchase a wash package, select one of the washes then click Purchase. Figure 19. Purchase Wash Package Screen A code will be generated and displayed on the screen. You may then print the code from the POS printer or from the print function of your PC. Figure 20.
W A S H P A Y To purchase a new account, click on the account: Figure 21. Account Purchase 1. Select code or card. 2. Enter the account number. 3. Enter the account holder’s name. 4. Click Purchase to finalize the account purchase.
W A S H P A Y To reload an account, click Reload and enter the account number. Figure 22. Reload Account Screen Ensure the account holder’s information is correct, then click Reload. Figure 23.
W A S H P A Y To issue a rewash code, click Rewash then select the wash to issue the code: Figure 24. Rewash Selection Screen Figure 25.
W A S H P A Y To print a report, select the report type. If you would like to select a date other than the current day, select Change Dates. You may select the current day, select the previous day, or select a date range, then click Done, then Print Report. NOTE: The Report functions on the Sales page are for console users ONLY. Figure 26.
W A S H P A Y 4 Component Operation and Maintenance This section of the manual describes the normal operating procedures and basic troubleshooting and repair techniques for each of the system components. The following procedures are designed to provide you with the hardware troubleshooting and service information you need in order to provide your customers with the highest quality service possible. When troubleshooting any issue, verify that the power supply is providing power to the affected component.
W A S H P A Y Note: The pulse count is a two-digit cumulative counter. After reaching 99, the next pulse will reset the counter back to 00. • Track 1 – When a card other than the Self Test card is swiped, this test will display GOOD if the Track 1 data was read correctly and BAD if it was not. • Track 2 - When a card other than the Self Test card is swiped, this test will display GOOD if the Track 2 data was read correctly and BAD if it was not. 4.1.
W A S H P A Y 4.3 Networking Components The Router provides connectivity from the C-store and office system components to the WashPay. The C-Store Interface Router/Hub connects the WashPay to the following components: 1. Print Server – This component allows the connection of a stand-alone printer that can be accessed by the other components connected to the Router. 2.
W A S H P A Y 4.4 Thermal Printer Figure 27. Thermal Printer The following sections contain information and procedures important for peak operating performance. 1. Replacing the Printer Paper 2. Clearing a Paper Jam 3. Manually Printing a Self-Test 4.4.1 Replacing the Printer Paper Replace printer paper when you see a red mark running down the side of the receipt or the unit is reporting Paper low. 1. Open the rear door of the printer enclosure.
W A S H P A Y 2. Insert the new paper roll on the paper carriage at the bottom of the printer. The paper roll should be oriented such that the end of the paper is at the top of the roll. The paper will automatically feed into the printer when the power is on. 3. Close the rear door of the printer enclosure. 4.4.2 Clearing a Paper Jam Follow the steps below to clear a paper jam. 1. Open the printer assembly. 2.
W A S H P A Y Appendix A – Notifications Notification Options Notifications can be provided to Users by email only. The table below outlines characteristics of each media and how the Notification will differ between them. User Notification Description Notification Type E-mail (Requires Broadband Internet Connection) Use Notification Details Mail Accounts Uses SMTP to send text email to supported ISPs and private e-mail access points.
W A S H P A Y Document Number: Document Title: WP1010 WashPay Owners Manual
