Dining iPads-Odyssey Basic Functionality-Troubleshooting
- Sandro Munoz
- Christopher Arnett
Revised: 9/19/2023
Purpose: This training guide reviews basic functionality of the iPad web sales including Simphony Sales, Voids, Balance Inquires and Troubleshooting.
iPad Care and Maintenance
The iPad will be assigned to a UC Davis SHDS Manager/Third party vendor manager as the designated “person in possession” of the equipment:
iPad, protective cover, swipe reader, charging cable(s), extension cord(s), etc.
The person in possession has responsibility for the security, care and maintenance of the equipment provided. i.e.:
Designate a secure location to keep equipment while not in use, i.e., locked cabinet/office, away from the public view, etc.
Be cautious when handling the iPad to prevent accidental drops.
Avoid using abrasive materials or cleaning agents that may damage the screen.
Always return equipment to the UC Davis SHDS point of contact established for your business or the Dining systems administrator: Ligia Lucha, lelucha@ucdavis.edu
UC Davis SHDS managers/Dining system administrator will ensure all items collected are appropriately returned to SHDS Computer Services Group.
II. Access Web Sales
a. Access web sales through the Odyssey app installed on the iPad:
b. Enter Username and Password to log in.
c. Home page will show two navigation options: Sales and Patrons. Select Sales.
d. If you need to reconfigure the URL for the WebSales app (for first time setup), it is: https://ucdavisshds.odyssey.cbord.com/PCSAdminWeb
Or you can scan this QR code with the iPad:
III. Performing an Aggie Cash Sale
a. Check that you have selected Sales
b. Tender will be Aggie Cash
c. Enter Total Amount in field provided
d. Tap on “Patron Number” and swipe ID card using card reader.
The message “Sale Successful” will display at the top. This indicates the sale was processed successfully. If you do not see this message the transaction did not process.
Meal Equivalency – The Green 9 Meal Per Week Plan
Meal equivalency is only accepted for students living at the green on The Green 9 Meal Per Week plan (no other plans are accepted) at Sage St Café and Market. All other retail locations will not accept this meal equivalency.
The web sales app does not have the capability of converting swipes into its equivalent dollar value however it can deduct the swipe.
Before processing a swipe on the web sales app confirm with the student that they have the accepted meal plan. The student can contact the meal card office to confirm what meal plan they are on.
1 swipe = $11.50 equivalent
The students receive 9 swipes a week. The swipes reset weekly (does not accumulate)
If the transaction is over the $11.50 value, the student will need to complete the transaction with another form of payment, a second swipe cannot be accepted.
If the transaction is under $11.50 value, the recommendation is to remind the student that there is no “change due” as it’s vale of 1 deducted when meal equivalency is used. Alternatively, the student can choose another form of payment.
Confirm the swipe and/or AC transaction is successful through web sales prior to processing on vendor POS system.
If the transaction is not processing confirm with the student that they are on the Green 9. The student can be referred to the Meal Card Office for questions regarding their meal plan.
Their remaining balance will show on the screen immediately after a transaction. For questions regarding their existing balance, students can be referred to the Meal Card Office.
Vendor must provide reporting of both total sales and the total swipe sales amount from vendor’s POS. Similar to Aggie Cash, the weekly sales amount will be determined by the University’s meal card system reports. Any discrepancies will be justified by the Supplier.
VI. To Perform a Swipe Sale (only at Sage St. Café & Market):
a. Check that you have selected Sales
b. from the Tender drop down select Meal Exchange
c. Enter “1” Total Amount in field provided. This represents 1 swipe.
d. Tap on “Patron Number” and swipe ID card using card reader.
The message “Sale Successful” will display at the top. This indicates the sale was processed successfully. If you do not see this message the transaction did not process.
V. Troubleshooting Sales
Do not write down card numbers to input later. There is a risk involved in losing transactions from patrons that may not have enough balance at the time of purchase. Instead, follow the steps outlined below:
1. If the “sale successful” message does not come up or you see “card swiped” displayed instead, the transaction did not process.
a. Check that the card reader is connected properly to the iPad.
b. Check that both Cellular and Wifi are active for best coverage:
Check that you have cellular connection turned on.
Settings Cellular Data
Check that you are connected to Wi-Fi. From iPad home screen go to:
Settings Wifi Select Eduroam
c. Check that the only app open is Odyssey Web Sales (**no other apps should be open or running on the iPad)
d. Has the iPad been idle for longer than an hour? If so, connectivity may need to be refreshed. Exit the app and reopen it:
Double click the iPad’s Home button
Odyssey Web Sales app will show up on a smaller scale, swipe up on the app to exit.
If you see other apps displayed swipe up on all of them.
The iPad will return you to the home screen. You can also click on the iPad Home button to return
Select the Odyssey web sales app again to open.
Log in with username and password
Perform transaction once again and observe that the “sale successful” message appears.
e. IF all the above is working properly you can try performing the transaction by typing in the card number instead of swiping. This is a last resort and should not be the common practice for transactions. Reach out to your SHDS point of contact if this is a reoccurring issue for your team.
Follow steps a. through c. above from part II. Performing a Sale. Type the meal card number or Student ID number in the *Patron Number field provided then press “Submit”.
Be careful not to select the blue “Search” as this will only perform a patron look up not process a transaction.
*Important: The Patron Number field requires 9 digits total be entered:
a. If the customer has an Aggie Card enter the 9 digits
b. If the customer has a meal card (will have 6 digits) enter three 0’s in the front. i.e 000123456
c. If the customer has a UC path employee ID (will have 8 digits) enter one 0 in the front. i.e 012345678
If these error messages display. The transaction has not processed.
Unsuccessful: Low Balance: There is not enough Aggie Cash to cover total transaction.
Inform customer they do not have enough balance to complete transaction. Refer them to the Meal Card Office for further questions or to reload their balances.
Unsuccessful: Account Invalid: customer does not have a meal plan that supports Aggie Cash.
Inform customer they do not have an Aggie Cash balance. Refer them to the Meal Card Office for further questions or to reload their balances.
Unsuccessful: Invalid Transaction: Web sales app does not support the type of transaction performed.
Food Trucks: Inform Rich Sheasley what type of transaction it was and be detailed in what happened. He will escalate to appropriate Supervisor/Manager/IT as needed.
Le Crepe, IFC, BanginBowls: inform Steve Ram what type of transaction it was and be detailed in what happened. She will escalate to appropriate Supervisor/Manager/IT as needed.
Campus Bookstore: inform Brandee Gillmore what type of transaction it was and be detailed in what happened. She will escalate to appropriate Supervisor/Manager/IT as needed.
Not on System: The customer’s card # does not match any accounts in the system.
Have customer contact Meal Card Office.
Bad Issue Number: The customer’s card # matches an old card that is no longer active in the system.
Have customer contact Meal Card Office.
Card Swiped: Card reader recognized a card was swiped however web sales did not process.
Follow troubleshooting steps from part III.
VII. Performing a Balance Inquiry
1. You can view a customer’s Aggie Cash balance by selecting “Inquiry” and entering their meal card number or Student ID:
2.Their balance will display at the top:
3.The app will automatically switch back to sales in case you want to continue with the transaction.
1.
VIII. Performing a Refund (not enabled for web sales)
1. You can perform a refund by:
a. Check that you have selected Void – this will turn screen red to indicate void mode.
b. Tender will always display as Aggie Cash
c. Enter Total Amount refunded in field provided
d. Tap on Patron Number field and Swipe ID card using card reader.
This function is turned off for Web Sales. To complete a customer Refund please follow these steps:
1. Email shdsmeal@ucdavis.edu with interim Dining Financial Supervisor (Kerry Anne Smith kasm@ucdavis.edu ) and Manager (Brandee Gillmore bhrgillmore@ucdavis.edu) cc’d in communications with the following information (we are unable to process refunds without this information):
Customer First and Last Name
Customer Meal Card/SID # -
Date/Time Transaction was processed
Total Amount that needs to be Refunded
Reason for the Refund
2. Inform customer that funds will be applied back into their account within 24 hours.
*Food Truck Vendors will email the information for refunds to Rich Sheasley.
IX. Contact
1. For errors related to customer meal plan card/account refer them to the Meal Card Office so their issue can be resolved:
Location: Segundo Service Center, 3rd Floor, RM3100
Hours: Monday – Friday 9:00am – 4:00pm
Phone: (530) 752-6335
2. Food Truck Vendors: Report all other issues to Rich Sheasley with details of what happened. Rich will escalate to appropriate supervisor/manager/IT as needed.
3. Le Crepe, International Food Creations, BanginBowls: Report all other issues to Steve Ram. He will communicate actions needed to appropriate supervisor/manager/IT as needed.
4. Campus Bookstore: Report all other issues to Brandee Gillmore with details of what happened. She will escalate to appropriate supervisor/manager/IT as needed.