> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/integrations-overview/micros-setup.md). # Micros Simphony — Operator Manual > **Walkthrough (Peoplevine × Micros):** [Watch here](https://www.loom.com/share/a2e28776a283478a9e59d4310c239683) ### Before you begin (Prerequisites) * **Peoplevine permissions**: You must be an **Administrator** or **Supervisor** to configure integration settings in the Control Panel. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Micros Simphony version**: 18.2+, 19.1, 19.2, 19.3, 19.4, 19.5+. * **Windows terminals** — this integration only works on Windows. * **Simphony Transaction Services (STS) license** — verify under Enterprise Parameters > License Configuration Tab that Transaction Services Client License Count >= 1. * Admin access to Oracle **EMC (Enterprise Management Console)** and **Reporting and Analytics**. * At least one payment processor connected in Peoplevine with the **POS** slot assigned. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). * Profiles and Locations configured in Peoplevine. See: [How to Set Up Locations](/products/control-panel-overview/admin-overview/setup-locations.md). > For full Oracle-side setup (STS workstation configuration, revenue center parameters, API account creation, extension app, EMC tenders/discounts/buttons), see [Connect Micros Simphony with Peoplevine](https://docs.peoplevine.com/peoplevine-docs/peoplevine-connect) in Peoplevine Connect. *** ### Setup #### 1. Create a Peoplevine configuration (per location) 1. Click the **\[Company Name]** dropdown in the top-left corner and navigate to [**Integrations > Integrated Platforms**](https://control.peoplevine.com/admin_authenticate.aspx). > **Note (Pro Dash):** Navigate to **AUTOMATE > Integrated Platforms**. 2. Under **POS + Hospitality**, select **Micros Simphony**. 3. Fill in the configuration fields: | Field | What to enter | | --------------------------------- | -------------------------------------------------------------------------------------------------------------------------- | | **Configuration name** | Internal name for this location | | **Sync all orders** | Enable to sync non-member orders too (optional) | | **Enterprise short name** | Your Simphony Company Code | | **API account username/password** | From the STS API account you created in Reporting and Analytics | | **OpenID Connect Provider URL** | From EMC > Enterprise > Setup > Enterprise Parameters > Applications tab. Must end with `.com` — remove anything after it. | | **STS Gen2 Services URL** | From the same EMC location. Must end with `/v1` — remove any trailing slash. | | **Client ID** | From the STS API account | 4. Click **UPDATE CONFIGURATION**. 5. Click **EDIT** on the configuration, then click **AUTHENTICATE WITH SIMPHONY TRANSACTION SERVICES**. 6. Map your **Discount** and **Tender/Media** records from EMC to Peoplevine equivalents. For each Tender/Media record, decide whether the tender should post to the PMS (Opera), then configure the matching branch: **If the tender settles inside Peoplevine and should NOT post to Opera:** 1. Set **Interface Link** to **None**. 2. Under the **Options** tab > **Interface Options**, unselect all checkboxes. **If the tender SHOULD post to Opera:** 1. Under the **Options** tab > **Interface Options**, set **Interface Link** to your PMS interface link. 2. In Opera, create a **Payment Method** for each tender and map it to the **Posting Interface** account. 3. The Opera Payment Method number **must match** the Tender/Media number in EMC, one-to-one (e.g. EMC tender 71 maps to Opera Payment Method 71). > **Warning**: **Interface Link = None** means the tender will never post to Opera. The check still closes and staff see no error, so a wrong or missing setting here fails **silently** — it only surfaces at night audit when Micros and Opera do not balance. Use **None** only for tenders designed to settle inside Peoplevine. 7. Map **POS terminals** and **revenue centers** to Peoplevine locations. #### 2. Deploy DLL files to every terminal DLL files must be **manually deployed** to each terminal that will run the integration. There is no automatic cloud push. 1. In the Peoplevine Control Panel, download the **Install DLL Files** for your Simphony version (18.2, 19.1, 19.2, 19.3, 19.4, 19.5+). 2. Click **Download Config File** to generate the location-specific `PVExtApp.dll.config`. 3. On each terminal, close Simphony via **Functions > Manager Functions > Close Application**. 4. Copy the three files to `C:\Micros\Simphony\WebServer\wwwroot\EGateway\Handlers`: * `PVExtApp.dll` * `PVExtApp.dll.config` * `PVPOSConnect.dll` 5. If the integration does not load, right-click each file > **Properties** > check **Unblock**. 6. Start the POS Client by running `ServiceHost.exe`. 7. Perform a **Reload Workstation Database**. 8. Restart the POS Client so the extension loads. > **Repeat for every terminal.** Each terminal needs all three files deployed individually. #### 3. Run the update on every terminal After initial deployment, run an update on each terminal: 1. Start a check on the terminal. 2. Look up member `pv123`. 3. Select **Update**. 4. Restart the terminal. *** ### Day-to-Day: Front of House #### Member lookup 1. Start a check on the Simphony terminal. 2. Press the **Peoplevine Member** button (the `SetMember` button configured in EMC). 3. Search for the member by name, phone, or membership ID. 4. Select the member to attach them to the ticket. > **Important**: The member must be attached to the ticket BEFORE closing the check. Only **Active** members appear in POS member lookup — non-active members (Suspended, Cancelled, etc.) will not be found. #### What the terminal displays When a member is attached, the terminal displays their profile including photo, payment methods on file, tags/preferences, and **CRM notes** entered on the member's profile. Frequently purchased items (past 90 days) and attributes (e.g. allergies) are available via the profile API. > **Note**: CRM notes surface at the Micros terminal today but do **not** surface at the Toast terminal. Staff using Toast should check the CRM separately if notes are relevant at service. > **Member ID mode**: Set `member_lookup` to `0` in the config file to show a minimal member ID prompt instead of the full profile, if staff should not see personal data. #### Payment tenders Staff close checks using Peoplevine tender buttons configured in EMC: | Tender button | What happens in Peoplevine | | -------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- | | **Peoplevine Auto Pay** (`SetPaymentAuto`) | Uses credits first, then card on file, then house account | | **Peoplevine Card on File** (`SetPaymentCard`) | Charges the member's saved card. Card-on-file charges are processed in real time — the terminal shows immediate success or decline. | | **Peoplevine House Account** (`SetPaymentHouse`) | Posts to the member's house account (creates an invoice) | | **Peoplevine House Credits** (`SetPaymentBalance`) | Pays from the member's house credit/stipend balance | #### What staff should know * **Card-on-file charges give real-time feedback** — unlike some POS integrations, Micros displays success or decline at the terminal. If a card is declined, the server can request an alternative payment method immediately. * **If a card-on-file charge fails**, the amount is automatically invoiced to the member's house account. * **Membership discounts apply automatically** based on the membership program's discount settings. * **Automated email follow-up** can be enabled for post-transaction member communication. *** ### Day-to-Day: Finance #### How Micros transactions appear in Peoplevine Micros orders sync to the member's CRM profile under Transactions, including items, server, location, tax, tips, and service fees. #### POS authorization and capture Card-on-file payments are authorized at 125% of the charge amount (to accommodate tips). Authorized amounts are captured on a schedule configured under **Settings > Platform Settings > Process Authorizations Daily at**. > If a member's card is cancelled or hits its limit between authorization and capture, the uncaptured amount falls to the house account as an open invoice. #### Processor routing POS charges route to the **Virtual POS + 3rd Party POS Integrations** processor slot. If no POS processor is configured, charges fall to the **Billing** processor. If no Billing processor is set, charges close to the **Default** processor. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). #### Void and refund rules **Same-day (before end-of-day close):** Open the check in Micros, delete the transaction. The transaction is also deleted in Peoplevine. Same order number, same transaction — Stripe processes the reversal normally. **Next-day (after end-of-day close, within \~14 days):** Micros allows reopening a check for approximately 10–14 days (depends on your Micros server configuration). When you issue a next-day refund, Micros creates a **new order** with negative-amount items and a **new order number**. Because the order number is different from the original, Stripe cannot match it and will decline an automatic refund. You have three options: 1. **Credit on profile** — if the original payment used a Peoplevine tender (card on file, house account), the system issues a credit on the member's profile. The member can use this credit for future purchases. 2. **Refund in Peoplevine directly** — find the original order in Peoplevine, click the transaction, and process the refund from there. This refunds the original card. However, Micros will not reflect this refund — reports between the two systems will not match. 3. **Physical card swipe** — if the original payment was a physical card swipe at the terminal (not card on file), the member must return with the card so staff can swipe it for the refund on the Micros terminal. This creates an order type "refund" with a negative amount in Peoplevine. > **Best practice**: If both systems need to match for reporting, initiate the refund in Micros. If reporting alignment is less important, refunding directly in Peoplevine is the simplest option. > **Note**: Lightspeed POS follows the same void and refund rules as Micros. > For processing refunds in Peoplevine (full, partial, and across payment processors), see [How to Process a Refund](/products/control-panel-overview/refunds-adjustments-overview/process-refund.md). #### Gift card partial payments If a gift card has insufficient balance at the Micros terminal, a balance remains due — the staff member must choose another payment option to cover the remainder. #### Monitoring accounts receivable * **Daily**: Subscribe to the **Daily A/R recap** via SELL > View Open Invoices > **Send Me a Daily A/R** * **Weekly**: Subscribe to the weekly report via SELL > View Subscriptions > **Send Me Weekly Report** * **Review**: Navigate to SELL > Account Receivables and filter for unmatched charges *** ### What Gets Synced | Data | Direction | Notes | | --------------------------------------------------------------------------- | --------------------- | --------------------------------------------------------------- | | Member profile (photo, tier, preferences, allergies, notes, frequent items) | Peoplevine --> Micros | Displayed on the terminal during member lookup | | Membership discounts | Peoplevine --> Micros | Auto-applied based on membership program discount settings | | F\&B orders (items, server, location, tax, tips, service fees) | Micros --> Peoplevine | Appears on the member's CRM profile under Transactions | | Payments (card on file, house credits, house account) | Real-time at terminal | Card-on-file charges receive immediate success/decline feedback | *** ### Troubleshooting **"System cannot find file" error on terminal:** Verify all three files (`PVExtApp.dll`, `PVExtApp.dll.config`, `PVPOSConnect.dll`) are in `C:\Micros\Simphony\WebServer\wwwroot\EGateway\Handlers` — not in a subfolder. Verify file extensions are correct (`.dll` not `.dll.dll`). **Integration not loading after file deployment:** Windows may block downloaded DLLs. Right-click each file > Properties > check **Unblock** > Apply. Then restart Simphony and reload the workstation database. **"Data at the root level is invalid" error:** You are using a generic config file instead of the location-specific one. Go back to Peoplevine, click **Download Config File**, authenticate, and download the version-specific configuration file. **Terminal not displaying Peoplevine member lookup:** Confirm the DLL files were deployed to this specific terminal. Run the update process (look up `pv123` > Update > restart). Check that the EMC buttons are configured with the correct function names (`SetMember`, `SetPaymentAuto`, etc.). **Authorization succeeds but capture fails overnight:** The member's card may have been cancelled or hit its limit between authorization and capture. The uncaptured amount falls to the house account as an open invoice. **Revenue centre sync failure no longer halts other centres:** If you previously saw all revenue centres stop syncing when one failed, this has been resolved. The failed centre retries automatically; other centres continue syncing. **Post-EOD void does not refund through Stripe:** After end-of-day, Micros voids create a new order number not linked to the original transaction. Stripe cannot process a refund against the new order. See the void and refund rules section above for the available options. *** ### Reset the STS API password If the STS API account password expires or needs updating, reset it and update the credentials in Peoplevine: 1. Open your property's Oracle Reporting and Analytics identity management page (the URL is unique to your Micros account). 2. Click **Can't sign in**. 3. Enter the API account **Username** (the same username used in the Peoplevine configuration) and your **Enterprise Name** (the Simphony Company Code). 4. A password reset email is sent to the address associated with that API account. Follow the link to set a new password. 5. In Peoplevine, open the **\[Company Name]** dropdown > **Integrations > Integrated Platforms** (Pro Dash: **AUTOMATE > Integrated Platforms**), find the **Micros Simphony** configuration, and click **EDIT**. 6. Enter the new password in the **Client Password** field. 7. Click **UPDATE CONFIGURATION**. 8. Click **EDIT** on the configuration again, then click **AUTHENTICATE** to verify the new credentials work. > **Note**: If authentication fails after updating the password, confirm the username and enterprise name match exactly between Oracle and Peoplevine. Password changes can take a few minutes to propagate on the Oracle side. *** ### Best Practice * **Test the full payment flow after setup** — look up a member, add items, close with at least one Peoplevine tender type, and verify the order appears on the member's CRM profile. * **Compare new tender/discount settings to an existing one** in EMC when creating Peoplevine tenders and discounts — this helps ensure you have the right options enabled. *Last updated: 2026-06-12* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.peoplevine.com/products/integrations-overview/micros-setup.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.