QR ordering — handle customer orders

When a customer scans the QR sticker on their table or room and sends an order, it arrives here on the Point of Sale screen — it does not ring up by itself. You review it, add it to your cart, and check out the normal way, so you stay in full control of prices and payment.

Before you start

• The order codes must be set up and printed (an administrator does this under Setup → QR Ordering Codes).
• You handle orders from the Orders button in the POS toolbar. A red badge shows how many new orders are waiting.

Steps

1. On the POS screen, watch the Orders button — the red badge counts new customer orders (it refreshes automatically).
2. Click Orders to open the panel. The New tab lists each order with its table/room, the customer's name, and what they asked for.
3. Read any note the customer left (allergies, "no onions", etc.).
4. Room orders show a green Charge to room button — click it to post the order straight onto the guest's room bill (folio); they settle it at checkout. The order then clears from the queue.
5. For a table order (or a room guest who wants to pay now), click Add to cart — the items drop into your cart and the order moves to Acknowledged.
6. Adjust the cart if needed (quantities, extras), then Charge as usual. Once the sale goes through, the order is marked done automatically.
7. If you cleared or parked that ticket instead of charging it, the order stays in Orders → Acknowledged — charge it later, or click Mark done if it was settled another way.
8. To turn an order away, click Reject on the New tab.

Tips

• Orders are grouped by table/room, so when several people at one table each send their own order you see them stacked together — each labelled with the name that person typed.
• Add to cart re-prices every line at your current till prices — the customer only saw an estimate, so the cart total is the one that counts.
• A green ✓ Paid online badge means the customer already paid on their phone (prepayment QR). Fulfil the order and reconcile the online payment — don't charge them again at the counter.
• Room orders only arrive once the guest confirms the surname the room is booked under, so the name on the order matches your in-house guest. (If your administrator has switched that check off in Preferences, a room order with several guests in the room arrives without a guest — pick the folio when you settle it.)
• Combo / build-your-own (composite) orders show the customer's exact picks (e.g. "+ Chicken, + Big Water") under the item; Add to cart rebuilds the combo with those children and prices it like a cashier-built one.
• You can keep selling while orders come in; the badge just keeps counting.
• Open orders reserve their stock. As soon as a customer sends an order, its items are set aside: the till tiles, the QR menu and new invoices only offer what's left, so the last bottle can't be sold twice. The stock is released when the order is charged, charged to a room, or rejected. Hover over a tile to see how much is reserved.
• Orders are shared across cashiers on the till — whoever is free can take one.
• The customer sees their order's progress live. After they send, their phone shows a tracker — Order received → Being prepared → Ready. It moves as you act: Acknowledge (or Add to cart) flips them to Being prepared; Mark done (or Charge to room) flips them to Ready; Reject shows Cancelled. So acknowledging an order isn't just for you — it tells the guest you've seen it.

Common problems

• "None of the selected items are available" when a customer orders → those items went out of stock or off the menu between browsing and sending. Ask the customer to reorder, or take it manually.
• An item is missing after Add to cart → it may have become unavailable; the rest are added. Add the missing item by hand from the tiles.
• A tile shows less stock than the shelf, or "out of stock" → open orders have reserved the rest. Charge or reject the orders you've finished with in Orders, and the stock comes back. An order a customer started paying for online but abandoned stops reserving stock after 30 minutes.
• The badge keeps a count after I've served everyone → those orders are still in New. Add them to a cart or Reject them so the queue clears.
• I don't see the Orders button → you need the Sales Transactions permission (the same one that lets you sell on the POS).