QR Orders — manage from the back office

The QR Orders screen is the manager's view of every order customers send by scanning a table or room QR code. The cashier sees new orders pop up on the Point of Sale screen; this page is where a supervisor watches the whole floor at once, sees how long each order has been waiting, and clears them — without tying up a till.

You can work the same orders two ways:

• Grid — a filterable list of order cards, grouped by status, with search. Best for "show me everything still open" and for finding a specific table or guest.
• Board — a kanban board with a column per status. Drag a card from one column to the next to move the order along. Best for a busy service where you want to glance at the whole pipeline.

Both views show the same live orders and offer the same actions, so use whichever you prefer — switch any time with the Grid / Board toggle, top right.

Before you start

• You need the Sales – Transactions permission (the same one that opens the Point of Sale). If you can't see QR Orders in the Sales menu, ask an administrator to grant it.
• QR ordering must already be switched on and your tables/rooms must have their QR stickers. See QR ordering — set up table & room codes if orders aren't arriving.
• The page refreshes on its own every few seconds — you do not need to reload the browser to see new orders.

Reading an order card

Each card shows, at a glance:

• Where it came from — the table name or room number (top line).
• Who — the customer's name (and phone, if they gave one). Room orders show the in-house guest.
• A waiting-time badge — turns amber after 10 minutes and red after 20, so a forgotten order stands out.
• The amount, and a green Paid badge if the customer already paid online when they ordered.
• A note banner if the customer typed special instructions.

Click any card to open the full order on the right, with every line, composite choices (e.g. the sides chosen for a combo), per-line notes and the total.

Steps — Grid view

1. Open Sales → QR Orders. It lands on the New tab.
2. Use the tabs — New, Acknowledged, Posted, Cancelled, All — to filter by status. The number next to each tab is how many orders are in it.
3. Type in the search box to narrow by table, room or customer name.
4. On each open order card, choose an action:
   • Acknowledge — tells everyone "seen it, it's being prepared." Moves the order to the Acknowledged tab.
   • Charge to room (room orders only, see below) — posts the order straight onto the guest's room bill.
   • Done — marks the order fulfilled and clears it to Posted.
   • Reject — cancels the order (e.g. duplicate, or the kitchen can't make it). Moves it to Cancelled.

Steps — Board view

1. Switch to Board with the toggle, top right.
2. You'll see four columns: New → Acknowledged → Done/Posted → Cancelled.
3. Drag a card to the column you want:
   • drop on Acknowledged to acknowledge it,
   • drop on Done / Posted to mark it fulfilled,
   • drop on Cancelled to reject it.
4. For room orders, use the green Charge to room button on the card itself (dragging doesn't post to a folio — charging to a room is a money action, so it's always an explicit button).
5. Click a card (instead of dragging) to open its full detail on the right.

Charging a room order to the guest's bill

When a guest scans the room QR and orders, the order is tied to that in-house guest. Instead of taking cash at a till, you can put it straight on their room bill:

1. Find the room order (it shows the guest's name; room orders carry a Charge to room button).
2. Click Charge to room.
3. The order's lines are added to that guest's open folio (room bill) and the order moves to Posted. The guest settles it at check-out like any other room charge.

This uses the same room-billing engine as the front desk, so the charge appears on the folio exactly as a manually-added service charge would.

Tips

• Paid online? If a card shows a green Paid badge, the customer already paid when they ordered — just prepare it and mark it Done. There's no Charge to room needed (it's already settled).
• Use the waiting-time badge to spot orders slipping through the cracks — red means it's been sitting more than 20 minutes.
• The All tab plus the search box is the quickest way to answer "did table 6's order ever come through?"

Common problems

• "Charge to room" isn't on a card. That card is a table order, not a room order — table orders have no guest folio to charge to. Take payment at the till instead (add it to the cart on the Point of Sale screen). The button is also hidden once an order is already Paid online.
• "Charge to room" fails / says no open folio. The guest has already checked out, or has no open room bill. Confirm the guest is still in-house at the front desk before charging.
• I can't see the page at all. You're missing the Sales – Transactions permission — ask an administrator.
• An order I expected isn't here. Only orders the customer actually sent appear. If the QR sticker points at the wrong table/room, fix it in QR ordering — set up table & room codes.
• I rejected an order by mistake. Cancelled orders can't be un-cancelled. Ask the customer to send it again, or ring it up manually on the Point of Sale.