Taking and closing orders

Taking and closing orders

Once a table is seated, you take their order by adding items from the menu. When they are ready to pay, you review the bill, apply any discounts or service charges, and process payment.

Before you start

• A table is already seated (see: Managing tables).
• The restaurant menu is set up with items, prices, and categories (ask your admin if items are missing).
• You have permission to process payments.

Steps

Take the order

1. Click on the table to open its order screen.

2. The order is already created and waiting for items to be added.

3. Browse the menu or search for an item (e.g., "Kabuli Rice"). Click the item to add it.

4. Adjust the quantity using the + and − buttons if the guest orders more than one.

5. Repeat for each item the table orders.

6. Items appear in the order list on the right side of the screen.

Apply discounts or modifiers

1. To add a discount to the entire order:

   • Click the Discount button at the bottom of the order.
   • Enter the discount amount (currency) or percentage.
   • Confirm.

2. To add a service charge or tip:

   • Click the Service Charge or Add Charges button.
   • Enter the amount.
   • Confirm.

3. Some restaurants allow you to modify individual items (e.g., "No onion", "Extra spice"). Click the item and select a modifier if available.

Review and finalize

1. Once all items are added, review the order summary:

   • Subtotal
   • Discounts (if any)
   • Service charge / tip (if any)
   • Total amount due

2. If something is wrong, you can remove items by clicking them and selecting "Delete" or "Remove".

3. When ready, click Proceed to Payment or Close Order.

Process payment

1. Select the payment method:

   • Cash: Enter the amount received. If the amount is more than the bill, change is calculated automatically.
   • Card: The card payment system processes the transaction (ask your manager for the card reader or payment terminal).
   • Mobile Money: Select the service (e.g., M-Pesa, if available) and follow the prompts.

2. Confirm the payment.

3. The system prints a receipt (if configured). Provide it to the guest.

4. The table automatically returns to Available status.

Accounting impact

The order posts to your sales revenue account at the total amount paid. Any discount reduces revenue; any service charge or tip is recorded separately in your accounts (check with your admin for the exact accounts used).

Tips & common mistakes

• Always confirm the order summary with the guest before taking payment—this prevents disputes.
• If a guest asks to split a bill between multiple payment methods, process each payment separately.
• If you accidentally add the wrong item, remove it immediately and add the correct one.
• Keep payment transactions running smoothly; do not hold up the next table's seating.
• If the payment system fails, ask your manager—never take cash and forget to record it in the system.