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Overview

The payment system allows you to process customer payments for completed orders. It supports multiple payment methods, partial payments, tips, and provides daily summaries for cash reconciliation.

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Accessing Payments

Navigate to Payments from your dashboard.
Requires payments:read and payments:create permissions (staff, branch_manager, org_admin).

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Processing a Payment

1

Find the Order

The Payments page shows a list of unpaid orders:
  • Order number
  • Customer name
  • Total amount
  • Amount already paid (if partial)
  • Remaining balance
  • Table number (if applicable)
Select the order you want to process.
2

Enter Payment Amount

The system calculates remaining balance automatically.Full Payment:
  • Amount defaults to remaining balance
  • One transaction pays the entire order
Partial Payment:
  • Enter an amount less than total
  • Order remains in unpaid list with updated balance
  • Multiple payments can be applied
3

Select Payment Method

Choose from available methods:
  • Cash: Physical currency
  • Card: Credit/debit card
  • Transfer: Bank transfer or digital payment
Each method is tracked separately for reporting.
4

Add Tip (Optional)

Enter tip amount if applicable.Tip is recorded separately from order total.
5

Reference (Optional)

Add payment reference:
  • Card transaction ID
  • Bank transfer confirmation
  • Receipt number
6

Submit Payment

Click “Process Payment”Payment is recorded with status completed and linked to the order.

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Payment Interface

Payment Dialog: 
┌─────────────────────────────────┐
│ Process Payment - Order #1234   │
├─────────────────────────────────┤
│ Customer: John Doe              │
│ Table: 5                        │
│                                 │
│ Order Total:      $50.00        │
│ Already Paid:     $20.00        │
│ Remaining:        $30.00        │
├─────────────────────────────────┤
│ Payment Amount: [____$30.00___] │
│                                 │
│ Method: ⦿ Cash                  │
│         ○ Card                  │
│         ○ Transfer              │
│                                 │
│ Tip: [____$5.00___] (optional)  │
│                                 │
│ Reference: [_________________]  │
│                                 │
│        [Cancel] [Process]       │
└─────────────────────────────────┘

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Payment Methods

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Cash Payments

Workflow:
  1. Customer hands cash to staff
  2. Staff counts cash
  3. Staff processes payment in system
  4. System records cash payment
  5. Staff provides change and receipt
Tracking:
  • Total cash collected tracked in daily summary
  • Used for end-of-day cash reconciliation

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Card Payments

Workflow:
  1. Customer provides card
  2. Staff processes card on terminal
  3. Transaction approved
  4. Staff enters payment in system
  5. Reference field stores transaction ID
Record the card transaction ID in the reference field for easier reconciliation if disputes arise.

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Bank Transfers

Workflow:
  1. Customer initiates transfer
  2. Customer shows transfer confirmation
  3. Staff verifies transfer details
  4. Staff processes payment in system
  5. Reference field stores confirmation number

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Partial Payments

Allow customers to split payment across multiple transactions: Example: 
Order #1234 Total: $100.00

Payment 1:
- Method: Cash
- Amount: $50.00
- Status: Completed

Remaining: $50.00

Payment 2:
- Method: Card
- Amount: $50.00
- Status: Completed

Remaining: $0.00 ✓ Fully Paid
Use Cases:
  • Split Bill: Friends paying separately
  • Mixed Payment: Part cash, part card
  • Installments: Partial payment now, rest later
The order remains in the unpaid orders list until the sum of all payments equals or exceeds the order total.

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Payment Status

Each payment has a status:
  • Completed: Payment successfully processed
  • Pending: (Future) Payment initiated but not confirmed
  • Failed: (Future) Payment attempted but failed
Currently, all payments are created with completed status. Pending/failed states are reserved for future payment gateway integrations.

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Tips

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Recording Tips

Tips are recorded separately from order amount: 
Payment Breakdown:
Order Amount: $50.00
Tip:          $7.50
Total Paid:   $57.50

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Tip Reporting

Daily summary shows:
  • Total tips collected
  • Tips by payment method
  • Average tip percentage
View Tips: Go to Payments > Summary to see tip totals.

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Daily Payment Summary

View a summary of all payments for the current day.

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Accessing Summary

Navigate to Payments > Summary Shows:
  • Total revenue
  • Breakdown by payment method
  • Total tips
  • Number of transactions
  • Average transaction value
Example Summary: 
┌─────────────────────────────────┐
│  Daily Payment Summary          │
│  March 15, 2024                 │
├─────────────────────────────────┤
│ Total Revenue:      $2,450.00   │
│ Total Tips:           $367.50   │
│ Transactions:              47   │
│ Avg Transaction:       $52.13   │
├─────────────────────────────────┤
│ By Method:                      │
│                                 │
│ Cash:        $980.00 (40%)      │
│ Card:      $1,225.00 (50%)      │
│ Transfer:    $245.00 (10%)      │
└─────────────────────────────────┘
Use this summary at the end of your shift to verify cash drawer contents match the cash payment total.

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Cash Reconciliation

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End-of-Day Process

1

View Daily Summary

Open Payments > Summary for today’s date.
2

Count Cash Drawer

Physically count all cash in the register.
3

Compare Totals

Compare physical cash count to “Cash” total in summary.Expected Cash = Cash Payments - Starting Cash
4

Resolve Discrepancies

If counts don’t match:
  • Recount cash
  • Review cash payment records
  • Check for unrecorded transactions
  • Document over/short amount
5

Prepare Deposit

Prepare cash deposit based on summary.Keep starting cash for next shift.

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Cash Over/Short

If cash drawer doesn’t match: Cash Over:
  • Physical cash > system total
  • Possible causes: Unrecorded sale, price error
  • Action: Investigate, document excess
Cash Short:
  • Physical cash < system total
  • Possible causes: Incorrect change given, theft
  • Action: Investigate, document shortage

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Payment History

View all payments with filtering:

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Filters Available

  • Date Range: Specific dates or range
  • Payment Method: Cash, Card, Transfer
  • Order Number: Find payments for specific order
  • Amount Range: Min/max amount

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Payment List

Displays:
  • Payment ID
  • Date/Time
  • Order number
  • Amount
  • Method
  • Tip
  • Reference
  • Status
Actions:
  • View receipt
  • View order details
  • (Future) Refund payment

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Receipts

Generate receipts for customers:
  1. After processing payment, receipt is available
  2. Click “Print Receipt” or “Email Receipt”
  3. Receipt includes:
    • Restaurant name and branch
    • Date and time
    • Order number
    • Itemized order
    • Subtotal, tax, total
    • Payment method
    • Tip amount
    • Receipt number
Receipt generation and printing features are managed by your browser’s print functionality. Configure thermal printer settings in browser print dialog.

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Integration with Orders

Payments are tightly integrated with orders: Order Payment Status:
  • Unpaid: No payments or payments < total
  • Partial: Some payments applied, balance remains
  • Paid: Sum of payments ≥ order total
Where Payment Status Shows:
  • Orders list (badge)
  • Order detail page
  • Kitchen display (optional)
  • Customer order tracking (optional)

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Best Practices

Record Immediately

Process payments in the system right away, not at end of shift. Prevents errors and lost transactions.

Use References

Always record card transaction IDs and transfer confirmations for easier dispute resolution.

Count Cash Twice

When reconciling, count physical cash twice to ensure accuracy.

Daily Reconciliation

Reconcile cash drawer daily, not weekly. Makes finding errors easier.

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Advanced Features

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Split by Item (Future)

Allow splitting payment based on specific items:
  • Customer A pays for their burger
  • Customer B pays for their salad
  • System tracks who paid for what

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Payment Gateway Integration (Future)

Direct integration with payment processors:
  • Customers pay via QR code
  • Payment processed automatically
  • Reduces manual entry
  • Instant confirmation

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Refunds (Future)

Process refunds for cancelled orders:
  • Select payment to refund
  • Enter refund amount
  • Process refund through original method
  • Record refund transaction

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Reports

Payment data feeds into reports: Revenue Reports:
  • Daily, weekly, monthly revenue
  • Revenue by payment method
  • Tip analysis
Payment Method Analysis:
  • Percentage breakdown
  • Trends over time
  • Method preference by customer segment
Access Reports: Navigate to Reports > Sales or Reports > Payments

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Multi-Branch Payments

Payments are branch-scoped. Each branch tracks its own payments and reconciliation.
Organization-Level View:
  • Org admins can see aggregated payment data across all branches
  • Useful for multi-location finance reporting
  • Access via Reports > Organization Summary

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