Billing, Tips, Payments, Cancellations, and Voids

8.1 Checkout

Before: Open the correct order, confirm waiter attribution, read the unpaid items, and compare the guest's bill with the current ticket. Confirm external payments in your approved merchant process before recording them; typing a MoMo reference does not verify or collect the transfer.

Steps:

1. Choose Pay GHS … in the ticket footer. If items are not sent yet, the till asks first: Send and pay sends them to the kitchen (paper: Print and pay prints the kitchen copy) before the payment sheet opens, and Back returns to the ticket.
2. The payment sheet, titled Pay [order], shows the order number, waiter, guests and the Bill. Choose how the bill is paid:

3. For Whole bill with cash, enter Cash received or tap a quick amount (Exact, or a round amount above the bill). The Change to give box shows the change. Short by means the cash is not enough, and the payment button stays off. An empty field means the exact amount.
4. For a non-cash method, enter the Reference (MoMo, card or bank reference).
5. To combine methods on a whole bill, choose Pay with more than one method. Enter a method, amount and optional reference per row; use Add method, remove a mistaken row, or Fill remaining. Check Total tendered, Remaining and Change: Remaining must be zero, non-cash rows cannot exceed the bill, and cash above the bill becomes Change. Back to one method returns to a single method.
6. Optionally enter Name on the receipt, then select the payment button once. It names what it records, for example Take GHS 200.00 cash, Take GHS 200.00 for payment rows, Record GHS 200.00 followed by the method, or Pay 2 items by followed by the method.

Only enabled POS methods appear, and they wrap onto more lines when there are many; the wording for mobile money may follow the business's configured label. By item and By seat ask the till for the exact amount of the chosen items, taxes included, and show it as This payment (tax included); the Take payment button stays disabled until it arrives. Cash taken this way also shows Cash received and Change to give.

Even split: Evenly divides the bill amount, not the order lines, so the shares are equal to the pesewa however the dishes are arranged. It records one sale and one paid receipt that lists each person's payment. When each guest needs their own receipt, use By item or By seat; each of those payments is its own sale.

Result: After a full payment the till clears for the next order. A green strip shows "ORD-… paid", the methods and amounts, the sale number and total, Give change GHS … when cash change is due, and Print paid receipt for users with Sales History access; otherwise it reads "Ask a user with Sales History access to print the paid receipt." After a By item or By seat payment that leaves items unpaid, the order stays on the ticket and the strip reads "ORD-… part paid". A fully settled order leaves the orders column. A kitchen copy that prints after payment is still not the receipt. The amount due uses the same configured POS tax quote as the current unpaid customer bill, not just the item subtotal.

Recovery: If the bill changed while the payment sheet was open, the till refuses the payment, for example "The bill changed to GHS 215.00. Review it and take payment again." Nothing is recorded; close the sheet, check the ticket and choose Pay again. The till never raises the tendered amount on its own. Rejection and supervisor-approval messages appear inside the open sheet. If the request times out, the till closes, or the paid strip is missed, check POS > Sales History and the original order before taking payment again. Give the supervisor the order number, amount, method, reference and approximate time. Never collect another MoMo transfer solely because the screen did not update.

Manual or percentage tip entry and checkout discount entry are not exposed in the current terminal. Older service/checkout routes redirect to this till. Although underlying settlement options exist, staff must not treat them as additional usable screens or attempt to construct a payment request themselves.

8.2 Tips

Managers set the policy under Restaurant > Settings > Tips & orders. Tip-related preferences and server attribution exist, but the till's payment sheet has no tip field. Follow the manager's separately approved tip-recording process; do not label an excess MoMo payment or cash change as a tip in this terminal.

Where tips are recorded through a supported process, they remain attributed to the selected server, and End shift lists them under Tips by waiter. Saving a pooled preference does not automatically pool or distribute tips. Do not promise automatic pooling, payout or payroll distribution to staff.

8.3 Payments and Receipts

Restaurant payments use the POS payment engine. Completed payments create receipts and feed POS reporting. Where POS accounting is enabled, sales can feed the accounting bridge using the configured posting mode.

The final paid receipt uses the published POS Receipt Studio business design or the location override. Managers can preview and publish 58 mm, 80 mm, or A4 designs under POS Settings > Receipts. Each completed sale captures its receipt design and sale facts; later design changes do not rewrite it. From the sale detail page, Copy Receipt prints a clearly marked copy with the original amounts. A later void or refund adds a separate status notice.

Before: Confirm a sale was successfully recorded, not merely that a bill or kitchen ticket was printed.

Steps: Use Print paid receipt on the paid strip, or open POS > Sales History, locate the sale number shown on the strip, open the sale and select Receipt. An Evenly payment has one receipt listing every share; each By item or By seat payment has its own sale and receipt. These links require existing Sales History access; they do not bypass permissions. Confirm the sale amount and recorded payments before printing the customer's copy.

Result: The guest receives a paid receipt for the recorded sale. Reopening or printing that receipt does not take a second payment.

Recovery: If there is no matching completed sale, investigate the original order and payment record with a supervisor; do not present the unpaid customer bill as proof of payment.

8.4 Cancellations

Before: Confirm the exact wrong item and whether it has been dispatched, served or paid. Cancellation permissions should be limited to trusted staff.

Steps: For an item not yet sent, tap its × (Remove [dish]). For a sent item, tap its × (Cancel [dish]), enter the Reason, and under What happened to the food / stock? choose Not prepared, Prepared / waste, or Returned sellable item. A POS owner/supervisor can approve directly; other cashiers enter an active, location-authorised Owner / supervisor PIN. To cancel a whole active order, use ⋯ > Cancel order and make the same decision. If different items need different outcomes, cancel them individually. Immediately tell the kitchen which food to stop. In paper/combined mode, print and deliver the labelled cancellation notice, recovering it from Print history if needed.

Result: The item is cancelled and removed from the payable ticket. Not prepared restores previously deducted, unused stock, and is not available for items already marked preparing/ready. Prepared / waste keeps the recorded consumption; it does not recreate cooked ingredients. Returned sellable item restores a physically returned saleable product, but cannot return recipe ingredients from prepared food. Do not also enter a manual return for the same correction. The disposition and approving supervisor are recorded. An instruction-change notice updates instructions without adding another saleable item.

Recovery: Served or settled items cannot be cancelled through the ordinary item action or whole-order cancellation. For settled activity, follow the authorised void/refund process. Stock returns use the dispatch snapshot or original stock movements, not a later recipe or tracking setting. If an older deduction cannot be verified, the return is blocked without cancelling the item; ask Inventory to reconcile it. Choose Prepared / waste only when consumption actually occurred. If a product/pricing change blocks the amount due, the order stays visible with Amount due unavailable; resolve it before payment. A supervised cancellation can still create a kitchen notice, which is not a payable bill when pricing is unavailable. PIN approval is single-use and is never saved in the cancellation record. Orders with nothing on them can be closed together at shift end with Close N empty orders (section 13).

8.5 Voids

Voids and refunds correct recorded sales; they are not the same as removing an unpaid order item. There is no general Restaurant Void button in the current terminal. Ask an authorised manager to inspect the POS sale and select the applicable correction process, including external payment reversal when required. Keep the original order/sale number and a reason; do not create a negative replacement order or erase a receipt to hide a mistake.

8.6 Which Document to Hand Over

Saved preparation batches are snapshots from that moment. Their bill may not match later additions, cancellations or adjustments. Use the current unpaid bill for review and the completed sale's receipt for the final recorded payment. Keep a management export with management, not in the guest's bill folder.