Skip to main content

Cancel an Order

Overview: Cancelling an Entire Order​

The Cancel Order feature allows staff to void an entire transaction. This is typically used when a customer leaves unexpectedly, the order was placed by mistake, or the kitchen cannot fulfill the request.

Important Note:

  • Status Impact: Cancelling is irreversible. The order status changes to CANCELLED (Red Tag).
  • Kitchen Communication: If the order was already confirmed, the system immediately prints a VOID KOT in the kitchen to stop the chefs from cooking.
  • Security: This action requires Supervisor/Manager Approval.

Key Concepts: Item Resolution (Inventory Control)​

When you cancel an order that is already in the Preparing stage, the ingredients have already been deducted from your inventory. The system requires you to tell it what to do with those ingredients:

  1. Return to Stock: Use this if the food has not been cooked yet. The system adds the ingredients back to the inventory count.
  2. Mark as Waste: Use this if the food is already cooked or spoiled. The system records the cost as a loss (wastage).
  3. Move to Product Batch: Use this to save the item for later sale (requires setting an Expiry Date).

How-to Guides​

Guide 1: Cancelling a "Pending" Order (No Stock Impact)​

Scenario: The order was just placed and hasn't been confirmed/sent to the kitchen yet.

  1. Locate Order: Find the order card with the PENDING (Orange) status.
  2. Click Cancel: Click the red Cancel button on the card.
  3. Select Reason: A popup appears. Select a reason from the dropdown (e.g., "Wait time too long").
  4. Supervisor Approval: Enter the Manager's Staff ID and Password to confirm.
  5. Result: The order is cancelled instantly. No KOT is printed.

Guide 2: Cancelling a "Preparing" Order (With Stock Resolution)​

Scenario: The kitchen has already started cooking (stock was deducted), so you must decide how to handle the wasted food.

  1. Initiate Cancellation: Click the red Cancel button on the active order card.
  2. Item Resolution Popup: The system detects items are "Preparing." You will see a window labeled "Item Resolutions."
  3. Select Action for Main Item:
    • Select the item (e.g., Brownie).
    • Choose an Action: Return to Stock or Mark as Waste.
    • Option: If choosing "Move to Product Batch," select the Expiry Date and Status.
  4. Handle Modifiers:
    • If the item has add-ons (e.g., Extra Cheese), you must select a Modifier Handling action.
    • Choose: Return modifiers to stock, Mark modifiers as waste, or Include in batch.
  5. Select Cancellation Reason:
    • Choose a standard reason (e.g., "Stock not available").
    • If selecting Others, type the specific reason in the text box.
  6. Confirm: Click Confirm Cancellation.

Guide 3: Supervisor Verification & Final Output​

Objective: Finalize the security check and notify the kitchen.

  1. Security Prompt: After confirming the resolution, the "Supervisor Approval Required" window appears.
  2. Enter Credentials:
    • Staff ID: Enter the Manager's unique ID.
    • Supervisor Password: Enter the secure password.
  3. Verify: Click Verify & Cancel Order.
  4. System Output:
    • Dashboard: The order card turns White with a Red CANCELLED tag.
    • Kitchen Printer: A slip labeled "VOID ORDER KOT" is printed. It lists the items in Red or with a "Void" label so the kitchen crew knows to stop production immediately.

Notes & Best Practices​

  • Cancelling is irreversible; confirm with the supervisor before proceeding for high-value orders.
  • Use clear cancellation reasons for audit trails.
  • Review inventory adjustments in the Inventory module after bulk cancellations.