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Modify or Void an Order

Overview​

The UniDiner system allows staff to modify orders at any stage of the lifecycle — from Draft/Pending through Confirmed and even while items are Preparing in the kitchen. The system enforces controls to prevent theft and waste:

  • Pending Orders: Editable by any staff member.
  • Preparing Orders: Editing items that are already being prepared requires Supervisor Approval and an explicit Stock Resolution (e.g., Return to Stock or Mark as Waste).

Key Definitions​

  • Add-on KOT: A kitchen ticket generated when new items are added to an existing active order.
  • Void KOT: A ticket instructing the kitchen to stop making an item (cancel it).
  • Item Resolution: The choice made for ingredients of a cancelled item (Return to Stock, Mark as Waste, or Move to Product Batch).

Prerequisites​

  • User Permission Required: manage_orders (general), supervisor_approve_modification (for preparing items)
  • Hardware: KDS / KOT printers configured

How-To Guides​

Guide 1: Modifying a "Pending" Order​

Scenario: Customer changes their mind before the order is sent to the kitchen.

  1. Locate Order: On the Order Management screen find the order with the PENDING (Orange) status.
  2. Enter Edit Mode: Click the Modify button on the order card.
  3. Make Changes:
    • Add Items: Browse the menu and add products.
    • Change Quantity: Use (+) or (-) controls.
    • Remove Items: Click the trash icon.
  4. Save: Click Modify Order.

Result: The order updates immediately. No KOT is printed because the order was never confirmed.

Guide 2: Adding Items to a "Confirmed" Order (Add-on KOT)​

Scenario: The customer wants to add a dessert or drink after confirmation.

  1. Locate Order: Find the order with CONFIRMED or PREPARING status.
  2. Enter Edit Mode: Click Modify on the order card.
    • Note: Existing items that already had a KOT will show tags like KOT Already Generated.
  3. Add New Item: Select the new item (e.g., Brownie) from the menu.
    • The new item shows a Pending tag in the Modify screen.
  4. Confirm Update: Click Modify Order.

System Output:

  • The system generates an ADD-ON KOT containing only the newly added items.
  • The kitchen receives a clear instruction listing only the additions, avoiding duplication.

Guide 3: Removing or Changing "Preparing" Items (Supervisor Required)​

Scenario: The kitchen has started cooking and the customer cancels or changes an item.

  1. Identify Status: In the Modify screen, items already being prepared display a Preparing tag. These items have had inventory deducted.
  2. Delete Item: Click the Trash Icon beside the preparing item.
  3. Resolve Item Adjustments (Mandatory): A popup will ask how to handle the stock. Choose one action:
    • Return to Kitchen Stock: Ingredients are reusable and returned to stock.
    • Mark as Waste: Ingredients/food must be discarded and recorded as waste.
    • Move to Product Batch: Save the prepared item for future use under a product batch.
  4. Handle Modifiers: Decide fate of modifiers (e.g., Extra Cheese): return to stock or mark as waste.
  5. Confirm Resolutions: Click Confirm Resolutions.
  6. Supervisor Authentication:
    • A Supervisor Approval Required popup appears.
    • Supervisor enters their Staff ID and PIN/Password and clicks Verify & Apply.
  7. System Output:
    • The system generates a VOID KOT instructing the kitchen to stop or cancel the specific item (e.g., "VOID Chicken Burger").
    • Inventory is adjusted according to the selected resolution (Waste vs Return).

Notes & Best Practices​

  • Always confirm the item status tag before deleting; deleting a Preparing item without resolving inventory will create inconsistencies.
  • If many items are modified on an order, prefer scanning the final order with the kitchen supervisor before applying changes.
  • Use the KOT history in the order details to audit add-on and void tickets.

Outcome​

  • Modifications to Pending orders are immediate and do not produce KOTs.
  • Add-on items for Confirmed orders produce Add-on KOTs containing only new items.
  • Voiding Preparing items requires supervisor approval and creates Void KOTs; inventory is reconciled per chosen resolution.