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Process Payment

Overview​

The Process Payment module is the final step in the order lifecycle. It allows the cashier or waiter to settle the bill using various methods. The system is designed to be flexible, supporting split payments, loyalty point redemption, and tip addition before generating the final tax invoice.

Key Features:

  • Multiple Payment Modes: Accept Cash, Card, Online Payments, or assign to Customer Credit (Ledger).
  • Split Payments: Divide a single bill across multiple payment methods (e.g., half Cash, half Card).
  • Loyalty Integration: View a customer's available points and redeem them instantly against the bill.
  • Tip Management: Record staff tips ensuring they are calculated on top of the bill but tracked separately.
  • Real-time Calculations: The "Amount Due" field updates automatically as you apply partial payments or points.

Prerequisites​

  • Subscription Plan: Lite/Plus/Max
  • User Permission Required: pos_process_payment
  • Hardware: Paired card terminal for card payments, receipt printer for invoices

Step-by-Step Guide​

Guide 1: Process a Standard Payment​

Objective: Settle a bill using a single payment method (e.g., paying the full amount by Credit Card).

  1. Locate the Order: Navigate to the Order Management screen and find the order with the "Confirmed" or "Delivered" status.
  2. Open Payment Window: Click the green Pay Now button on the order card.
  3. Select Payment Method:
    • In the Payment Method section, click the dropdown menu.
    • Select the appropriate type (e.g., Online Payment, Cash, Card).
  4. Verify Amount: Check the Order Summary on the right side to ensure the Amount Due matches the payment being received.
  5. Finalize: Click the green Process Payment button at the bottom right.
    • Result: The system records the transaction and automatically opens the Invoice Preview.

Guide 2: Split Payment (Multi-Tender)​

Objective: Allow a customer to pay using two different methods (e.g., paying 50 QAR in Cash and the remainder by Card).

  1. Enable Split Mode: Inside the Process Payment window, check the box labeled Split Payment.
  2. Entry 1 (First Method):
    • Under Payment 1, select the first method (e.g., Cash).
    • Manually type the amount the customer is giving (e.g., 50.00).
  3. Entry 2 (Remaining Balance):
    • Click the blue (+) Add Payment button.
    • The system automatically calculates the remaining Amount Due.
    • Select the second method (e.g., Card) for the balance.
  4. Process: Click Process Payment to settle the bill using both methods.

Guide 3: Redeem Loyalty Points​

Objective: Use a customer's accumulated loyalty coins to pay for part or all of the order.

  1. Check Availability: Look at the Loyalty Coins section in the payment window.
    • Available: Total coins the customer has.
    • Max Usable: The limit of coins allowed for this specific order.
    • Value per Coin: The monetary worth of 1 coin (e.g., 1 Coin = 1.00 QAR).
  2. Apply Coins:
    • Enter the number of points to redeem in the "Coins to Use" box.
    • Click the blue Apply Coins button.
  3. Verify Discount: The value of the coins is deducted from the Amount Due in the Order Summary.

Guide 4: Add a Tip​

Objective: Record a gratuity amount given by the customer.

  1. Open Tip Input: Click the yellow (+) Add Tip button.
  2. Enter Amount: A popup appears. Type the tip amount (e.g., 5.00).
  3. Confirm: Click Apply Tip.
  4. Check Total: The Order Summary updates. The Total increases, but food revenue remains separate for accounting.

Guide 5: Invoice Generation and Completion​

Objective: Generate the final receipt and close the order loop.

  1. Automatic Preview: Immediately after clicking Process Payment, the Invoice Preview window appears.
  2. Review Details: The receipt displays:
    • Restaurant Logo and Address
    • Order ID and Date
    • Itemized list of products
    • Payment Segment: Shows exactly how it was paid (e.g., "Cash: 50.00, Card: 12.94")
  3. Print: Click the Print Invoice button to issue the physical receipt.
  4. Completion: Close the window. The order moves to the Sales Report, and the Order Management screen updates.

Outcome​

  • Payment is recorded against the order with full audit details.
  • For split payments, each tender is tracked separately in reports.
  • Invoice is generated and printable; the order transitions to Sales reporting.
  • Order status reflects completion based on your outlet’s workflow.
  • Order Management Overview: ./index
  • Confirm Order and Generate KOT: ./confirm-order-kot
  • POS: Finalize an Order: ../pos-and-register/finalizing-order
  • Platform Settings: Payment Methods Overview: ../../06-platform-settings/payment-methods/index