Phone/Web Order Operation

 

Touch > New Order (#25), Save Order (#26), Order Info (#27) and Finalise Paid Order (#28) POS Keys

 

Description

 

These POS Key functions are used to take/save Phone Orders, recall both Phone and Web Orders and finalise paid Orders at a SwiftPOS Touch terminal.

 

Note : For a somewhat simpler and possibly quicker alternative to this more robust feature, refer to using the Hold / Recall Sale POS Key function as an alternative. For more information ...

 

To Be Considered

 

  1. Note : Issuing Vouchers is NOT permitted while taking Phone/Web Orders.
  2. If required, restricting access to these POS Keys can be managed by Clerk Security.
  3. Order payments are treated as Deposits and will be reported as Deposit Media on X/Z Reports. For an example click here. If you are taking Deposits you cannot run single sales file mode of reporting
  4. When a Delivery Order is displayed in the sales grid, there is the option of selecting the Google Maps POS Key to display the route directions between the Starting address and the Customer/Member's address. For this to work, ensure the Starting address is set against the Google Maps POS Key. If it is not set, then only the location of the Customer/Member's address will be displayed.
  5. Ensure the Print delayed orders setting is set to ensure the Order is printed in the Kitchen to cater for the preparation prior to the Delivery/Pickup.
  6. The process of creating Web Orders has been replaced with the Web Store and the Web API. SwiftPOS Connect contains built in functionality that allows incoming Web Orders to be processed and printed on a receipt printer connected to a SwiftPOS Touch terminal. This functionality is made possible using a linked server object in Microsoft SQL Server to write the data to the appropriate table in the SQL Table Tracking database that SwiftPOS Connect uses. The table is checked for Orders every 30 seconds and will then print any new Orders before deleting them from the database table.

 


Pre-Requisites

 

  1. Ensure Table Tracking has been enabled.
  2. Ensure the Function New Order, Save Order, Order Info and Finalise Paid Order POS Keys are added to the appropriate Layout using the Keyboard Designer.
  3. In order for the Google Maps integration to function properly, ensure the Print Customer Details on Orders and the Show Member Address settings are selected.
  4. Ensure that the Kitchen and Order printer settings are configured.
  5. The NetPOS.Net service must be running to ensure Customer/Members can be searched. The Members/Accounts/Loyalty module is not required for this feature to function.
  6. You cannot use Single Sales file mode with Deposits, which is a check box option in the Table Tracking Menu

 


Operation

 

  1. Create an Order


    1. New Order

 

      1. At the SwiftPOS Touch terminal, select the New Order POS Key. This will open the Customer Search screen to either

 

        1. Search and select an existing Customer/Member.
           
          1. Search can be done using a Customer/Member's Name, Contact and Address details. For example the Customer/Member's Phone Number (which is mandatory) can be used to do a search. To edit the Customer/Member's details Navigate through the list of Customer/Members displayed in the grid and select the Edit button.

 

        1. Add a new Customer/Member.
           
          1. Select New to add a new Customer/Member. The Customer/Member's Phone Number is mandatory.
          2. This will open the Order Customer screen.
          3. Enter the Customer/Member's details and select Done.

 

      1. Once a Customer/Member has been selected, the New Order screen is displayed. Note : This screen will only be displayed if Table Tracking has been enabled.
      2. If the selected Customer/Member had in the past placed an Order, then the Last Order screen will be displayed, providing the opportunity to recall the previous Order.
      3. The next screen displayed is the Order Information screen, enabling the entering of the Order details.
      4. Select Save to save the details entered and continue.
      5. Select the Products ordered. See a sample of an Order as it appears in the sales grid here.
      6. Select the Save Order POS Key to save the Order for recalling later.
      7. The Orders button on the Toolbar will be highlighted, alerting Clerks/Staff that there are Orders pending.
         
    1. Order Last Mode

 

      1. At the SwiftPOS Touch terminal, select the Products ordered.
      2. Select the New Order POS Key. This will open the Customer Search screen to either

 

        1. Search and select an existing Customer/Member.
           

Search can be done using a Customer/Member's Name, Contact and Address details. For example the Customer/Member's Phone Number (which is mandatory) can be used to do a search. To edit the Customer/Member's details Navigate through the list of Customer/Members displayed in the grid and select the Edit button.

 

        1. Add a new Customer/Member.
           
          1. Select New to add a new Customer/Member. The Customer/Member's Phone Number is mandatory.
          2. This will open the Order Customer screen.
          3. Enter the Customer/Member's details and select Done.

 

      1. Once a Customer/Member has been selected, the New Order screen is displayed.
      2. If the selected Customer/Member had in the past placed an Order, then the Last Order screen will be displayed, providing the opportunity to recall the previous Order.
      3. The next screen displayed is the Order Information screen, enabling the entering of the Order details.
      4. Select Save to save the details entered and continue.
      5. Select the Save Order POS Key to save the Order for recalling later.
      6. The Orders button on the Toolbar will be highlighted, alerting Clerks/Staff that there are Orders pending.


  1. Non-Member Phone Order Operation

 

This feature has been developed to facilitate the easy creation of non-Member type Customers (casual Customers), with the aim of recording minimal contact information, when taking Phone Orders.


    1. Setup

 

      1. Recommended, create a Classification that will be used to assign to casual Customers created when talking Orders over the Phone. For example, Phone Order Customer. Ensure the Classification has an extended Paid To Date value set. For example, 31/12/2050.
      2. Send a Full Update to the SwiftPOS Touch terminal(s).
      3. At the SwiftPOS Touch terminal in Customers > Add/Edit Member tab - Under the Select the New Phone Order section, select from the available options the fields to be displayed on the Order Customer screen. Note : If no options are selected, then by default the First Name and Mobile No field will be displayed.
      1. Still in the Add/Edit Member tab - select the Phone Order Customer Classification (created above in step 1) in the Primary Classification drop down list.
      2. Save the changes and exit.
         
    1. Operation

 

      1. At the SwiftPOS Touch terminal, select the New Order POS Key.
      2. When the Customer Search screen is displayed, select the New button on the left hand side of the grid.
      3. In the Order Customer screen enter the Customer's First Name, Mobile No and any other details required (see step 1.3 above).
      4. Select the Done and continue taking the Order as per the normal process.
      5. The Member added will be created in the Back Office, and will be available to be selected again in the future for further Phone Orders.

 

  1. Order Customer/Member Alert via SMS Setup and Operation

 

    1. Setup

 

      1. Ensure that the SMS tab in Touch > Tools > Basic Tools > Terminal Settings > Terminal settings is configured appropriately with your SMS Provider's details. For example :
         

 

    1. Operation

 

      1. Create a New Order and add a Customer/Member to the Order.
      2. Save the Order.
      3. Select the Pending Orders button to open the Phone / Web Orders screen.
      4. Select the green SMS square button opposite the required Order for which an SMS Alert is to be sent.
      5. An Enter Customer's Mobile Number prompt will be displayed with the Customer's/Member's mobile phone number displayed as default. This of course can be changed if  required. Select Enter.
      6. If the Prompt for Additional Message option was selected, an Enter Additional Message Text prompt will be displayed to allow for the entry of an Order specific message. Select Done.
      7. A confirmation message of the SMS having been sent will be displayed.

 

  1. Recall an Order


    1. At the SwiftPOS Touch terminal, select the Orders button on the Toolbar, this will display the Phone/Web Orders screen.
    2. Search and select an Order from the outstanding Orders displayed.
    3. The Order will be displayed in the sales grid. See a sample of an Order as it appears in the sales grid here.
    1. The Order can now be either:

      1. Changed by adding/clearing items.
      1. Changed by:

        1. Selecting the Order Info POS Key to display the Order Information screen.
        2. Change the Order by adding/editing Notes, and/or changing Delivery/Pickup date-times.
        3. Select save to save the changes and exit.

      2. Printed, by selecting the Print Receipt POS Key to print a quote of the Order.
      3. Finalised. For more information ...


  1. Recall an Order by Order Number


    1. At the SwiftPOS Touch terminal, type the Order number on the keypad and press the Orders button on the Toolbar, this will display the Phone / Web Order
    2. The Order will be displayed in the sales grid. See a sample of an Order as it appears in the sales grid here.
    3. The Order can now be either:

      1. Changed by adding/clearing items.
      2. Changed by:

        1. Selecting the Order Info POS Key to display the Order Information screen.
        2. Change the Order by adding/editing Notes, and/or changing Delivery/Pickup date-times.
        3. Select save to save the changes and exit.

      3. Printed, by selecting the Print Receipt POS Key to print a quote of the Order.
      4. Finalised. For more information ...


  1. Change the Customer/Member on a Saved Order

 

    1. At the SwiftPOS Touch terminal, select the Orders button on the Toolbar, this will display the Phone/Web Orders screen.
    2. Search and select an Order from the outstanding Orders displayed.
    3. The Order will be displayed in the sales grid. See a sample of an Order as it appears in the sales grid here.
    4. Select the Customer POS Key. The following prompt will be displayed:
       

 

    1. Select Yes to change. The following prompt will be displayed:
       

 

    1. Select Yes to change. The following screen will be displayed with the selected Customer/Member's name as default:
       

 

    1. Change and/or select Done to change the Customer/Member assigned to the Order.
    2. The new Customer/Member's Booking name will now be displayed in the sales grid.

 

  1. Take a Deposit for an Order


    1. At the SwiftPOS Touch terminal, recall an Order.
    2. Once the Order is displayed in the sales grid, tender the amount being deposited by using one of the Finalise buttons.
    3. The amount outstanding will be decremented. For a sales grid sample of a deposit click here.
    4. Select the Save Order POS Key to save the Order for recalling later.
       

Note :

  1. All payments on Orders are treated as deposits, and the Deposit media is used. For a sample of a deposit transaction click here.
  2. Deposit media for Orders will show up on X & Z Reports as a -$XX.XX amount until whole Order has been paid in full and finalised.
  3. An Order can be paid in full but not yet be considered finalised. To do this click here.

 

 

  1. Finalise an Order

 

  1. At the SwiftPOS Touch terminal, Recall an Order.
  2. Once the Order is displayed in the sales grid:

 

    1. For an Order with a Delivery/Pick Up Date/Time IN THE PAST:

 

      1. For an Order that has NOT BEEN PAID:

 

        1. Finalise the Order by selecting a Media (Tender) POS Key (for example, CASH).
        2. The following prompt will be displayed.
           

 

Note : To suppress this prompt from being displayed, ensure the Finalise Remote/Web Orders not delayed without prompt option is selected in the Table Tracking > Orders settings

 

        1. Select one of above responses :
           
          1. Pay and Close - Select to pay and close the Order. This will remove the Order from the Pending Orders.
          2. Pay and Save - Select to pay and save the Order. The Order will be available via Pending Orders and can be recalled at a later date.
          3. Just Pay - Select to pay the current outstanding amount. The Order will remain in the sales grid.
          4. Cancel - Select to return to the sales grid.

 

      1. For an Order that HAS BEEN PAID:

 

        1. Select the Finalise Paid Order POS Key.
        2. The following prompt will be displayed.
           

 

        1. Select Yes to finalise. The Order will be closed and removed from Pending Orders.

 

    1. For an Order with a Delivery/Pick Up Date/Time IN THE FUTURE:
       
      1. For an Order that has NOT BEEN PAID:
         
        1. Finalise the Order by selecting a Media POS Key (for example, CASH).
        2. The following prompt will be displayed.
           

 

Note : To suppress this prompt from being displayed, ensure the Finalise Remote/Web Orders not delayed without prompt option is selected in the Table Tracking > Orders settings

 

        1. Select one of above responses :
           
          1. Pay and Close - Select to pay and close the Order. This will remove the Order from the Pending Orders.
          2. Pay and Save - Select to pay and save the Order. The Order will be available via Pending Orders and can be recalled at a later date.
          3. Just Pay - Select to pay the current outstanding amount. The Order will remain in the sales grid.
          4. Cancel - Select to return to the sales grid.

 

      1. For an Order that HAS BEEN PAID:
         
        1. Select the Finalise Paid Order POS Key.
        2. The following prompt will be displayed.
           

 

        1. Select Yes to finalise. The Order will be closed and removed from Pending Orders.

 


Last Order

 

 

This screen displays the previous Order placed by the selected Customer/Member.

 

  • Recall - Select to re-order the last Order.

 

Note : This screen will only be displayed if a previous Order is found.

 


New Web/Phone Order

 

 

This screen will only be displayed if the Default Order Type setting is set to <<NONE>> selected.

 

  • Pick-Up - Select to indicate the Order will be picked up by the Customer/Member.
  • Delivery - Select to indicate the Order needs to be delivered to the Customer/Member. Note : This button will only be enabled if the Customer/Member has address information recorded.

 


Order Information

 

 

This screen is used to enter the Order notes and select the date/time the Order is to be delivered/picked up.

 

  • Order Number - Once the Order is saved an Order Number will be automatically assigned to the Order.
  • Delivery/Pickup Date-Time - Select at the prompt:
     

 

  1. Select the Time button to display the Time Selection prompt above and select the the delivery/pickup time.
  2. Select the delivery/pickup date from the calendar.

 

  • Order Notes - Enter any notes that maybe relevant to the Order. For example, delivery instructions.
  • Mobile Number - Displays/Enter the Customer's Mobile Number, which can then be used to notify the Customer that their order is ready by selecting the SMS button.
  • Send KVS Alert - Select to ensure a Customer Alert is sent when the order is bumped at the KVS.
  • Save - Select to save the details and continue.
  • Esc - Select to exit without saving.

 


Phone / Web Orders

 

 

This screen is accessed from here.

 

This screen is used to recall/view Phone / Web Orders that are currently outstanding (ie. Orders not yet finalised).

 

Heading

 

  • Search - Enter the full/partial Booking Name, Member's Name/Number/Mobile Phone Number to display their Order(s). Note : The search will search all outstanding Orders for the current time Period selected. To change the Period displayed select one of the Period buttons at the bottom of the screen.

 

Grid

 

Lists all outstanding Orders. Select one of the Orders displayed to open it in the sales grid. NOTE : By default the list of Orders initially displayed when the screen is opened, will be for today.

 

  • Order ID - Select to indicate the Order will be picked up by the Customer/Member.
  • Member/Mobile # - Displays the Customer/Member's Mobile Number if available otherwise the Member Number is displayed.
  • Name & Address - Displays the Customer/Member's Name and Address information.
  • Order Type - Displays either Pickup or Delivery.
  • Delivery/Pickup Date-Time - Displays the Delivery/Pickup date and time or the print time.
  • SMS - Select to send a SMS Text to the Customer. Usually used to notify Customers when their Order is ready. Once selected, you will prompted to confirm/enter the Mobile number of the Customer followed by any additional Text (to the default SMS Message) to be sent. Note : In order for SMS's to be sent, the Touch Terminal SMS settings must be configured in advance and tested.
  • Google - Select to display the directions to the Customer/Member's address in Google Maps. Note : To display directions using Company/Site Address details, ensure the Use Company Address for Delivery Directions option is selected and Address details are recorded against either the Location, Location Group (Venue) and/or SwiftPOS Registration.
  • Remote ID - Displays the Web Order number, otherwise displays a value of -1 when no Order Number is associated with the order.
  • Print - Select to open the Print Orders screen.

 

Keyboard

 

  • Esc - Select to exit without recalling an Order.
  • Done - Select to recall an Order.

 

Period Buttons

 

  • Select the appropriate Period button to display all outstanding Orders for that period. Note : Printed Orders (Indicated by a (P) following the Delivery/Pickup Date-Time) remain in the period determined by their Delivery/Pickup Date-Time, and do NOT show in Today's Orders, as was the case in the past.
  • All - Select to list all outstanding Order.

 


Print Orders

 

 

This screen is accessed from here and is used to the perform the following functions with regards to the printing of Orders:

 

  • Print Delayed Orders - Select to print all delayed Orders NOW and not print them on their selected date/time. The Order will remain listed in the Phone / Web Orders screen.
  • Print & Clear Delayed Orders - Select to print the delayed Orders and puts a (P) against records in the search screen.
  • Print Summary Of Delayed Orders - Select to print out a summary of all delayed Orders that are in the table tracking database
  • Print Summary Of Orders - Select to print out a summary of all Orders that are in the table tracking database
  • Re-print Orders - Select to reprint all Orders individually.
  • Re-print Kitchen Dockets -  Select to reprint the Kitchen Dockets for all the Orders currently displayed in the grid.

 


Sample of Order appearing in the Sales Grid

 

 

Note : When a Delivery Order is displayed in the sales grid, there is the option of selecting the Google Maps POS Key to display the route directions between the Starting address and the Customer/Member's address. For this to work, ensure the Starting address is set against the Google Maps POS Key. If it is not set, then only the location of the Customer/Member's address will be displayed.

 


Sample of the Sales Grid for a Deposit taken for an Order

 

 

This is a screenshot for a deposit taken for an Order as it appears in the sales grid at the SwiftPOS Touch terminal.

 

 


Sample of the transaction for a Deposit taken for an Order

 

 

This is an screenshot of the transaction for a deposit taken for an Order as it appears in the Search Transactions screen in the SwiftPOS Back Office.

 


Sample of Z Report

 

 

This is an example of Z Report after an Order to the value of $40 has been taken.

 


Related Topics

 

  1. POS - Delivery Operation
  2. POS - Deposits for Functions/Tables Operation
  3. POS - Order Printer Settings
  4. POS - Quick Phone Orders
  5. POS - Table Tracking Settings - Order Settings
  6. POS Configuration Index - Sales Configuration
  7. POS Operation
  8. POS Operation Index - Sales Features
  9. Touch Toolbar and Tools
  10. Terminal Settings
  11. Web Applications