Managing Table Orders Using Scan and Order

In this article we will cover how a Table Order placed from a mobile responsive website is managed in Tagrain.

Prerequisites

To be able to use the Scan and Order feature, you need to ensure that the Hospitality for Quick Serve and Fine Dining Plugin is activated. This is required so that you are able to define tables for your cafe.

Note: The plugin Hospitality for Quick Serve and Fine Dining is included in both - Community and Enterprise editions. This means that you will NOT be required to purchase and subscribe to this plugin.

You can activate the plugin from the Plugins screen. Alternatively, you can activate the plugin when upgrading your existing Tagrain account from the admin section. Since the Plugin is already included in your edition, clicking the activate button will activate the plugin without you requiring to go through the subscription management page / process. See: How to activate Hospitality for Quick Serve and Fine Dining plugin?

Once you have decided upon the number of tables you wish to deploy in your Cafe or Restaurant, you will then need to decide the number of tables you like to enable for QR Ordering.

Alert: The number of QR Codes that you generate for your table(s) impacts your Scan and Order Plugin licensing.

The Scan and Order feature is available only when you have first activated the Hospitality for Quick Serve and Fine Dining Plugin. If you attempt to activate the Scan and Order Plugin without first activating the Hospitality for Quick Serve and Fine Dining Plugin you will get an error message pop up screen (as shown in the screenshot below)

Note - The Hospitality for Quick Serve and Fine Dining Plugin is already included in your Community and Enterprise editions.

Introduction

Scan and Order Plugin is a software module that seamlessly integrates with Tagrain and allows customers to use their mobile phones to scan a QR code at their table or seat to place an order. Scanning the QR code opens a mobile responsive website using which the customer can place an order. See: Features of the Scan and Order Plugin.

Scan and Order allows ordering by scanning a QR code placed on the table where you are sitting in the restaurant or café.

The Scan and Order Plugin is license based. This means the amount you pay depends on the number of QR Codes that you generate for your tables.

You may also refer to the: Subscription Management in Tagrain that talks about the different subscription options and scenarios in Tagrain.

For the purpose of this article we have assumed that the customer has placed 2 orders - ST001-SU-01 and ST001-SU-02 from TABLE-01.

Once the order is confirmed, you (cashier) will see a pop up for the new order in the notification section on the Web Register. (As shown in the screenshot below)

This new order notification pop up displays the following information about the new order:

--Store ID

--Table Number

--Time / Date when the order was placed

Alert - At least one POS must be open for the new order notifications to appear on the Notification Pop Up Screen.

A corresponding entry for the new order is recorded under Recent Sales as a Suspended Transaction. (As shown in the screenshot below)

Managing Table Orders from the Recent Sales Screen

All the Table Orders placed using the mobile responsive website will eventually end up on the Recent Sales screen. The Recent Sales screen by default displays a list of recent sale transactions performed at the POS.

There are multiple ways to access the Recent Sales screen

You can Tap on the new order notification pop up and that takes you directly to the Recent Sales screen. This saves you from the hassle of searching through multiple orders under Recent Sales.

Alternatively you can navigate to: Home > Web Register > POS and click on the Recent Sales tile to bring up the Recent Sales screen. In the context of Scan and Order you can use the Show Suspend Only search filter to further narrow down your search to locate the Suspended Transaction.

For the purpose of this article we have assumed that the customer has placed 2 orders - ST001-SU-01 and ST001-SU-02 from TABLE-01. These orders are recorded as Suspended Transactions under Recent Sales.

Table Order - ST001-SU-01

The expanded view of the ST001-SU-01 depicts that the order comprises of the following food items:

Cheese Burger
French Fries

Table Order - ST001-SU-02

The expanded view of the ST001-SU-02 depicts that the order comprises of the following food items:

Veggie Toastie
Fountain Coke

Locate the table order (suspended transaction) on the Recent Sales screen and under the Action column, click on the […] against the transaction to perform one of the following tasks:

- Recall a table order

- Print KOT for the table order

- Bill a table order

Recall a table order

Navigate to Recent Sales and select the suspended transaction that needs to be recalled and tap on the Action [...] button and select Recall.

When you Recall an order, the food items that form a part of that order reflect on the transaction grid on the Web Register. You can use the transaction grid to increase / decrease quantity, customize the food item, delete an existing food item, or add a new food item.

When the order ST001-SU-01 is recalled, the food items - Cheese Burger and French Fries that formed a part of this order appear on the transaction grid.

Similarly, when the order ST001-SU-02 is recalled, the food items - Veggie Toastie and Fountain Coke that formed a part of this order appear on the transaction grid.

This Recall feature proves useful especially if an existing order needs to be revised. For example, the customer may want to increase or decrease the quantity ordered or may want to go in for a Veg Burger instead of a Chicken Burger. You can even customize the Food Item if it has modifiers attached to it.

Print KOT for a table order

Navigate to Recent Sales and select the suspended transaction that needs to be fulfilled. Tap on the Action [...] button and select Print KOT. Print KOT will print the KOT for all the food items in the order.

The Print KOT option is available only when the suspended transaction has some or all the items on it that have not had the KOT printed for.

KOT has to be printed separately for each order placed.

Even if there are multiple orders (ST001-SU-01, and ST001-SU-02) placed from the same table, a KOT is required to be printed for each order separately. What this means is that individual KOTs would be printed for ST001-SU-01, and ST001-SU-02 to be sent to the kitchen for order preparation.

Bill Table

When an order has been fulfilled, the Table has to be billed.

Navigate to Recent Sales and select the suspended transaction that has been fulfilled and now needs to be billed. Tap on the Action [...] button and select Bill Table #.

This takes you to the Web Register, where you can tap on the Pay button to reach the Payment Screen and process the payment for the table order.

In our example we have 2 suspended transactions - ST001-SU-01,and ST001-SU-02, for TABLE-01.

When you tap the Action [...] button and select Bill Table #, these orders ST001-SU-01, and ST001-SU-02 are merged and the food items that formed a part of these orders are consolidated and reflected on the transaction grid on the Web Register.

Click on the Pay button to proceed to the Payment screen.

Select a Payment Mode on the screen from among the payment options available to process the payment. The transaction will automatically print on the printer attached to the Web Register.

A transaction receipt is similar to a KOT receipt but is a bit more detailed and is intended for the customer rather than the kitchen staff. A sample transaction receipt is pasted below for your reference.

The customer has placed 2 orders - ST001-SU-01 and ST001-SU-02 from TABLE-01.

You (cashier) can see these orders in the Notification Pop Up and on the Recent Sales screen.

Similarly, your customers can see these orders on the My Order screen.

Customers can tap on the 3 horizontal lines on the left to open the sub menu pop up screen. Then tap on My Orders. (As shown in the screenshot below)

The screenshot below depicts that 2 orders have been placed from the Balboa Store, TABLE-01 and are displayed as: ST001-SU-01, and ST001-SU-02.

If your customer wants to check his bill total for the orders placed, he can tap on View Bill on the sub menu pop up screen.

Alternatively, your customer can tap on the View Bill hyperlink on the My Order screen.

When the customer taps on View Bill, the application will merge multiple orders placed from the same table to generate a single consolidated bill. (As shown in the screenshot below)

You need to ensure that in your Cafe / Restaurant at least one POS is open to accept online orders.

Table Orders - From the Cafe Owner’s perspective

When a Table Order is placed a notification pop up appears on the Web Register and an entry is recorded under Recent Sales and a Suspended Transaction.

If there is an Order (Suspended Transaction) already existing for a Table, and a new Order (Suspended Transaction) is placed from the same table, both these Orders (Suspended Transactions) would eventually merge when you select the “Bill Table #” option and a single consolidated bill would be generated.

When the Order is fulfilled and the Payment is received, the Suspended Transaction(s) for that table are deleted from the Recent Sales screen and replaced with a new Sale Transaction.

Table Orders - From the Customer’s perspective

When a Table Order is placed a new Order entry is created and recorded under My Orders.

If there is an Order already existing for a Table, and a new Order is placed from the same table, both these Orders would eventually merge when you select the “View Bill” option and a single consolidated bill is displayed on the View Bill screen.

Managing Table Orders Using Scan and Order

Managing Table Orders Using Scan and Order

Prerequisites

Introduction

Managing Table Orders from the Recent Sales Screen

Table Order - ST001-SU-01

Table Order - ST001-SU-02

Recall a table order

Print KOT for a table order

Bill Table

Table Orders - From the Cafe Owner’s perspective

Table Orders - From the Customer’s perspective

Suggested Readings

Related Articles

Managing QR Codes in Scan and Order

Managing QR table orders in Tagrain App for Android

Managing QR Table Orders in the Tagrain App for iPad

Managing Orders Using Scan and Pay

Scan and Order Plugin Features