Placing a table order by scanning a QR Code placed on the table

Placing a table order by scanning a QR Code placed on the table



In this article we are going to place multiple table orders by scanning a QR Code placed on the table.


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. 

The plugin Hospitality for Quick Serve and Fine Dining is included in both the editions - Community and Enterprise. This means that you will NOT be required to purchase the plugin and go through the subscription process. Instead, you can simply activate the plugin from the Plugins screen. Alternatively, you can activate the plugin when upgrading your existing Tagrain account from the admin section. 

Note: The number of tables that you enable for QR Ordering will impact your Scan and Order Plugin licensing. See: Subscription Management
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)



Each Table Order placed by scanning a QR Code is recorded in Tagrain and appears as a Suspended transaction under Recent Sales. To be able to print a Suspended transaction, the switch the Print Suspended Transaction should be set to ON. See: Global Settings


Introduction

Scan and Order Plugin is a software module that seamlessly integrates with Tagrain POS and allows customers to use their mobile phones to scan a QR code kept at their table(s) 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.

Steps to place an order using Scan and Order

Any order placed using the QR Code scan feature in Tagrain goes through the following stages. 

Scan the QR Code 
Select and customise the food items
Review your Cart
Place your Order
Order confirmation
Print KOT 
Bill Table


Example For Illustration

In this article we are going to place multiple orders from the same table and will use this as an reference across the article:

Order 1 will comprise of the following food items:
Cheese Burger
French Fries

Order 2 will comprise of the following food items:
Veggie Toastie
Fountain Coke

We will be using a mobile device powered by Android. However, the steps mentioned here hold true for devices running iOS as well.


The steps to place a table order using the Scan and Order feature are explained below:

Step 1. Scan the QR Code

Scan the QR Code placed on your table using your phone’s camera or any other QR scanning App

Note - The QR Code is unique for every table. This QR Code can be printed on the ordering card and placed on the table.

Scanning the QR Code will launch a mobile responsive landing page on your phone browser displaying the food item tiles. (As shown in the screenshot below)



Alert: The cafe / restaurant owner needs to ensure that at least one POS is open to be able to accept table orders.

Step 2. Select and customise the food items

You can search for a food item using the search bar. Alternatively tap on the desired food item tile to open the food item list. These food items can either be Menu Items or Combo Meals. You can click the Add button corresponding to the food item(s) that you intend to order. 

Note - Combo products are listed first on the landing page followed by the Menu items.
 


Some food items like Menu Items or Combo Meals are customisable. 

If the food item is customisable, you should see the Customise hyperlink below its name. Tap on the Customise hyperlink to bring up the Modifier Selection Popup Screen. This screen allows you to customise your food item. (As shown in the screenshot below)



If the food item is NOT customisable, the Modifier Selection Popup Screen would not come up. Instead the food item gets added to your Cart. You can view this item by clicking on the View Cart button. (As shown in the screenshot below)



Use the + (plus) and - (minus) symbols to increase or decrease the quantity of the food item. The change in quantity will reflect immediately on: 

  1. The food item row 
  2. On the Cart icon, as a bubble 
  3. On the View Cart popup in the footer section

At any time, during the table order placement process, you can: 

Tap on the Cafe / Restaurant Logo to return to the home page

Tap on the Menu icon to open the “Jump to category” popup screen and return to the desired category on the landing page. 


The Modifier Selection Popup Screen displays a brief description of the food item selected along with the Modifiers.  You can choose to add or remove a modifier using this popup screen.  


Once you have made your selection, you can tap the Add button to confirm selection and the Cancel button to cancel selection and return to the main menu. 

Alert:  The Modifier Selection Popup Screen would appear only when the food item (Menu Item or Combo Meal) is customisable. 
Note:  All the modifiers that you define for your Menu Item or the Combo Meal using Tagrain Web would appear on the Modifier Selection Pop Up Screen.

Once you are done customising your food item, you can tap on the Add button on the Modifier Selection Pop Up Screen to add your customised food item to the cart. 

Step 3. Review your Cart

You can review the food items along with their customisations on the My Cart screen, before you confirm the Order. There are multiple ways to reach this screen. 

Tap on the View Cart button that appears in the footer section to open the My Cart screen. Alternatively tap directly on the Cart icon in the top right corner of the home page to open the My Cart screen. 

Tap on the Customise hyperlink to see all the customisations made to that food Item. (As shown in the screenshot below)


You can also see the Tax and Charges applied to your order along with the Special Instructions, if any. 

Step 4. Place Your Order

Tap on the Place Order button on the My Cart screen to place the order. This would open the Customer Registration Popup screen. This screen allows you to capture the customer's name, and customer’s email address. 

This setting pertaining to Customer Data Capture can be configured on the Scan and Order Setting page under General Settings. See: General Settings


The customer registration popup screen would appear each time a QR Code is scanned to place an order irrespective of the fact that the customer is a frequent visitor to the cafe or may have placed an order in the past.  

Specify the Name and Email on the Customer Registration Popup Screen and tap the Submit button. 


You should see a Thank You Pop Up Screen intimating that your order is placed and is being processed. 


Tap on the Back To Home button to return to the Home Page. 

If the cafe / restaurant is closed and you attempt to place an order by scanning the QR Code, you would encounter the popup below:



Step 5. Order Confirmation

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


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





Multiple Ways To Access Recent Sales 

There are multiple ways you can reach the Recent Sales screen. These are:

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 click on the Recent Sales tile on the Web Register to reach the Recent Sales screen and then perform a search using the search filters. See: Web Register.


Similarly, you can see the new order on the My Order screen. Tap on the 3 horizontal lines on the left   to open the sub menu pop up screen. (As shown in the screenshot below)



Then tap on My Orders. (As shown in the screenshot below)




Earlier in this article we mentioned that we are going to place multiple orders from the same table. These orders originating from the same Table i.e. Table-01 can be viewed on the My Orders page of the mobile responsive website. (As shown in the screenshot below)




You can click on the (>) symbol to expand the Order and see the individual food items ordered and the amount break up. (As shown in the screenshot below)



Example For Illustration

Order 1 has been assigned ST001-SU-01 and comprises of the following food items:
  1. Cheese Burger
  2. French Fries


Order 2 has been assigned ST001-SU-02 and comprise of the following food items:
  1. Veggie Toastie
  2. Fountain Coke

Each Table Order placed by scanning the QR Code is recorded in Tagrain and appears as a Suspended transaction under Recent Sales. 



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 the cashier selects the “Bill Table #” option to generate a single consolidated bill. 

If you want to check your bill total for the orders placed, you can tap on the View Bill on the sub menu pop up screen. Alternatively you can tap on the View Bill button on the My Orders screen. 

When you tap 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)


Clicking on View Bill will apply all the promotions (if any) applicable to the total bill. In this case the total bill comprises 2 orders. You can click on the (>) symbol to expand the individual food items to see the promotion applied.


Step 6. Print KOT 

The cashier can print a KOT for the order confirmed. 

A KOT is required to be printed on order confirmation so that the order can be prepared in the kitchen.






To print a KOT, the cashier is required to navigate to the Recent Sales screen and select the Table Order (Suspended transaction) for which the KOT is to be printed. 

Tap on the Action [...] button and select Print KOT. (As shown in the screenshot below)


Note - Print KOT will print the KOT for individual Orders placed from a Table. The Print KOT option is only available when the Table Order (suspended transaction) has some or all the food items on it that have not had the KOT printed for.

Step 8. Complete the Order - Bill Table

Once the order has been fulfilled, the cashier needs to bill the table.

To bill a table, the cashier needs to navigate to the Recent Sales screen. Select the Table Order (Suspended transaction) that has been fulfilled. 

Tap on the [...] under the Action column and select “Bill Table - #” from the drop down. # here denotes the corresponding Table Order. (As shown in the screenshot below) 


When the cashier selects select “Bill Table - #” all the food items ordered in the suspended transactions (ST001-SU-01) and (ST001-SU-02)  merge and collectively  appear on the transaction grid. (As shown in the screenshot above) 


After all the items have been added to the transaction list with appropriate discounts, surcharges, notes, and promotions applied, the cashier needs to 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.



When the Order is fulfilled, and the Payment has been received, the suspended transactions (ST001-SU-01) and (ST001-SU-02) are deleted and a new sale transaction (ST001-TX-01) is created under Recent Sales (As shown in the screenshot below) 


Conclusion

In this article we have covered all the steps from scanning a QR Code to order placement and its fulfilment.  

We placed 2 orders - (ST001-SU-01) and (ST001-SU-02), from the same table, which were recorded in Tagrain as Suspended Transactions and upon fulfilment when the payment was received in full, got converted into a Sale Transaction (ST001-TX-01).

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