Call Number & Scanning

(For Cashiers / Servers / Kitchen Staff)

1 Introduction

This guide covers order calling and scanning functions in the POS system, including pickup number configuration, display screen setup, item scanning, pickup confirmation, and payment binding to improve kitchen efficiency and customer experience.

2 Pickup Number Configuration (Basic Settings)

2.1 Pickup Number Generation Rules

2.1.1 Core Parameter Settings

1. Configuration Access: Admins log in to the BO end interface and navigate to【Ordering Settings】→ 【Pickup Number Generation Rules】
2. Basic Rule Selection:

• Dine-in:

  • Options include “Generate Separate Order Number” (default format A0001), “Generate Unified Order Number,” or “Table Number” (using the table name directly).

• In-house Pickup (including App/Website/Phone orders):

  • Options include “Generate Separate,” “Generate Unified,” or “Last 4 Digits of Customer’s Phone Number.”

• Third-party Pickup:

  • Options include “Third-party Channel + Third-party Order Number” (e.g., meituan#1) or “Last 4 Digits of Customer’s Phone Number.”

1. Custom Configuration:

• Prefix Setting: Set a prefix based on the order source (POS/online ordering/phone orders, etc.) and dining type (use only one uppercase letter, e.g., “P” for POS channel).
• Digit Range Setting: Enter the starting value (default is 1) and the maximum value (supports up to 5 digits, e.g., 999). The system automatically pads with zeros for insufficient digits (e.g., starting value 1 displays as 001).
• Random Generation: When checked, order numbers are generated randomly within the range (no repetition within 3 hours) and can skip custom numbers (separated by commas).
• Shared Number Pool: Multiple rules can share a digit range; enable this by checking【Shared Number Pool】

2.1.2 Order Number Generation Timing

• Online Pre-paid Orders: An order number is automatically generated after POS acceptance and synced to the app/website order completion page.
• Online Post-paid Orders/POS Fast Food Orders/KIOSK Orders: Order numbers are generated at the time of order placement.
• Dine-in Orders/Phone Orders: Order numbers are generated when items are ordered.
• Third-party Orders: Use the third-party-provided order number if available; otherwise, generate and return one based on rules.

3 Call Order (Customer Notification)

3.1 Call Screen Setup and Connection

3.1.1 Call Screen Connection

• Automatic Connection: Call screens automatically search for POS servers on the local network when powered on and connect directly when found.
• Manual Connection: If the server is not found, tap “Manual Select Server” on the screen and enter the server IP address.
• Connection Feedback: Upon successful connection, the preparation and call areas are displayed. Failure prompts “Server unavailable.”

3.1.2 Call Screen Parameter Configuration

1. Configuration Access: Via POS【Settings】→【Call Order】(or configured on the BO end and distributed).
2. Core Settings:

• Basic Information: Set the call screen name and language (supports multiple languages).
• Voice Settings: Customize voice templates, set the number of announcements (0 for display only) and interval (1-10 seconds).

• Display Settings: Upload advertising images/videos (supports jpg/png/gif, resolution 1200x1080), set background transparency (default 20%), and adjust the grid size, font size, and colour of the preparation and call areas.
• Order Number Display: Choose to show the full number or only the last N digits (e.g., last 3 digits only).

3.2 Call Order Trigger Methods

3.2.1 Automatic Order Calling

• Scanning for Order Completion: When the kitchen completes an order scan, the system marks the order as “Completed” and triggers the order call (voice + screen display).
• KDS Trigger: Completing an order on the KDS or pressing the【Call Order】directly initiates an order call.
• Order Fulfillment Trigger: Changing order status to “Completed” automatically triggers the order call.

3.2.2 Manual Order Calling

• Access: POS【Order Hub/Orders】locate the target order.
• Operations:
  • Incomplete Orders: Click【Complete and Call Order】, confirm item completion, then mark the order as complete and initiate the call.
  • Completed Orders: Click【Call Again】to trigger a voice announcement without changing the order status.

3.2.3 Call Queue Rules

• The call queue processes orders in FIFO (first-in, first-out) order; repeated calls do not re-enter the queue.
• Voice announcements cannot be interrupted; new calls must wait for the current one to finish.
• Local server restarts do not restore historical call queues.

4 Scanning (Core Operations)

4.1 Scanning for Item Preparation (Kitchen Completion Mark)

4.1.1 Preparation Code Generation and Printing

• Code Generation Rules: The system generates a preparation code for each item

• Printing Scenarios: Preparation codes are automatically printed on production slips and label stickers, supporting one item per order or one portion formats.

4.1.2 Scanning for Item Preparation Operation

• Operating Conditions: POS must be active (excluding lock screen), and any interface allows scanning.
• Operation Steps:
  • Use a scanner to scan the preparation code on the production slip; the system first validates the HCM prefix.
  • One Item Per Order (F=1): Directly marks the item as “Completed” (completed quantity = production quantity).
  • One Portion Per Order (F=2): If completed quantity < production quantity, automatically increments by 1; otherwise, ignored.
  • Whole Order Completion Check: After scanning, the system checks all valid items (excluding cancelled/no-make items). Once all items are completed, they automatically mark the order “Completed” and trigger the order call.

4.1.3 Scanning Feedback

• Success: Displays a pop-up indicating “Scan Completion - Order Number + Item Name + Completed Quantity / Total Quantity,” extra notice for whole order completion “Order Completed.”
• Duplicate Scan: Prompts “Duplicate Scan, Item Already Completed” or “Duplicate Scan, Order Already Completed.”
• Invalid Code: Prompts “Invalid Preparation Code” (order line not found or invalid order status).

4.2 Scanning for Order Calling/Pickup (Customer Notification)

4.2.1 Scanning for Order Calling

• Supported Code Types: Order barcode/QR code (format HD+16-digit order number), App/Website Pickup Code (QCM + order number), Jindong Delivery Pickup Code (beginning with jd).
• Steps:
  • Scan the customer-provided pickup or order code.
  • The system automatically locates the order; incomplete orders are marked “Completed” and trigger an order call, completed orders only trigger a repeat call.
  • Delivery orders are only marked “Production Completed,” no call triggered.

4.2.2 Scanning for Order Pickup

• Steps:
  • After scanning the pickup code, the system checks the order status:
    • Incomplete: Marks “Completed + Picked Up,” records the pickup time.
    • Completed: Only marks “Picked Up.”
    • Aggregated Delivery Orders: If not dispatched, automatically trigger a dispatch.
  • Feedback Prompts: Success prompts “Order Picked Up,” duplicate scan prompts “Duplicate Scan, Order Already Picked Up.”
  • Order Status Changes:
    • Self-pickup Orders: Marks “Fulfilment Completed,” order center shows “Completed.”
    • Delivery Orders: Marks “Courier Picked Up,” delivery status updates to “In Delivery.”

4.3 Scanning for Payment/Member Binding

4.3.1 Scanning for Payment

• Enable Feature: Admin enters POS【Settings】and enables【Fast Scan Payment】parameter.

• Steps:

  • Customer presents WeChat/Alipay payment code, scans it with the scanner.
  • The system automatically recognizes 16+ digit numeric payment codes and displays a payment process pop-up (30-second countdown).
  • Upon payment completion, fast food mode moves directly to a new order; full-service mode returns to table view.

• Exception Handling:

  • Scan Payment Disabled: Prompts “Fast Scan Payment Not Enabled.”
  • No Suitable Payment Method: Prompts “Scan Payment Not Enabled.”
  • Items Not Ordered: Prompts to confirm order placement or select specifications before proceeding.

4.3.2 Scanning for Member Binding

• Steps:
  • Customer presents member code (22-digit numeric beginning with 666), scan with scanner.
  • System auto opens member payment window, fills in member code, queries member info (balance/points).
  • Select【Member Payment】, enter the amount to complete payment, and bill records member card number.

4.4 Other Scanning Scenarios

4.4.1 Scanning for Order Location

• Scan order code (16-digit beginning HD), system auto-locates order:
  • Ordering Page: Prompts to open the order, orders not paid can be loaded, paid orders redirect to the order center.
  • Table Page: Directly opens the order.
  • Order Hub/Orders: Auto-fills search box and locates order.

4.4.2 Scanning Price Tags for Cart

1. Code Generation Rules: Product price tag barcode is 13 digits, includes fixed value, product PLU, weight/portions, price (configures encoding rules on the BO end).
2. Operation: After scanning the price tag code, the system auto-recognizes product info, adds to cart by weight or portions (weighed items auto-read electronic scale weight).

5 FAQs

1. Issue: Call Screen Connection Failure:

   • Check if the call screen and POS server are on the same local network
   • Manually enter the server IP to reconnect
   • Restart the call screen and POS server

2. Issue: Scan for Item Preparation Unresponsive:

   • Check if the preparation code prefix is HCM and exclude invalid codes
   • Confirm order status is “Send.” Invalid states are not processed
   • Restart the scanner and check the connection

3. Issue: Duplicate Order Number:

   • Disable random generation, confirm no overlap in digit range
   • In random mode, ensure no duplication within 3 hours, adjust digit range

4. Issue: Scan Payment Failure:

   • Confirm the “Scan Payment” parameter is enabled and the payment method is compatible
   • Verify the payment code is valid (not expired/used)
   • When items are not ordered, confirm before payment

5. Issue: No Voice for Order Calling:

   • Check voice announcement settings (non-zero times);
   • Ensure custom voice file is uploaded and complete;
   • Verify device volume is enabled.

6 Need Help

• For unmentioned exceptions during operations, click【Settings → Help Center】to view video tutorials or contact the store administrator.