Checkout on POS

(for Cashiers / Servers)

1 Introduction

This guide covers the complete checkout process in the POS system, including standard payments, promotion redemption, refund handling, and special scenarios-everything you need for efficient payment processing.

2 Pre-Checkout Preparation: Order Verification and Discount Redemption

2.1 Order Verification

2.2 Promotion Redemption

2.2.1 Member Benefits

2.2.2 Coupon Redemption

• Redemption Concept:
  • Pre-Redemption: Validate coupons before adding items for checkout.
  • Post-Redemption: Add items first, then validate coupons.

3 Standard Payment Methods(Cash/Card/Scan)

3.1 Cash Payment

• Step 1: Click the【Cash】button on the payment page

• Step 2: Enter the customer’s payment amount:

  • The system automatically calculates change (e.g., “Total $73, Paid $100, Change $27”).
  • Tip as Change: If selected, change is automatically converted to a tip (e.g., “Change $5 as a tip”).
  • Quick Amount Buttons: Offers three common denominations (e.g., “Total $73, quick buttons for $80, $100, $150”), click to auto-fill.

• Step 3: Click【Collect】and the system automatically opens the cash drawer (linked to staff/POS-bound cash drawer) and prints the receipt (customer copy + store copy).

3.2 Card Payment (Includes Credit/Debit Cards)

• Step 1: Click the【Card】button to pop up the card swipe window

• Step 2: Card Operations:

  • Chip Card: Insert into the card reader.
  • Magstripe Card: Swipe through the card slot.
  • NFC: Hold the customer’s phone near the reader.

• Step 3: Handling Fees (CC Fee):

  • Automatic Calculation: If fees are enabled (e.g., “1.6%”), the system calculates automatically (e.g., “Total $73, fee $1.17, total $74.17”).
  • Manual Adjustment: Supports manual fee adjustments (requires authorization).

• Step 4: Payment Results:

  • Success: Displays a toast notification “Payment Successful,” and generates a payment record.
  • Failure: Displays a specific reason (e.g., “Insufficient Funds”), and supports reswiping.

3.3 Scan-to-Pay

3.3.1 Merchant-Scanned (Cashier Scans Customer Code)

3.3.2 Customer-Scanned (Customer Scans POS Code)

4 Special Checkout Scenarios

4.1 Deposit Collection and Refund (Table/ Buffet)

4.1.1 Table Deposit

• Deposit Collection:

  • Access: Order page【More】→【Table Deposit】
  • Information Entry:
    • Deposit Amount and Customer Phone Number (Required)
    • Customer Name and Remarks (optional)
  • Select payment method (cash/scan code/card); upon successful payment, print deposit receipt (includes table number, amount, payment method).

• Refund Deposit:

  • Access: Order details page tap【Refund Deposit】or scan deposit receipt QR code
  • Verification Method: SMS verification (sent to the customer’s phone) or redemption code (barcode on the deposit receipt).
  • Refund Method: Refund through the original payment method (e.g., “Google Pay deposit, refund to Google wallet”), supports partial refunds (≤ remaining deposit amount).

4.1.2 Buffet Deposit

• Collection Rules: Automatically calculated when opening a table (based on the number of people/fixed amount)

• Refund Conditions: After the meal, ensure no waste, click【Refund Deposit】to return via the original method; if there is waste, a portion of the deposit can be deducted (requires authorization, with reason provided).

4.2 Foreign Currency Payment

• Prerequisite: BO end has configured foreign currency exchange rates (e.g., “1 USD = 7 RMB”).
• Operation Steps:
  • Click【Foreign Currency Payment】and select the currency (e.g., “USD”).
  • The system automatically converts the amount (e.g., “Total $73 RMB → $10.43 USD”).
  • Enter the foreign currency amount paid by the customer, and calculate foreign currency change (e.g., “Paid $11, Change $0.57”).

4.3 Card Pre-Authorization

• Pre-Authorization Activation: BO end enables “Pre-Authorization Mode” and sets the minimum authorization amount (e.g., “$10”).

• Pre-Meal Authorization:

  • Order page【More】→【Pre-Authorizing a card】
  • Enter the authorization amount (≥ minimum amount, including estimated tip + fees), complete card swipe authorization, and generate an authorization record (displays “Pre-Authorization ****1234, Amount $100”).

• Post-Meal Authorization Confirmation:

  • Main menu【More】→【Modify Tip】
  • Enter the customer’s confirmed tip amount (e.g., “$15”), and the system calculates the total amount (authorization amount + tip + fees). click【Confirm Authorization】to complete the charge.

4.4 Mixed Payments

• Various payment methods can be combined for payment.

5 Refund Processing (Full/Partial/Unsettle)

5.1 Full Refund (Unsettled Order)

• Access the order details page and click the【Refund】

• Select the refund method (preferably the original route):

  • Cash Payment: Directly return cash, open the cash drawer, and record the amount.
  • Card/Scan: The system automatically initiates an original route refund (e.g., “Google Pay $73, refund to Google wallet”).
  • Member Balance/Points: Return to the original account (e.g., “Points deduction $10, return 100 points”).

• Fill in the refund reason (e.g., “Customer Cancelled Order”) and click【Confirm】to generate a refund record.

5.2 Partial Refund (Partial Dish/Amount)

• Access the order details page, select the items to be refunded (or enter a partial refund amount).
• The system automatically calculates the refundable amount (≤ actual paid amount for the item).
• Select the refund method, fill in the reason, and confirm to complete the refund (e.g., “Refund 1 Braised Pork, Amount $38, original route return via WeChat”).

5.3 Unsettlement (Settled Orders)

• Access: Order Center → find settled order → click【Unsettle】(requires authorization).
• Verification Steps: Enter employee password or swipe employee card, confirm the reason for unsettling.
• Operation Restrictions:
  • After unsettling, the order status is reverted to “Unsettled,” allowing order modification, refunds, or repaying.
  • Cross-business-day order unsetting requires manager approval (set in some stores).

6 Exception Handling

6.1 Payment/Refund Exception

• Check Status: Click【Under Payment/Refund】record, select【Query Status】 and the system automatically calls the interface to get the latest result.

• Manual Entry: If the customer confirms payment, but the system has not synced (e.g., network delay):

  • Click【Customer Has Paid】, and after a secondary confirmation, manually record the payment (requires “Temporary Manual Checkout for Scan Payment” authority)

• Cancel Payment: If the payment fails (e.g., “Invalid Card”), click【Cancel Payment】, delete the pending payment record, and re-select the payment method.

6.2 Refund Failure

• Troubleshoot: Check if the payment method supports refunds (e.g., “Octopus does not support refunds”) and if the network is normal.
• Solutions:
  • Original Route Refund Failure: Switch to cash refund (requires authorization, record “Different Route Refund” reason).
  • Multiple Failures: Contact the store manager to manually process the refund through the backend.

6.3 Balance Adjustment

• Solutions:
  • Click【Settlement Adjustment】, manually enter the adjustment amount (requires authorization).
  • Fill in the adjustment reason (e.g., “Discount Calculation Deviation”), and confirm to complete the settlement.

6.4 Reports and Reconciliation

6.5 Shift/Day-End Reports

• Shift Report: Generated when an employee clocks out, summarizing shift collections:

  • Classified by payment method (cash/card/scan, etc.).
  • Includes discount amount, refund amount, and tip amount (if any).

• Day-End Report: Generated at the end of daily operations:

  • Summarizes the entire day’s collections, discounts, and refunds.
  • Supports filtering by store and payment method, and exporting to Excel (requires authorization).

6.6 Reconciliation Key Points

• Cash: Verify cash drawer amount against the shift report “Cash Collection” amount for consistency.
• Non-Cash: Compare card/scan payment records against third-party statements (e.g., “WeChat Merchant Platform”) for consistency.
• Discrepancies: If discrepancies are found, view “Payment Logs” (records detailed payment/refund information), locate the issue, and adjust.

7 FAQs

1. Issue: No Response to Scan Payment?

• Solution:
  • Check if the scanner is powered on and if the network is normal.
  • Confirm that the customer’s payment code has not expired (WeChat/Alipay codes are valid for 1 minute).

1. Issue: Unable to Initiate Pre-Authorization?

• Solution:
  • Ensure BO end has enabled【Pre-Authorization Mode】
  • Confirm the card supports pre-authorization (e.g., some debit cards do not)

8 Need Help?

• For further inquiries, click on【Settings】→【Help Center】in the system to view video tutorials
• Contact the store manager for permission issues or exceptions