Orders - User Guide

Overview

The Orders section is the core of your restaurant management system, where you handle all customer orders from initial booking to final billing. Whether you're managing dine-in guests, deliveries, or takeaway orders, this is where you:

Create and manage orders for all service types
Build receipts (bills) with meals and pricing
Assign tables for dine-in reservations
Track order history and modifications
Print order details for kitchen or customers

Think of Orders as your central hub for managing the entire customer journey from reservation to payment.

Understanding Orders

What is an Order?

An Order represents a customer's request for service at your restaurant. Every order contains:

Customer Information - Name and phone number
Order Type - Dine-in, Delivery, or Take-away
Event Details - Date and time, guest count (for dine-in)
Receipt - The itemized bill with meals and pricing
Table Assignment - Reserved tables (for dine-in only)
Audit History - Complete log of all changes

Order Types

The system supports three types of orders:

1. Dine-in (Feast)

Customers eating at your restaurant
Includes table reservation from your floor plan
Tracks guest count and seat number
Full receipt with meals and pricing

2. Delivery

Food delivered to customer's location
Includes customer contact details
Receipt with meals for kitchen prep
No table assignment needed

3. Take-away

Customers picking up food
Similar to delivery but no delivery address
Receipt for kitchen and customer pickup
No table assignment needed

Order Lifecycle

Create Order → Add Order Details → Build Receipt → Assign Tables (Dine-in) → Serve/Deliver → Complete
     ↓              ↓                    ↓                 ↓
  Customer      Date/Time/          Meals &           Floor Plan
   Info          Guests             Pricing           Selection

Managing Orders

Viewing Your Orders

When you open the Orders section, you see a filterable list showing:

For each order:

Order Number - Unique ID (e.g., #123)
Customer Name - Who placed the order
Order Type Icon - Visual indicator for Delivery/Take-away
Event Date & Time - When the order is scheduled
Guest Count - Number of people (dine-in only)
Seat Number - Table assignment (dine-in only)

Visual indicators:

🚚 Delivery Icon - For delivery orders
🥡 Takeout Icon - For take-away orders
No icon means dine-in order

Date/Time chips:

Blue filled chip - Order is today
Outlined chip - Future order
Gray filled chip - Past order

If you haven't created any orders yet, you'll see: "No Orders yet..."

Filtering Orders

Search by customer:

Use the search box at the top
Type customer name or phone number
Results update automatically

Filter by order type:

Click the Type dropdown
Select one or more types:
- Dine-in
- Delivery
- Take-away
Click outside to apply

Filter by date:

Click the Event on calendar button
Select a date from the calendar
Only orders for that date will show

Clear filters:

Click the X on active filter chips
Or select "All" in the Type filter

No results found:

If filters produce no matches, you'll see: "No Orders found"
Try adjusting your filter criteria

Creating a New Order

Click the + Add button
You'll be taken to the New Order form

The system automatically creates the order with default values, ready for you to customize.

Order Details Tab

This is where you enter the essential information about the customer and order.

Required Fields

Order Type (Radio buttons)

Select: Dine-in, Delivery, or Take-away
This affects which fields appear and whether tables are assigned

Customer Name

Full name of the customer
Required for all order types
Used for order identification and communication

Customer Phone

Contact number
Required for all order types
Important for delivery/takeaway coordination

Event At

Date and time of the order
Cannot be in the past
Click to open date/time picker

Dine-in Specific Fields

When Order Type = Dine-in, additional fields appear:

Total Guests (required for dine-in)

Number of people in the party
Helps with table assignment and service planning
Example: "4", "8", "12"

Seat Number (optional)

Preferred seating area or table number
Can be used for notes like "Window seat", "Patio"
Or left blank if using the Reservation tab for table assignment

Optional Fields

Comment

Multiline text field for any special notes
Examples:
- "Birthday celebration - need candles"
- "Allergies: peanuts, dairy"
- "VIP guest - priority service"
- "Delivery instructions: Ring doorbell twice"

Saving the Order

For new orders:

Fill in all required fields
Click Save
✅ You'll see: "Order created"
The system redirects to the order's detail page
You can now add receipt details and table assignments

For existing orders:

Modify any fields
Click Save
✅ You'll see: "Order updated"
Changes are logged in the Audit tab

Cancel changes:

Click Cancel or use browser back
Unsaved changes will be lost

Validation errors:

Red text appears under invalid fields
Common errors:
- "Can't be blank" - Fill in required fields
- Invalid date format - Use the date picker

Printing Order Details

Once an order is created:

Look for the Print link at the bottom of the form
Click to open a printable version in a new tab
Use browser print function (Ctrl+P or Cmd+P)

Use this to:

Give kitchen staff order details
Provide customers with confirmation
Keep physical records

Receipt Tab

The Receipt is the itemized bill showing what the customer ordered and the total cost. This tab is only available after creating the order.

Understanding the Receipt

A receipt contains:

Menu Template (optional) - Pre-selected meal collection
Meals List - Individual items with quantities and prices
Discount - Percentage off the total (value from 0 to 100, e.g., 10 for 10% off)
Prepayment - Amount already paid (deposit)
Calculated Totals - Subtotal, discount, prepayment, final total

Using Menu Templates

What are Menu Templates?

Pre-configured meal collections from your Menus section
Quick way to add multiple meals at once
Common use: Set menus, banquet packages, catering menus

How to use:

Click Menu Template dropdown
Select a menu (or "None" to clear)
All meals from that menu are added to the receipt automatically
You can still add/remove individual meals afterward

When to use templates:

✅ Banquets with fixed menu
✅ Set lunch/dinner offerings
✅ Catering packages
✅ Holiday special menus

When to skip templates:

❌ À la carte orders
❌ Highly customized orders
❌ Orders mixing items from different menus

Adding Meals Manually

To add a meal:

Click + Add Meals button
Search or browse for the meal
Click the meal to add it to receipt
Repeat for additional meals

Each meal shows:

Meal Name - From your Categories & Meals
Price - Current price from meal definition
Quantity - Defaults to 1.0
Line Total - Price × Quantity
Comment - Special instructions or notes

Adjusting Meal Quantities

To increase quantity:

Find the meal in the receipt
Click the + (Plus) button
Quantity increases by 1
Total updates automatically

To decrease quantity:

Find the meal in the receipt
Click the − (Minus) button
Quantity decreases by 1
If quantity reaches 0, the meal is removed

Decimals for portions:

Quantities can be decimals (e.g., 0.5 for half portion)
Click the meal to manually edit quantity if needed
Useful for split dishes or partial servings

Adding Meal Comments

Special instructions for individual meals:

Click the ⋮ menu button next to a meal
Select Add Comment
Enter instructions (e.g., "No onions", "Extra spicy", "Well done")
Click outside or press Enter to save
Comment appears below the meal name

Common uses:

Dietary restrictions (gluten-free, vegan)
Cooking preferences (rare, medium, well-done)
Modifications (no cheese, extra sauce)
Allergy notes (no nuts)

Removing Meals

Via menu

Click the ⋮ menu button next to the meal
Select Remove
Meal is immediately removed from receipt

Handling Meal Updates

If a meal's price or name changes in your Categories & Meals section after being added to a receipt:

You'll see an update notification:

Yellow/orange warning indicator
Shows old vs. new price or name

To apply the update:

Click the ⋮ menu button next to the meal
Select Update to latest version
Price/name updates to current version
Quantity and comments are preserved

Why this matters:

Prices may change (seasonal adjustments, promotions)
Meal names may be corrected or improved
The system tracks historical data but lets you update

When to update:

✅ For future orders (not yet served)
✅ When price change is minor and acceptable
❌ For completed orders (preserve historical record)
❌ If customer was quoted a specific price

Applying Discounts

To add a discount:

Find the Discount field in the receipt
Enter the discount as a percentage (value from 0 to 100)
- 10% off → enter 10
- 25% off → enter 25
- 5% off → enter 5
Total updates automatically showing discount applied

How it's calculated:

Subtotal (sum of all meals)
Minus discount amount (subtotal × discount / 100)
Equals discounted total

Example:

Subtotal: $100.00
Discount: 10 (10%)
Discount amount: $10.00
New total: $90.00

Recording Prepayments

What is a prepayment?

A deposit or advance payment already received
Common for large orders, catering, or reservations

To record prepayment:

Find the Prepayment field
Enter the amount already paid (e.g., 50.00)
Final balance updates to show amount still due

Calculation:

Subtotal
Minus discount
Minus prepayment
Equals balance due

Example:

Subtotal: $200.00
Discount: 0 (0%)
Prepayment: $50.00
Balance due: $150.00

Viewing Receipt Totals

The receipt automatically calculates:

Subtotal

Sum of all meal line totals (price × quantity)

Discount Amount

Subtotal × discount percentage

After Discount

Subtotal − discount amount

Prepayment

Amount already paid

Balance Due / Final Total

After discount − prepayment

All amounts display in your currency with 2 decimal places.

Saving Receipt Changes

Auto-save behavior:

Some actions auto-save (changing quantities, removing meals)
Other changes require manual save

Manual save:

Make your changes (add meals, adjust discount, etc.)
Click Save at the bottom of the receipt
✅ You'll see: "Order updated"
All changes are logged in Audit tab

If you navigate away without saving:

Unsaved changes may be lost
System will prompt if there are unsaved changes

Reservation Tab (Dine-in Only)

The Reservation tab is only available for Dine-in orders. It allows you to assign specific tables from your floor plan to the order.

When to Use Reservations

Use this tab when:

✅ Customer made a reservation in advance
✅ You need to hold specific tables
✅ Special seating requests (window, patio, private room)
✅ Large parties requiring multiple tables

Skip this tab for:

❌ Walk-in customers (assign on arrival)
❌ Delivery or take-away orders (not applicable)
❌ When using dynamic seating (assign tables in real-time)

Prerequisites

Before using reservations, you must have:

Created Zones in the Zones (Floor Plan) section
Added Tables to those zones

If you haven't set up zones yet, you'll see: "Add zone first"

Selecting a Zone

Open the Reservation tab
Click the Zone dropdown
Select the zone where you want to reserve tables (e.g., "Main Hall", "Patio")
The floor plan for that zone appears below

You can switch zones to reserve tables in different areas.

Assigning Tables

Visual floor plan:

See an interactive layout of the zone
Each table is shown as a labeled rectangle
Selected tables are highlighted (typically blue or outlined)

To select/deselect a table:

Click on a table on the floor plan
Selected tables become highlighted
Click again to deselect
You can select multiple tables for large parties

Table selection tips:

Select adjacent tables for large groups
Consider proximity to kitchen, windows, or other features
Ensure total capacity matches guest count

Saving Table Assignments

Select all needed tables on the floor plan
Click Save at the bottom
✅ You'll see: "Order updated"
Tables are now reserved for this order

Multi-zone reservations:

If you need tables in multiple zones, save each zone separately
Example: Main hall + private room for large event

Viewing Reserved Tables

Once saved, the Reservation tab shows:

Selected zone
Highlighted tables on the floor plan
List of table names assigned to this order

Managing reservations:

To change tables: Select different tables and save
To cancel reservation: Deselect all tables and save
Tables can be reassigned until the order is completed

Audit Tab

The Audit tab provides a complete history of all changes made to the order. This is crucial for accountability, troubleshooting, and understanding the order's evolution.

What's Tracked

The audit log records:

Order data changes:

Customer name, phone number
Order type, event date/time
Guest count, seat number
Comments

Receipt changes:

Meals added or removed
Quantity changes
Price updates
Discount and prepayment adjustments
Menu template changes

Reservation changes:

Tables assigned or unassigned
Zone changes

System information:

Who made the change (employee name)
When it was changed (timestamp)
What specifically changed (old value → new value)

Reading Audit Logs

Each audit entry shows:

Event type:

order_created - Order was first created
order_data_updated - Customer or event details changed
order_menu_updated - Receipt meals or pricing modified
order_reservation_updated - Table assignments changed
order_deleted - Order was deleted (soft delete)

Details section:

Shows exactly what changed
Format: Before: "Old value" → After: "New value"
Examples:
- Customer name: Before: "John" → After: "John Smith"
- Discount: Before: "-" → After: "10.0"

Meal changes:

Added: New meals with quantities
Removed: Deleted meals
Changed: Modified quantities or comments

Table changes:

Shows table IDs and names
Before and after states

Metadata:

User: Employee who made the change
Timestamp: Exact date and time
Action type: Event code

Why Audit Logs Matter

Accountability:

Track who made what changes
Useful for training or reviewing staff actions
Resolve disputes ("Who changed the discount?")

Troubleshooting:

Understand why totals changed
Find when meals were added or removed
Trace reservation modifications

Customer service:

Answer customer questions about changes
Explain billing adjustments
Provide detailed history if needed

Business insights:

Analyze common modifications
Identify training needs
Improve processes based on change patterns

Order Management Actions

Editing an Existing Order

From the orders list:

Click on any order
You're taken to the order detail page
Navigate between tabs: Data, Receipt, Reservation, Audit
Make changes in any tab
Click Save in each tab where you made changes

All changes are tracked in the Audit tab.

Deleting an Order

⚠️ Important: Orders are soft-deleted, meaning they're hidden but not permanently removed from the database. They can potentially be restored by a system administrator.

To delete:

Find the order in the list
Click the ⋮ menu button on the right
Select Delete
Confirm when prompted
✅ You'll see: "Order deleted"
The order disappears from the list

When to delete:

Customer cancellation
Duplicate order created by mistake
Test order no longer needed
Order entered in error

What happens:

Order marked as deleted in database
Removed from regular order lists
Audit log records deletion
Can be recovered by administrator if needed

Printing an Order

From order detail page:

Open the order
Look for Print link at bottom of Data tab
Click to open print view in new tab
Use browser print (Ctrl+P / Cmd+P)

From orders list:

Click the ⋮ menu button next to an order
Select Print
Print view opens in new tab

What's included in print:

Order number and customer details
Event date, time, guests
Full receipt with meals and totals
Discount and prepayment information
Reserved tables (if applicable)

Use cases:

Kitchen copy (what to prepare)
Customer receipt (itemized bill)
Record keeping (physical files)
Delivery instructions

Common Workflows

Walk-in Dine-in Order

Scenario: Customers arrive without reservation, seated immediately.

Click + Add
Select Order Type: Dine-in
Enter customer name and phone
Set Event At to current date/time
Enter Total Guests
Click Save
Go to Receipt tab
Add meals as customer orders
Click Save on receipt
(Optional) Go to Reservation tab to record which table they're at
Serve and collect payment

Pre-booked Reservation with Menu

Scenario: Customer called ahead, chose set menu, wants specific table.

Click + Add
Select Order Type: Dine-in
Enter customer name and phone
Set Event At to reservation date/time (future)
Enter Total Guests
Add any special requests in Comment
Click Save
Go to Receipt tab
Select Menu Template (e.g., "Birthday Package")
Meals auto-populate
Adjust quantities if needed
Click Save
Go to Reservation tab
Select appropriate zone
Click desired tables on floor plan
Click Save
✅ Complete reservation ready!

Delivery Order

Scenario: Customer calls for delivery.

Click + Add
Select Order Type: Delivery
Enter customer name and phone
Set Event At to estimated delivery time
Add delivery address and instructions in Comment
Click Save
Go to Receipt tab
Click + Add Meals
Add all ordered items
Apply any delivery fees or discounts
Click Save
Print order for kitchen and delivery driver

Take-away Order

Scenario: Customer calls to order for pickup.

Click + Add
Select Order Type: Take-away
Enter customer name and phone
Set Event At to pickup time
Click Save
Go to Receipt tab
Add ordered meals
Apply any takeaway discounts
Click Save
Print for kitchen
Have receipt ready when customer picks up

Updating Order After Kitchen Prep Started

Scenario: Customer changes mind, wants to add/remove items.

Find and open the order
Go to Receipt tab
Add new meals with + Add Meals
Remove unwanted meals with − or menu → Remove
Add comment explaining change: "Added per customer request"
Click Save
Check Audit tab to see change record
Notify kitchen of modification
Print updated receipt if needed

Handling Price Changes Mid-Order

Scenario: You updated meal prices, but order was created before the change.

If order not yet served:

Open the order
Go to Receipt tab
Find meals with update notification
Click ⋮ → Update to latest version for each
New prices apply
Click Save

If customer was quoted old price:

Don't update - honor the original quote
Meal keeps historical price
Future orders use new price automatically

Large Party Reservation

Scenario: Party of 12 for anniversary dinner, needs multiple tables.

Create order: Dine-in, guest count 12
Add customer details and event time
Add special requests in comment: "Anniversary - need cake storage"
Click Save
Go to Receipt tab
Add meals (may use set menu template)
Apply any group discount
Click Save
Go to Reservation tab
Select appropriate zone
Click multiple adjacent tables to accommodate 12 guests
Click Save
Print order for kitchen prep
Coordinate with staff for special setup

Tips and Best Practices

Customer Information

Accurate contact details:

Double-check phone numbers (critical for delivery/takeaway)
Ask for spelling of names
Record alternate contact if provided

Comments field usage:

Special occasions (birthdays, anniversaries)
Dietary restrictions and allergies
Seating preferences
Delivery/access instructions
VIP status or regular customer notes

Order Timing

Event date/time accuracy:

✅ Be precise - this affects kitchen prep scheduling
✅ Allow buffer time for preparation
✅ Coordinate with kitchen capacity
❌ Don't schedule too tightly (leaves no margin for delays)

Advance orders:

Create orders days or weeks in advance
Use for catering, large parties, special events
Gives kitchen time to plan and prep

Same-day orders:

Walk-ins and immediate deliveries
Ensure kitchen can handle the volume
Communicate urgency to staff

Receipt Management

Menu templates vs. manual:

Templates save time for common orders
Manual gives flexibility for custom requests
Combination works well: template + modifications

Quantity precision:

Use decimals for portion control (0.5, 1.5)
Whole numbers for standard servings
Consistency helps with inventory

Comment usage on meals:

Keep comments concise and clear
Use kitchen-friendly language
Standardize common modifications (e.g., "No onions" not "Customer doesn't like onions")

Discount guidelines:

Document discount reason in order comment
Follow establishment discount policies
Be consistent across similar orders

Prepayment tracking:

Always record deposits immediately
Note payment method in comment
Helps with financial reconciliation

Table Reservations

Capacity planning:

Match guest count to table capacity
Don't over-assign (guests need space)
Consider table shapes and configurations

Buffer zones:

Leave time between large party reservations
Allow for table turnover and cleaning
Don't double-book tables without sufficient gap

Flexibility:

Have backup table options
Be prepared to adjust for walk-ins
Communicate with front-of-house staff

Using Audit Logs

Regular review:

Check audit logs for training opportunities
Identify common mistakes or patterns
Ensure changes are authorized

Dispute resolution:

Reference audit logs for billing questions
Show customers exact change history
Verify who authorized changes

Validation and Error Messages

Common Validation Errors

"Can't be blank"

Appears on: Customer Name, Customer Phone, Event At
Solution: Fill in all required fields

Invalid phone format

System expects valid phone number
Solution: Enter complete phone number with area code

Event date in the past

Can't create orders for past dates
Solution: Select current or future date/time

Meal quantity must be greater than 0

Can't have zero or negative quantities
Solution: Remove meal instead of setting to 0

Invalid discount value

Discount must be a number between 0 and 100 (percentage)
Solution: Enter as percentage (10% = 10, 25% = 25, not 0.10 or 0.25)

Receipt Errors

"Menu template not found"

Selected menu was deleted or is unavailable
Solution: Select a different menu or use manual meal entry

"Meal version not found"

Meal was deleted from Categories
Solution: Remove the meal and add a current alternative

Price calculation mismatch

Can occur if meals updated during editing
Solution: Save and reload the receipt

Integration with Other Sections

Relationship with Categories & Meals

How they connect:

Receipts pull meals from your Categories & Meals
Prices come from current meal definitions
Meal updates can be applied to existing orders

Best practice:

Keep meal catalog up-to-date
Use meal versioning for price history
Clean up unused meals regularly

Relationship with Menus

How they connect:

Menu templates pre-populate receipt meals
Menus group related meals for quick ordering
Changes to menus don't affect existing orders

Best practice:

Create menus for common order types
Update menus seasonally
Archive old menus rather than delete

Relationship with Zones (Floor Plan)

How they connect:

Reservations assign tables from zones
Table availability shown on floor plan
Multiple orders can reference same zone

Best practice:

Keep floor plan current with physical layout
Name tables clearly for staff recognition
Update zone dimensions if layout changes

Employee Permissions

Who can manage orders:

Depends on user permissions set by administrator
Typically: Hosts, servers, managers
Audit logs track all user actions

Permission levels:

Create orders (hosts, servers)
Edit receipts (servers, managers)
Apply discounts (may be manager-only)
Delete orders (typically manager-only)

Reporting and Analytics

While detailed reporting may be in other sections, orders provide data for:

Financial tracking:

Daily sales totals
Discount amounts
Prepayment tracking
Payment collection status

Operational metrics:

Orders by type (dine-in vs. delivery vs. takeaway)
Peak times and dates
Table utilization
Average order value

Customer insights:

Repeat customers (by phone number)
Popular meals
Average party size
Common special requests

Troubleshooting

"No Orders yet" shown but I created orders

Possible causes:

Active filters hiding all orders
Date filter set to wrong date
Type filter excluding your orders

Solution:

Clear all filters (click X on chips)
Check search field is empty
Verify date filter settings

Can't save order - Save button does nothing

Possible causes:

Validation errors on required fields
Network connection issue
Browser issue

Solution:

Check for red error text under fields
Ensure internet connection is active
Try refreshing the page
Check browser console for errors

Receipt meals showing update warnings

Cause:

Meal price or name changed in Categories after being added to order

Solution:

For unserved orders: Update to latest version
For completed orders: Leave as-is (historical record)
Click ⋮ → "Update to latest version" if updating

Table not showing in Reservation

Possible causes:

Table in different zone than currently selected
Table was deleted
Floor plan not loaded

Solution:

Check if correct zone is selected
Verify table still exists in Zones section
Refresh the page
Create table if it was deleted

Discount not calculating correctly

Common mistake:

Entering decimal instead of percentage
10% should be entered as 10, not 0.10

Solution:

Use percentage format: 5% = 5, 20% = 20, 10% = 10
Check subtotal is correct first
Verify no other discounts applied
Value should be between 0 and 100

Print view not working

Possible causes:

Pop-up blocker preventing new window
Browser print settings
Order hasn't been saved

Solution:

Allow pop-ups for your restaurant site
Check browser print preferences
Ensure order is saved first
Try different browser if issue persists

Frequently Asked Questions

Q: Can I edit an order after it's been served?
A: Yes, but use caution. All changes are logged in the Audit tab. If payment was collected, coordinate with accounting.

Q: What happens if I delete an order?
A: The order is soft-deleted (hidden, not permanently removed). An administrator can potentially restore it if needed.

Q: Can I create an order for yesterday?
A: No, the system prevents creating orders with past event dates. For historical records, contact your system administrator.

Q: How do I handle split bills?
A: Create separate orders for each payer, or use the receipt comment to note split amounts. The system doesn't automatically split receipts.

Q: Can multiple employees edit the same order simultaneously?
A: The system allows it, but changes from the last person to save will be kept. Coordinate with team to avoid conflicts.

Q: Why can't I see the Reservation tab?
A: Reservation tab only appears for Dine-in orders. Delivery and Take-away don't have table assignments.

Q: How do I record payment?
A: Use the Prepayment field for deposits. Full payment tracking may be in a separate POS or accounting system.

Q: Can I copy an order to create a similar one?
A: Not directly, but you can open an existing order, note the details, and manually create a new order with the same information.

Q: What if a customer wants to change from delivery to dine-in?
A: Edit the order, change Order Type to Dine-in, add guest count, and go to Reservation tab to assign tables.

Q: How far in advance can I create orders?
A: No system limit, but practical limits depend on your business (weeks or months for catering, hours for walk-ins).

Q: Do meal prices update automatically in old orders?
A: No, existing orders keep historical prices. You can manually update to current version if needed.

Q: Can customers create their own orders?
A: This depends on your setup. The Orders section described here is for staff use. Customer-facing ordering may be a separate module.

Need Help?

If you encounter issues or have questions:

Review this guide's Troubleshooting section
Check with your manager or system administrator
Verify you have appropriate permissions
Ensure your internet connection is stable
Try refreshing the page or logging out and back in

Before creating a new order:

✅ Ensure Categories & Meals are set up
✅ Create Menus if using templates
✅ Set up Zones and Tables for dine-in reservations
✅ Verify employee permissions
✅ Understand order types and workflows

Last updated: November 2025