Back Office Charges in Restaurant Solution

November 18, 2024

Description

How to configure charges in the Back Office of Restaurant Solution and assign a charge to an order mode

What's in this article?

Charges allow you to add non-sales revenue items to an order, such as a delivery charge, membership fee, bottle deposit, or other miscellaneous fees. You can manually add charges to a guest check, or you can assign a charge to an order mode, such as takeout or delivery, which will cause the system to automatically add the charge every time you select the order mode.

A Charges button appears on the payment screen to enable you to manually add a charge to a guest check. Once added, you can change the quantity of the charge. For example, iIf you require a bottle deposit on growlers and a customer orders three, you can add the bottle deposit charge and increase the quantity to 3.

Charges appear as a line item on the guest check. The Back Office reports display charges on the Store Summary report as a separate line item and outside of the net sales calculation.

Regarding charges:

Upon adding a charge to a ticket, the system considers the charge finalized. If you remove a charge, the system considers the action a void. If the removed charge was percentage based, the voided amount reflects the charge at the time of the void.
When multiple charges appear on a guest check, the system ignores the other charges when calculating a percentage-based charge.
You can apply an item level discount to a charge, but you cannot apply a ticket level discount to a charge.
You can identify a charge as ‘House Account,’ which allows the charge to be used for house account payments in the Point of Sale app.
To create a charge in Back Office or apply a charge in the Point of Sale app, assign features to the appropriate user role:
- Charges controls which users can access the Charges page in the Back Office
- Add Charge to a Ticket controls which users can manually add a charge to a guest check. Review your user roles to ensure the appropriate access levels are assigned.

View active charges

A checkmark underneath the active column indicates if the charge is active or not active.

charges in back office main screen

Managing charges

Once you configure your charges, you can assign a charge to an order mode so the charge applies automatically when the order mode is applied. For multi-site operations, you configure charges at the company level. You cannot create or edit charges at the store level.

Add a charge

Charges may be set as: a defined flat amount, a prompt for price, or as a percentage of the ticket subtotal. All charges must be assigned a tax category.

In Back Office, select Settings > Charges in the upper left corner of the screen.
Click Add a Charge.
Enter a Charge Name.
(Optional) Enter a Description for the charge.
Select the Active checkbox to make this charge available in the Point of Sale app.
(Optional) Type an External ID number for the charge. If you leave External ID blank, the system automatically assigns an External ID to the charge after you save the record.
(Optional) Select whether the charge is related to a House Account. This option will only display if a house account has been set up for your Restaurant. Creating a House Account will automatically create the House Acct Payment charge type, which you would use when accepting payments toward the house account tab.
Select whether the charge applies to a specific items or to the whole ticket.
If the charge applies to a particular item, select the tag for the items from the dropdown list.
Select the Charge by option:
Charge a specific amount
1. Select Charge by: Amount.
2. Do one of the following:
  Enter a Charge Price, which is the amount charge. For example, enter 5.00 to charge $5.
  (Optional) To prompt for a charge price, select the Prompt for Price at POS checkbox. When entering this charge on the Point of Sale app, a dialog box will open for the user to a charge amount.
Charge a percentage of total ticket
1. Select Charge by: Percent.
2. Enter the Charge Percentage to use.
3. (Optional) Enter the Minimum Price for the charge.
  Example: You enter the minimum price as $2.00 and the charge percentage as 10%. If a guest check subtotal is $5.00, rather than the charge being .50, it will be $2.00, which is the minimum amount.
4. (Optional) Enter the Maximum Price for the charge.
  Example: You enter the maximum price as $10.00 and the charge percentage as 10%. If a guest check subtotal is $500.00, rather than the charge being $50.00, it will be $10.00, which is the maximum amount.
5. (Optional) Enter the Round to Closest amount for which to round the charge amount.
  Example: The rounded amount is .10. If the charge amount is $1.07, the system will round the charge to the nearest .10. In this example, the charge will be $1.10.
6. (Optional) Select Calculate % including tax checkbox. This will calculate the percentage based on the ticket subtotal after any discounts, including the taxes.
Click Save Changes. If enabled, the new charge will be available on the Point of Sale app when data synchronizes.

Assign a charge to an order mode

After creating a charge, you can assign a charge to an order mode. When you do so, the Point of Sale app automatically assigns the charge to the guest check when the order mode is selected.