How to Process a Customer Order

Learn how to take and process customer orders through the POS system.

🎯 What You'll Learn

• Open a new order
• Add items to the order
• Apply discounts
• Process payment
• Print receipt

📋 Prerequisites

• Access to POS system (GUI Menu)
• Logged in as Cashier or higher
• Products configured in system
• Payment methods enabled

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Step-by-Step Instructions

Step 1: Open New Order

1. Navigate to Restaurant → GUI Menu
2. Your screen shows available tables/orders
3. Click + New Order button (top-right)
4. Select order type:
   • Dine-In: For table service
   • Takeaway: For pickup orders
   • Delivery: For home delivery

Step 2: Select Customer (Optional)

For Dine-In:

• Select table number from table map
• Or enter table number manually
• Table status changes to "Occupied"

For Takeaway/Delivery:

1. Click Select Customer
2. Search existing customer or click + New Customer
3. Enter customer details:
   • Name
   • Phone number (required)
   • Address (for delivery)
4. Click Save

For Walk-in:

• Skip customer selection
• Continue to add items

Step 3: Add Items to Order

Method 1: Category Navigation

1. Left panel shows product categories
2. Click a category (e.g., "Main Dishes")
3. Products display in the center
4. Click product to add to order

Method 2: Search

1. Use search bar at top
2. Type product name
3. Click from search results

Method 3: Quick Keys

• Use keyboard shortcuts if configured
• Press F1-F12 for favorite items

Adjusting Quantity:

• Click item in order panel (right side)
• Click + to increase quantity
• Click - to decrease quantity
• Or type quantity directly

Step 4: Customize Items

Add Special Instructions:

1. Click item in order panel
2. Click Note button
3. Type instructions (e.g., "No onions", "Extra spicy")
4. Click Save

Modify Item:

1. Click item
2. Select modifiers if available:
   • Size (Small/Medium/Large)
   • Add-ons
   • Cooking preference
3. Price adjusts automatically

Step 5: Apply Discounts (If Authorized)

Discount Options:

Item Discount:

1. Select item in order panel
2. Click Discount button
3. Choose discount type:
   • Percentage (e.g., 10%)
   • Fixed amount (e.g., ฿50)
4. Enter discount value
5. Add reason if required
6. Click Apply

Order-Level Discount:

1. Click Discount button (bottom)
2. Select discount type
3. Enter amount/percentage
4. Add authorization code if needed
5. Click Apply

Promotion/Coupon:

1. Click Promo Code
2. Enter promotion code
3. Click Apply
4. System validates and applies discount

Step 6: Review Order

Order Panel Shows:

Item                 Qty    Price    Total
------------------------------------------
Pad Thai             2      ฿120     ฿240
  Note: Extra spicy
Fried Rice           1      ฿100     ฿100
Green Curry          1      ฿180     ฿180
Thai Tea             2      ฿40      ฿80
------------------------------------------
Subtotal:                            ฿600
Discount (10%):                      -฿60
Service Charge (10%):                ฿54
------------------------------------------
Total:                               ฿594

Verify:

• ✅ All items correct
• ✅ Quantities accurate
• ✅ Special instructions noted
• ✅ Discounts applied properly
• ✅ Total is correct

Step 7: Send to Kitchen (For Dine-In)

1. Click Send to Kitchen button
2. Order appears on Kitchen Display System (KDS)
3. Kitchen starts preparation
4. Order status: "In Kitchen"
5. You can still add items if needed

Step 8: Process Payment

When Ready to Pay:

1. Verify order is complete
2. Click Payment button
3. Total amount displays prominently

Payment Methods:

Cash Payment:

1. Select Cash
2. Enter amount received (e.g., ฿1,000)
3. System calculates change: ฿1,000 - ฿594 = ฿406
4. Click Complete Payment
5. Give change to customer

Credit/Debit Card:

1. Select Card
2. Enter card number or swipe
3. Process through card terminal
4. Wait for approval
5. Click Complete Payment
6. Print card receipt

QR Code Payment:

1. Select QR Payment
2. Generate QR code
3. Customer scans with banking app
4. Wait for payment confirmation
5. System auto-confirms when received
6. Click Complete

Split Payment:

1. Click Split Payment
2. Choose split method:
   • By Amount: Specify amounts
   • By Person: Divide equally
   • By Item: Assign items to payers
3. Process each payment separately
4. All must be paid before completing

Partial Payment:

1. Enter amount received
2. System records partial payment
3. Remaining balance shows
4. Can process additional payments later

Step 9: Print Receipt

Automatic:

• Receipt prints automatically after payment
• Includes:
  • Order number
  • Date and time
  • Items purchased
  • Amounts
  • Payment method
  • Thank you message

Manual:

1. Click Print Receipt button
2. Select receipt type:
   • Customer copy
   • Merchant copy
   • Full invoice

Email Receipt:

1. If customer email available
2. Click Email Receipt
3. Receipt sent automatically

Step 10: Close Order

1. After payment, order status: "Completed"
2. Table (if dine-in) becomes available
3. Order moves to "Completed Orders" list
4. Click New Order for next customer

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💡 Tips & Tricks

Speed Up Order Entry

✅ Learn Keyboard Shortcuts:

• F1-F12: Quick items
• Tab: Switch between fields
• Enter: Confirm selection
• Esc: Cancel action

✅ Use Favorites:

• Mark frequently ordered items
• Access with one click
• Saves navigation time

✅ Category Organization:

• Know where items are located
• Memorize category structure
• Navigate faster

Accuracy Tips

✅ Read Back Order:

• Confirm items with customer
• Check quantities
• Verify special requests

✅ Double-Check Total:

• Before processing payment
• Ensure discounts applied
• Verify service charges

Customer Service

✅ Smile and Greet:

• Friendly greeting
• Eye contact
• Thank customer

✅ Suggest Items:

• Recommend popular dishes
• Mention promotions
• Upsell appropriately

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⚠️ Common Issues

Problem: Item Not Found

Solution:

1. Check spelling in search
2. Try browsing categories
3. Check if item is active
4. Contact supervisor if missing

Problem: Discount Won't Apply

Reasons:

• Insufficient permission
• Discount code expired
• Minimum amount not met
• Item excluded from promotion

Solution:

1. Verify discount code
2. Check order meets requirements
3. Contact supervisor for authorization

Problem: Payment Failed

Card Declined:

1. Ask customer for alternative card
2. Try different payment method
3. Check connection to payment gateway

QR Payment Timeout:

1. Generate new QR code
2. Ensure customer is scanning correct code
3. Check internet connection

Problem: Wrong Item Ordered

Before Kitchen Preparation:

1. Remove incorrect item
2. Add correct item
3. Update KDS

After Preparation Started:

1. Notify kitchen immediately
2. Cancel wrong item in KDS
3. Add correct item as priority
4. Apologize to customer

Problem: Customer Wants to Modify Order

Order Not Sent:

• Modify freely
• Update as needed

Order Already in Kitchen:

1. Check kitchen status
2. If not started: Can modify
3. If in progress: May charge for changes
4. If completed: Treat as new order

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📊 Quick Reference

Order Status Flow

New Order → Items Added → Sent to Kitchen → 
Preparing → Ready → Payment → Completed

Payment Status

• 🟡 Pending: No payment received
• 🔵 Partial: Some payment received
• 🟢 Paid: Fully paid
• 🔴 Void: Cancelled order

Keyboard Shortcuts

Key	Action
F2	New Order
F3	Payment
F4	Hold Order
F5	Recall Order
F8	Discount
F9	Print Receipt
F10	Void Item
Esc	Cancel/Back

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🎯 Practice Scenario

Try This:

1. Create new dine-in order for Table 5
2. Add: 2× Pad Thai, 1× Green Curry, 2× Thai Tea
3. Add note: "Extra spicy" on Green Curry
4. Apply 10% discount
5. Send to kitchen
6. Process cash payment of ฿1,000
7. Calculate change
8. Print receipt

Expected Result:

• Order appears on KDS
• Payment processed successfully
• Change calculated correctly
• Receipt printed
• Table 5 cleared

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Master order processing to provide excellent customer service and maintain efficient operations! 🎉