Bills

Bills are used to familiarise the customer with the contents of and the total due for an order.

The bill is a non-fiscal document; it is generated by Tillypad XL POS when the guest tab is sent to payment and before the receipt is created. The specification of the bill contains the menu items (dishes, goods, and services) that were ordered by the client. The payment amount of the bill is calculated taking into account all discounts and markups. When the bill is paid for, one or more receipts are generated according to the payment settings, which have been specified for the given POS terminal.

Bills can only be created, edited, or deleted within one business day. After the business day is closed, all the bills created on that business day become read-only.

If a guest tab contains only dishes, goods, and services, any mode can be used to generate the bill. However, this is not true for a guest tab that contains prepaid credits (i.e. a prepayment has been made). This kind of guest tab does not show which dishes, goods, or services have been paid for in advance. These guest tabs are processed only in the cumulative payment mode, which is composed of intermediate and final payments.

You can use any bill generating mode that best suits your customer service approach. You can select one of the following three bill generating modes:

  • item-by-item is a bill generating mode, in which all items from the orders (dishes, goods, and services) are transferred to the bills.

    You can move all items to the bill and close the guest tab (i.e. make the final settlement); alternatively, you can first make one or more intermediate payments (pay for some items without closing the tab) and then carry out the final settlement with the customer and close the guest tab. In the by item mode, you cannot pay for prepaid credits.

    • A subvariety of the by item payment mode is the item-by-item mode in the bill, cumulative when needed mode in the receipt. In this case, the bill will include order items, and the receipt can either have bill items or their corresponding amounts.

  • always cumulative is the bill generating mode in which only prepaid credits are added to the bill. Instead of regular items, a prepaid credit item equal to the total price of the regular items is added to the bill. This mode is used when the orders of the guest tab contain prepaid credits.

    At the first stage, the prepaid credits amounting to the prepayment are added to the bill. The customer pays for the bill, and the guest tab stays open. A separate order is automatically added to the remaining order items (dishes, goods, and services) that have not been paid for. This order contains a prepaid credit equal to the remaining amount due (or more credits for payments registered in different sales departments). A final payment is made, and the guest tab is closed.

  • cumulative when needed denotes that the cumulative payment mode is activated only if the guest tab contains prepaid credits.

The cumulative payment mode uses the prepaid credit specified for this type of payment in the System settings directory or set up only for this division in the Divisions directory.

Bills are stored in the database but can also be printed out to issue an invoice to the customers. The design of the printed bill depends on the selected bill format. Bill formats that are used in Tillypad XL are stored in the Software module print formats directory.

In the Fast Food operating mode, bills cannot be printed. Whether or not bills will be printed in the Restaurant waiter and Club cashier operating modes is determined by the PrintPrecheck parameter value in the settings of these operating modes.

PrintPrecheck parameter value

Bill printing mode

True

The bill is printed automatically

False

The bill is not printed

Question

The operator chooses whether or not to print the bill

Bills have different statuses at different stages of processing:

  • Not ready – the bill is open for changes.

  • Ready – the bill is ready for payment and cannot be edited.

  • Paid – the bill has been paid for. No changes can be made.

On the POS terminal, the bill is created automatically after the order is submitted. In the Fast Food operating mode, the bill is created when the POS terminal switches to the payment mode. In the Restaurant waiter and Club cashier operating modes, the bill is created when the order is sent to payment.

In Tillypad XL Manager, you can create a bill manually from the viewing window with a list of bills. Alternatively, you can do so by using the Generate bill command from the list of guest tabs or orders. A new bill receives the Not ready status. A bill with the Not ready status can be viewed, edited and deleted.

The status of the bill changes to Ready when the first receipt is generated. After that the bill cannot be edited.

The bill will keep the Ready status until all required receipts are generated based on this bill. The bill receives the Paid status after all it receipts have been paid for.

Bills with the status Ready or Paid are read-only. They cannot be edited or deleted; only their statuses can be changed.

On the POS terminal, the bill is generated using orders from one guest tab. If the guest tab is split into multiple guest tabs, each of these will have its own bill.

Order items included in one bill can be paid for with multiple receipts generated in different sales departments.

The list of bills created on the POS terminals of the enterprise is stored in the Bills document list. The list of bills can be opened within any range and for one of the selected parameters: business days, receipts, guest tabs, regular customer accounts. The viewing windows are, respectively: