Managing Orders

Open the corresponding Foody workspace described below. The cross-channel All view on the POS requires compatible POS and API versions; updating the API alone does not update the installed POS.

Review open checks on iPad

On a compatible iPad, open Orders, then Checks in the landscape sidebar or portrait view picker. Menu → Actions → Open tickets opens this same view, not another list above Menu. It brings together open manual table, named and financial checks. Tap the intended row to reopen its Menu; a table with separate bills requires an explicit bill choice. QR/web orders retain their own numbers and payments in the other views. Use All, rather than Checks, to find every recorded order.

With orders.manage and open checks enabled in the effective mode, + opens New ticket. Review the preselected service type, then choose an available name or Custom check; see tableless creation. Viewing never creates, pays, sends or closes a check. If loading fails, retry without creating a replacement. A changed restaurant, employee or context stops an obsolete opening. Phones and compact handhelds retain their existing Open tickets workflow.

Open an order in Menu without merging QR payments

On the updated POS, with orders.manage, tap an active or scheduled order in Orders, or a still-actionable order in All. An open manual check resumes its existing workspace; a QR, web or standalone order opens Menu with its own saved lines, number, statuses and total in the check panel. On a phone this panel fills the screen. The frame, Check, Actions and Guest tabs, item cards and totals use the standard Menu presentation without an extra back toolbar. Return to the list through Orders in the main navigation on tablets, or More → Orders on the handheld; Refresh and this order’s statuses are in Actions. Browsing the catalogue changes neither that order nor a retained draft. Actions → Manage this order offers eligible actions for that number only; collection also requires payments.manage. Opening the view never pays, dispatches or prints.

Several QR guests at one table retain their individual orders and payments even within one table session. To add food or consult the table check, choose View table: only the same still-open session is eligible. If it contains separate bills, explicitly choose the bill. This navigation never merges or settles QR orders and never closes the table. An old session cannot open the next party’s service; pending financial actions must be resolved first.

Completed, cancelled or refunded orders and read-only access retain historical viewing without reopening a sale. A paid order still being prepared remains viewable and actionable without another payment. If loading fails, use Retry rather than recreating the order. Install a compatible POS build to use this navigation.

Manual orders from previous or unidentified table sessions stay separate by number; see previous services.

Open the order behind a transaction

In POS Transactions, select a confirmed payment and open a linked order to view its saved details in read-only mode. A single payment may cover multiple orders, and one order may have multiple payments. If the order cannot be loaded, retry later; do not assume that the payment failed or initiate a duplicate charge.

Refund or void a Verifone online payment

For eligible online payments, follow the Verifone refund/VOID procedure. Never repeat an uncertain operation.

Review the by-weight authorization ceiling

For weighed items, check the preauthorization limit and confirm measured weights before capture. See limits and recovery in the payment procedure.

What Is It?

The Orders screen is one live list of every order — whether it came from the guest web app, a QR table, or the POS. From here you track status, accept orders, and send them to the kitchen.

How It Works (Simply)

• POS Orders → All reads saved orders across all sources and payment states. Active, Scheduled and Completed remain separate operational views.
• Admin Orders → All uses the same restaurant-owned records; its selected dates and filters still apply.
• Payment and preparation are independent: a paid takeaway being prepared remains active.
• On a compatible POS, authorized actionable orders open in Menu; completed records remain historical. See saved-order navigation.
• In Admin, This week includes all seven calendar days from the restaurant’s configured first weekday, including future days.

Order flow

1. The order is saved; visibility and acceptance depend on its channel and payment policy.
2. Acceptance and kitchen dispatch follow the configured workflow. A send can print a ticket according to the printer profile.
3. Preparation progresses by batch or station; one ready batch does not make every other batch ready.
4. Service, pickup or delivery is confirmed separately.

Payment is tracked separately and may precede preparation. See workflow settings. To confirm a zone time, follow delivery details.

Good to know

• A prepaid-channel order awaiting payment remains consultable in All. Visibility is not payment approval and does not send food to the kitchen or print a ticket.
• Unsaved local carts are not shared orders. Restaurant access and permissions still apply.
• If a dish sold out while the customer was ordering, checkout blocks it — see Availability.

Review the WhatsApp attachment

In an order, the preview of a configured Meta photo/PDF message shows the filename and Preview attachment. This opens the authorized fixed file or the PDF generated for that order without sending a message. If the file or amounts change after review, prepare a fresh preview before sending. Customer messages retains the filename with each attempt, including failures; Delivered and Read come from WhatsApp’s return. A filename alone does not prove delivery. The binding is configured in Order workflow or Communications → WhatsApp.

Review a route-based delivery reminder

Review the recalculated customer window before sending its delivery reminder. The margin does not replace the order’s scheduling constraints. See reminder settings.

Add items from the article library

With orders.manage access, open New order. Select a carte or Article library above the search field. The library includes all active restaurant items, including items outside any menu or the selected rotating series, and is available even when there is no POS carte. Search by item name and select an item; choose its size, modifiers or combo contents when prompted. Sold-out items remain disabled and inactive items are absent. Switching between a carte and the library preserves the ticket. Complete contact and fulfillment details, review the total and submit once. Adding an item here does not publish it on a menu or the guest website. If an item is missing, check its active status in Items; for a sold-out item, check its stock and availability before retrying. For a Sumit basket link without customer details, see Sumit checkout.

Make a one-order combo exception

With orders.manage permission, open New order or edit a saved order in Admin and open its combo composition. In the relevant step, select Choose another item. Remove one selected unit first if the step is full, search the restaurant article library and choose the replacement and its size. Exception · included identifies the choice. Active fixed-price individual items are eligible, including items outside the active carte; inactive, sold-out and weight-priced items and other combos cannot be used. Required step quantities, per-item limits and configured portions still apply. Save the combo, review the ticket and submit once. For example, replace the beef in a two-main Mamie formula with fish while retaining chicken. The replacement and its size add no surcharge; other normal configured choices keep their existing surcharges. The formula base price and saved definition do not change, and editing an existing order preserves its original base-price snapshot. The choice survives draft restoration and reopening the order editor. Guests cannot request this exception. If rejected, refresh availability and choose an active item in an allowed size; a failed saved-order replacement retains the previous composition.

Wait for counter card payment before kitchen preparation

For a new counter pickup order paid by card, choose Pay, then Pay by card. Wait for terminal approval and for Foody to record the payment before preparation and the kitchen ticket start. During collection the payment remains pending and is excluded from the live order board. After a refusal or cancellation, keep the same checkout and retry there; do not send it to the kitchen to bypass payment. If approval succeeded but synchronization failed, reconcile the existing payment before starting another charge. Orders deliberately sent for table service before collection keep their existing send-then-pay flow.

Understand series stock after order edits

Predefined item stocks now have a journal under Items & menus → Stock history and on each product. A rotating carte can prepare initial allowances per series and publish them without restoring already committed units. Previous remaining counts are not carried forward. Order changes and pre-production releases use the original frozen pool; a produced item remains consumed. Ingredient/preparation quantities and recipe costs remain separate. See Availability for initial imports, corrections and history filters.

Choose how to send a reminder

Approved WhatsApp reminders can be previewed early, while manual buttons remain blocked until the day before delivery in the restaurant’s timezone. Orders → Deliveries → WhatsApp reminders reviews and confirms reminders across every route on the selected date; WhatsApp customer and Send this reminder handle one customer. Messages use the saved route’s calculated arrival window and assigned courier. Manual buttons use the global reminder template; automatic stages retain their explicitly configured template and timing in Order workflow. For day-before-only sending, select that timing on the intended stage, for example Ready. Opening a preview enables no trigger. A previously submitted, uncertain or failed reminder is never sent again by another mode, even if its text or provider changes. Changes before sending require a refreshed preview. Acceptance does not prove delivery; consult Customer messages on the order. Preview text represents the current calculation, not an earlier stored message.

Keep courier contact details current

Courier assignments use the contact name and phone saved for this establishment in Staff → Edit contact details. Updating those fields also refreshes the courier information used by upcoming delivery reminders here. Completed deliveries keep their historical contact snapshot. A prepared WhatsApp preview with older contact details must be refreshed and reviewed before sending. The staff home address is not part of the customer reminder.

Recover a delivery after a test departure

Starting courier mode marks assigned orders Out for delivery. If this was a test departure, a user with order-management permission can open Orders → Deliveries, select the date and choose Undo departure while no arrival, delivery or skipped stop has been recorded. Out for delivery orders return to In preparation; the route returns to draft and can be unassigned and reallocated. This is a delivery correction, not a new order, refund or reprint. Payments and previously sent messages are preserved. See the dispatch procedure.

Check conditional item choices

The selected format determines visible positions. A two-character Number Cake accepts 11, AB or A7. Complete required positions; optional ones may remain empty. Reducing the count removes hidden choices. Review positions in the cart, order and kitchen ticket. The format price replaces the base price; only modifiers add their configured deltas. Delivery, stock, recipes, discounts and cancellation keep their rules. Configuration needs compatible versions and menu editing permission. See Variants and sizes for setup and error recovery.

Track every saved order across POS and Admin

Open POS → Orders → All, or Admin → Orders → All for the same restaurant. Counter, Admin-entered, website, QR and connected-channel orders share the existing order API; source and dine-in/pickup/delivery are independent filters. The POS All list has no default date, status, source, fulfillment-type or payment filter and loads more records as you scroll. Open a row for read-only items, totals, preparation and payment status. Switching back into All reloads it; pull down on a populated list to refresh, and retry a visible loading error instead of treating it as an empty history. Confirmed live order updates also refresh the retained list. Payment-pending web orders may require this read refresh because they do not emit a kitchen-arrival event. In Admin, widen the period and reset filters when searching for older orders. Do not recreate, recharge or reprint an order merely because it is absent from a filtered view. Mode selection and any customer prompt precede items in a new onsite sale. The table/check is chosen only at Send/Continue; cancellation preserves the source. See whole-check fulfillment. Private guest context is staff-only, never a public checkout answer or notification variable.

Find a counter sale after payment

A paid takeaway sale sent to the kitchen belongs in Orders → Active while food is being prepared, not Completed merely because payment succeeded. Open the correct takeaway filter and clear other filters if needed. Transactions records the collection separately and refreshes on entry. On the updated handheld, a confirmed recorded collection opens receipt choice, then New sale completes the flow explicitly. Tablets retain the brief Payment recorded confirmation and automatic return. Clearing the current POS bill does not delete the saved order; Orders → All remains available for cross-channel tracking. If paper is missing, verify the profile, current POS/printer association and printer history before reprinting or collecting any additional payment. See counter checkout. The Client tab uses the order's saved name/phone, not a guessed customer from another bill. Optional contact collection is configured per fulfillment method. Additional kitchen batches retain coherent contact details without sending a new order-created confirmation for each course; status notifications remain separate.

Contact customers on WhatsApp

With permission to manage orders, select one or more rows and choose Send a WhatsApp message. The page checkbox selects only displayed orders, up to 25; changing filters, date, page or restaurant clears the selection. The same composer is available in order details.

Choose WhatsApp Business for the configured approved global confirmation, reminder or satisfaction model, or WhatsApp app for editable text per recipient. Review every phone and message. A Business batch confirms the ready count and produces one message per order; a customer with several orders may receive several messages. Unavailable previews, reminders that are not due and previous attempts are excluded. A changed order stops remaining sends until another review. Refresh checks existing attempts without automatically replaying an uncertain result. For app messages, open each conversation and send inside WhatsApp; Foody reports opening only. Automations keep their workflow configuration. See the WhatsApp guide for language, attachments, reminder requirements and recovery.

Navigate a mobile sale

In the updated mobile version, use Menu to add items, Check to review lines and courses, and Actions for check operations. The badge shows item quantity. The top button follows the permitted workflow action; on an empty check, View checks returns to the floor. Actions → Details → Guest displays saved contact information. See mobile order entry for this presentation. The Orders list and kitchen statuses remain independent of settlement. In the handheld Checks list, All checks and floor plans share one radio sheet. Filters retain authorized custom checks, groups and sections; Refresh reloads the data. Search matches visible names within the accessible scope, without opening another restaurant. Tables are grouped into Your checks and Other checks, followed by named checks. Closing a named check remains a separate confirmed action for authorized staff; a check with unsent items or an unpaid balance must not be closed merely to remove it from the list. Inside a menu group, use the single Back arrow to go up. Compact photo tiles keep the item name centered on up to two lines; this remains the mobile workflow. On a compatible iPad, see the Checks view.

WhatsApp template image

Approved WhatsApp Utility templates with a photo automatically use the image retrieved from Meta when no local file was selected. The preview displays that image; a change before a manual send requires another review. Retrieval failure blocks sending without a text-only fallback. Configure or refresh the template in Settings → Communications → WhatsApp. See the WhatsApp guide.

Choose the customer WhatsApp recipient

If the customer uses a different WhatsApp number, open Clients → their profile, select Use for WhatsApp under Phone numbers and save. That number is used by Meta and Twilio messages and by WhatsApp app handoffs from the order, including link and document sharing. The order phone remains its contact and SMS-verification number. Check the preview recipient; changing the WhatsApp selection requires a new reviewed preview before an API send. Saving the customer profile sends no test message.

Open the current weekly batch automatically

For a restaurant configured for weekly batches, open Home or Orders using the Série date basis. The current batch is selected by default even without orders; its totals then stay at zero. It advances after the previous batch’s final fulfillment day in the restaurant timezone, without waiting for the first order or for ordering to open. An open page follows this change on the next automatic refresh (about one minute) or when you return to the tab.

You can select an older service in the calendar; that selection stays in place while the page is open. An order for a later week does not replace the current batch as the default. A payment-attention link keeps its explicit period. If the date looks incorrect, check the configured fulfillment days and restaurant timezone, then reload. Rollover does not create an order or publish a menu.

Separate payment from preparation and handoff

See check, payment, preparation and handoff.

Finalize an internal order

In New order, choose Continue to finalize inside the ticket. Explicitly choose a link, Sumit card, received payment or later payment according to your permissions. Nothing is marked received by default. See the full procedure. Enter delivery fees in Fulfillment before choosing payment; a fixed amount remains included with a link. The event calendar preserves a date independent of series; see event orders.

Review independent confirmations

Before quantity handoff or closure, review the exact scope and facts separately from payment. See the full procedure.

Accept a scheduled order before its date

In Admin → Orders, open the scheduled order and review its date, slot and payment. With orders.manage, choose Accept. The restaurant workflow determines the result: acceptance only followed by a separate Send to kitchen action, or kitchen dispatch and production-plan inclusion when those shortcuts are configured. This explicit action preserves the pickup or delivery date and slot; it does not mark the order paid or prove readiness or handoff. A manual order discounted to 0 ₪ can follow this path without recording a fictitious collection. Unconfirmed prepared payments and pending weight settlement keep their holds. Production-plan inclusion and preparation status remain separate. If Accept is still missing, reload the detail and have permissions, holds and the API version checked; do not change the slot or payment to work around a missing button. For a scheduled order whose payment is Pending, Accept stays hidden until confirmation. Unpaid for a manual or cash order is a separate state.

Event orders from the existing order workflow

For saved event edits, production planning and Sumit deposit/authorization terms, see Event / Catering.

Choose the terminal

For iPad card payments, see Mini/Portable selection.