Payments

Once a guest is ready to pay, the iPad hands the bill off to one of two places:

• A card terminal (an Adyen S1F2 or similar device paired with this location) for card payments
• The iPad itself for cash

Both flows end on the same Transaction completed screen, where you close out the table and optionally print a receipt.

How you get here

Wherever the Pay button is in the POS, tapping it takes you to Checkout. That’s:

• Order Taking → Pay on a table order
• Order Taking → Fire order & pay now on a Quick Tab (Quick Service counter ordering)
• Reopening a table that already has fired tickets → Pay

Before landing in payments, the POS quickly checks: are there any draft items that haven’t been fired? If so, you’ll see a warning — “Order has draft tickets that haven’t been fired yet. Draft tickets are NOT included in order total.” — with Cancel or Proceed. Fire first if those items belong on the bill.

The bill screen (“Create charge”)

The first thing you see is the Create charge screen — a full-height summary of what the guest owes.

The layout is a single centred column — top to bottom:

• Top bar:
  • Left: a ← Back arrow (quick tab) or a ← table-tag + guest name + service + party size + time block (full service)
  • Centre: “Create charge” title
• Middle (huge): the bill total, typeset in a very large font so it’s readable from across the counter
• Totals card (below the total, if service charge applies):
  • Subtotal
  • Discount (if any, red)
  • Service charge (10%) with a single pill on the right — its label toggles between Remove and Restore depending on current state (useful when a manager or guest wants it off)
  • Total
• Printer selector (stacked below the totals card):
  • Lists every receipt-role printer connected to this iPad (WiFi / Bluetooth)
  • The default printer is selected automatically with an amber Default pill
  • Tap other printers to add them — the bill will print on all selected printers
  • Tap the chevron to collapse the list

Print the bill — or skip

Two blue buttons at the bottom of the printer block:

• Print cheque (blue, big) — sends the itemised bill to every selected printer. A “Printed — Bill has been printed” toast appears, then you move on to the payment screen.
• Skip Printing Receipt (grey link underneath) — straight to payments without paper. Use for guests who don’t want a bill, or digital-only workflows.

Payment method — Card or Cash

The next screen is the Payment flow. At the top sit two big pills:

• Card (credit card icon) — default
• Cash (money icon)

Tap to switch. The content below swaps to match.

Card — Quick Service (Quick Tabs)

Use this for anything ordered on a Quick Tab: counter orders, takeaway, bar tabs. One card, one transaction, done.

The screen

• The bill total shown large in the middle
• Terminal selector underneath:
  • If you have one terminal, its name, host, and a green dot for connected are shown
  • If you have multiple, the current selection shows with a small Default pill; tap to expand a dropdown and pick another one
  • Status dots: green = connected, yellow = connecting, amber = busy, red = error, grey = offline
• A big blue button with Initiate payment on the left and the total (e.g. £X.XX) on the right

If no terminal is configured

An amber warning box replaces the terminal selector: “No terminals configured — Go to Settings → Devices to add a terminal.” The big button becomes a disabled “No terminal configured”.

Processing

Cancelling from the iPad mid-transaction

Tap Cancel. The iPad sends an abort request to the terminal. Two outcomes:

• Abort succeeds — you’re back on the payment screen, ready to try again.
• Abort fails / times out — a hint appears: “Cancel request may still be processing on terminal…” The terminal may still finish the transaction. Check the terminal screen before re-trying.

Card — Full Service (“Pay at table”)

Use this for table orders. It’s the same terminal hardware, but the terminal itself owns the split: you send the whole bill to the terminal, walk it over to the guests, and they pay — possibly across several cards and/or cash — right on the device. The iPad sits and tracks every split as it comes in.

The screen

Exactly the same as Quick Service, but the big blue button says Pay at table — £X.XX instead of Initiate payment.

The flow

Partial payments (“Pay later” or cancel with some paid)

If the terminal ends the session with some — but not all — of the bill paid (e.g. the guest paid their part and left, or the staff hit Pay later on the terminal), the iPad shows a partial-payment screen:

• Big Remaining figure: what’s still owed
• “of £X.XX total” underneath
• Full split progress bar and list of what’s been paid so far
• Three buttons:
  • Charge remaining — £X.XX (blue) — send the outstanding amount to the terminal as a single charge (for the last person)
  • Pay at table — £X.XX — re-open the multi-split flow for the remaining amount
  • Done — keep order open — save what’s been collected and walk away. The bill is still open and unpaid; partial payments are recorded against the order so nothing’s lost.

Each collected split is saved to the order as a partial payment transaction, so even if the iPad goes offline or the server closes the app, the money’s already tracked.

If a split fails mid-flow

The failed split shows in the history list in red with the error reason. The guest tries again — either a different card, or cash. The terminal’s still holding the session open; the iPad just keeps listening.

If the whole session fails hard (e.g. terminal lost power) and nothing has been collected:

• Retryable (network/terminal issue) → alert with Cancel / Retry
• Not retryable → “Payment Failed” alert; the progress view clears

Cash

Tap the Cash pill at the top of the payment flow.

The screen changes to three big figures spread across the top:

• Charge total — the bill
• Cash received — what you type in
• Change to customer — updates live

Below them, a full-width card with:

• A big number keypad on the left (1–9, 0, ., backspace)
• A wide blue Collect button on the right that takes the full height of the keypad

How it works

After the payment — “Transaction completed”

Both cash and card end up here. It’s the confirmation + close-out screen.

• Big green tick with Transaction completed underneath
• The grand total (charge + tip + fees) shown large
• Details card:
  • Customer name / service / guest count / time range (full service only)
  • Charge amount
  • Reference (the unique transaction reference — from the card provider for card payments, an internal FHS… code for cash)
  • Payment method — *Card (Visa ***1234) or Cash, plus · 3 splits if multiple
  • Date & time
  • Fees (if applicable)
  • Tip
  • Total
• Action buttons depending on the kind of order

Table order actions

• Done and close out [Table] (blue, primary) — marks the order paid, closes the table session, and frees the table up in Restaurant view and Reception. Returns you to Order Taking.
• Done and keep [Table] open — marks the order paid but keeps the table occupied so the guest can keep adding items (and pay the next round separately).
• Print receipt (blue link, bottom) — prints a guest receipt on the default printer.

Quick Tab actions

Quick tabs don’t have a table to free, so the buttons are different. They also depend on whether Send to KDS was on when you fired:

• Send to KDS was on — single Done button. The kitchen already has the order and will serve when ready. Returns you to Order Taking.
• Send to KDS was off — two options:
  • Mark as in progress (blue) — push the tickets to In progress status so any connected KDS screens show them. For when the kitchen doesn’t have the order yet.
  • Mark as served — jump straight to served. For drinks or anything handed over the counter immediately.

Both paths return you to Order Taking with a fresh “new tab” state.

The Payments tab — all transactions in one place

The Payments tab in the bottom bar lists every transaction that’s been processed, not just today’s. Use it for reprints, refunds, and answering “did that card definitely go through?” questions.

Layout

• Top bar:
  • Date range pill — Last 7 days / 30 days / 90 days / All time with the actual dates underneath
  • Method pill — All methods / Card / Cash
  • Table pill — filter to transactions on one table
  • Search — by customer name, reference, order id, amount
• Tabs: Payments (default) and Refunds
• Table — one row per transaction with:

Tap any row to open the Payment detail panel on the right — full itemised breakdown, card details, and action buttons.

Refunds

Open any successful transaction in the Payments tab and tap Refund. If you don’t have the Process refund permission on your role, the button is greyed out and can’t be tapped — ask a manager to sign in to this iPad first.

Edge cases and common situations

”No terminal configured”

Go to Settings → Devices (or ask a manager to) and register a terminal to this location. Without one, card payments can’t happen — only cash.

Terminal offline or unreachable

Card payment won’t start. Options:

• Take cash instead
• Retry once the terminal’s back on the network
• If it’s a hardware fault, swap to another terminal via the dropdown in the payment flow (if you have more than one)

Split a bill across multiple parties (full service)

Two ways:

• On the terminal (recommended) — tap Pay at table once, send the full total, and let the terminal handle the splits. Each guest taps their card, the terminal tracks totals, and the iPad reconciles when they’re all done.
• Separate tickets on the POS — in Order Taking, fire the tickets separately (one per guest). Each ticket can then be paid as its own transaction. Useful when guests arrive on different cards and want separate printed bills.

Keep the table open after paying

Tap Done and keep [Table] open on the completion screen. The payment is saved against the order; a new draft ticket spawns automatically when you add the next item. Useful for lingering guests who want “one more drink” after the main bill is settled.

Paying before all items are fired

You’ll get the draft-tickets warning. You can Cancel (to go fire them), or Proceed (draft items are not included in the charge). Don’t proceed unless you intend to charge those items on a separate transaction later.

Refund after the table’s closed

Payments tab → find the transaction → Refund. No need to re-open the table — the refund is its own transaction.

Handheld — split payments on the iPhone

On the iPhone handheld, splits don’t live on the terminal — the waiter builds the split on the phone itself, sends each share to the terminal as a separate charge, and watches each one clear before moving to the next guest. This is different from the iPad Pay-at-Table flow (where the terminal owns the split) and only applies to the handheld.

The flow is kicked off from the handheld’s Charge screen, which already shows the bill total, service charge toggle, and a big Split button.

Picking a split mode

Tap Split on the handheld Charge screen. A modal slides up with two options:

• Split by item — guests assign specific items (or units of a multi-quantity item) to themselves
• Split by amount — guests type an amount on a keypad; useful when nobody wants to argue about who ate the starter

Pick one and you’ll land on the matching split screen. Both screens follow the same shape — guest chips across the top, the working area in the middle, a per-guest subtotal card, and the Charge button at the bottom.

Split by item

Split by amount

When a handheld split goes wrong mid-flow

Each charge is its own transaction with its own reference (ORDER-xxxxxxxxx), so a failure on guest 2 doesn’t roll back guest 1. You get the normal Retry / Cancel alert. Resolve that guest, then pick up with the next chip.

Every successful split is cached locally on the handheld — even if the phone closes or the waiter walks out of Wi-Fi range, the completed splits are already recorded against the order. The bill stays open until every guest is cleared; when you return to the charge screen, the already-paid splits are remembered.

Quick recap — the moves you’ll do every shift

• Counter / takeaway card sale → Fire order & pay now → Initiate payment → terminal → Done
• Table card, one card → Pay → Pay at table → guest taps card once → walk back → Done and close out
• Table card, multiple cards → Pay at table → guests split on the terminal → iPad shows progress → Done and close out
• Cash at the till → Pay → Cash → type the amount → Collect → Done
• Cash on the table (with terminal) → Pay at table → select Cash on the terminal → done
• Remove service charge for a VIP → Pay → tap Remove next to Service charge → proceed as normal
• Keep tab open after paying a round → Done and keep [Table] open
• Refund a wrong charge → Payments tab → tap the row → Refund → reason → amount → confirm
• Handheld — split “who had what” → handheld Charge → Split → Split by item → assign units to guest chips → Charge — £X.XX per guest
• Handheld — even split across the table → handheld Charge → Split → Split by amount → Split equally → charge each guest
• Handheld — one guest covers the rest → handheld Charge → Split → Split by amount → active guest → Fill remaining → Charge

Next steps

• Order Taking — What comes before Pay
• Restaurant View — Where closed-out tables return to available
• Reception — Where the next booking comes in