USING SQUARE FOR RESTAURANTS

Bill Management

To access your bill management system, you’ll need to first open a current bill. Depending on whether you want to take action on the entire bill or an individual item, you’ll see different options in your actions menu.

Payment at TABLE

  • To edit an individual item, tap that item in the bill.

  • To edit an entire bill, tap Actions in the bottom navigation bar.

From the bar or item box, you’ll be able to access all of the following actions:

Move Bill - Allows you to move a bill to a different bill, new or existing.

Comp Bill - Allows you to make individual items or the entire bill complimentary.

Void Bill - Allows you to void individual items or the entire bill.

Split Bill - Allows you to split off items into separate bills. This is different than splitting a payment at the end of service.

Reprint Ticket - Allows you to reprint an order ticket from your receipt or kitchen ticket printer.

Names & Notes - Allows you to update the bill name or add notes directly to a bill. Notes are only printed on kitchen tickets, not on customer bills or receipts.

Discounts - Allows you to view or remove discounts already applied to the bill.

Rewards - Allows you to apply existing customers to a bill so they can earn Rewards.

Gift Cards - Allows you to redeem or load your customers’ gift cards.

Clock In/Out - Enter a team or owner passcode to clock in/out of the Restaurants app.

Item Availability - Allows you to quickly update the availability of an item or remove an item on the fly.

Open Drawer - Allows you to open your cash drawer without completing a sale.

To get back to your bill, click Close Actions.

SPLIT BILLS

Allows you to split off items into separate bills. This is different than splitting a payment at the end of service.

To split a bill into multiple bills:

1.     Select the bill to split.

2.     Tap Actions > Split.

3.     Choose the item(s) you’d like to move to another bill.

4.     Tap Create New Bill.

5.     Select Save All to confirm.

Note: You can split a bill with Square for Restaurants Mobile POS, but splitting an item is not available.

EDIT OPEN BILLS

You can edit an open bill at any time.

ITEM LEVEL EDITS

1.     Open a bill and tap on any open item

2.     Select the items to update, and then either the three dots, Repeat or Modify on the bottom of the screen

3.     THREE DOTS - from here, you can take the following actions:

  • Move to: Move individual items to a different open bill (table)

  • Comp: Keep an item on a bill, but remove the cost from the bill total.

  • Void: Remove an item from a bill entirely. (This can also be done by swipping left on the item, it will give you the option to void)

4.    REPEAT - select this function if you would like to repeat an item on the bill

5.    MODIFY - select this function if you would like to modify an open order item

6.     Once you’re ready, tap Done.

BILL (TABLE) LEVEL EDITS

1.     Open a bill and tap Actions in the bottom navigation bar, and choose from one of the below options,

  • Split Bill - Allows you to split off items into separate bills.

  • Reprint Ticket - Allows you to reprint an order ticket from your receipt or kitchen ticket printer.

  • Names & Notes - Allows you to update the bill name or add notes directly to a bill. Notes are only printed on kitchen tickets, not on customer bills or receipts.

  • Discounts - Allows you to view or remove discounts already applied to the bill.

  • Rewards - Allows you to redeem any Rewards to a loyalty customers bill

  • Gift Cards - Allows you to redeem or load your customers’ gift cards.

3.     See below for further instructions, once you’re ready, tap Done.

SPLIT BILL V’s A SPLIT PAYMENT

From the Square for Restaurants POS app, you can either split a bill or split a payment by the total amount, depending on your customer’s request. When splitting a payment, you must complete the entire payment at the time of sale.

To split items off onto a separate bill:

1.     Tap Actions > Split.

2.     Select the items to split the bill.

3.     Click Create New Bill. You can edit bill details, add customer or print all of the split bills.

4.     Tap Save Bill or Save All in the top right-hand corner.

You would use this in the case that a party wanted to individually pay for what they ordered.

To split a payment:

1.     Tap Pay > Split Amount in the upper right-hand corner.

2.     Split by amount or split into equal payments of 2, 3, 4 or custom.

You would use this when a party wanted to evenly divide a bill between all customers.

REOPEN A CLOSED BILL

If you need to reopen a closed bill after you have closed it, you can do so from your Square APP.

Note: Reopening a bill will automatically refund the payment, as well as tip amount, and cannot be undone. We advise making sure the customer is still in the restaurant so you can take the payment again.

To reopen a closed bill from your Square for Restaurants POS app:

1. Tap Transactions at the bottom of your screen.

2. Select the bill that you wish to reopen.

3. Tap Reopen Bill.

4. Confirm Reopen Bill.

REFUND A CLOSED BILL

Square will automatically refund the amount the requested amount, at either an item level or whole of bill, you won’t need the customers card for a refund.

There are two ways to process a refund, one is at an item level, the other is at the bill level

ITEM REFUND

1. Tap Transaction at the bottom of your screen.

2. Select the bill that you wish to apply a refund, and tap Issue Refund.

3. Choose the items or enter the amount you’d like to refund.

4. Tap Next.

5. Choose the reason and hit Refund.

6. When you’re all set, tap Done.

Square will automatically refund the amount the requested amount, you won’t need the customers card for a refund.

ITEM REFUND

1. Tap Transaction at the bottom of your screen.

2. Select the bill that you wish to refund and tap Issue Refund.

3. Select ALL ITEMS

4. Tap Next.

5. Choose the reason and hit Refund.

6. When you’re all set, tap Done.

Square will automatically refund the amount the requested amount, you won’t need the customers card for a refund.

APPLYING DISCOUNTS

There are two ways to apply a discount, one is at an item level, the other is at the bill level.

ITEM DISCOUNT

To apply an item discount:

1. Go to the open bill where discount is to be applied

2. Click on item and select Modify

3. On the left hand side of the screen under the notes section, you will see the discounts that apply at an item level (Entertainment Card 25%, Staff Food 50%)

NOTE: If the customers are splitting the bill take this action once the bill is split.

ENTIRE BILL DISCOUNT

1. Go to open bill where discount is to be applied

2. Select Actions from the bottom left hand window

3. Select Discounts, choose the discount you wish to apply (Entertainment Card 25%, Manual Discount Variable, Staff Food 50%, Yumms Voucher $50)

This will remove that percentage or amount off the entire bill

SQUARE LOYALTY

Once signed up to the Square Loyalty Program, customers will earn one star for any tea or coffee purchased, 10 stars and they can redeem a free coffee

ENROLLING A CUSTOMER INTO THE SQUARE LOYALTY PROGRAM

 To enrol customers during a purchase:

  1. Process a sale the same way you normally would.

  2. After the sale has been completed, they’ll reach the Loyalty Screen.

  3. Your customer enters their 10-digit mobile phone number to opt into our loyalty program.

  4. They’ll receive a text message indicating they’ve been enrolled and, if applicable, earned their first point.

REDEEMING LOYALTY DISCOUNTS

  1. Go to open bill where the loyalty discount is to be applied

  2. Select Actions from the bottom left hand window

  3. Select Rewards, a Redeem Rewards screen will pop-up, enter the customers mobile number and search

  4. If the customer has enough stars to receive a reward, tap, redeem and the price of one of the teas or coffee will be removed

  5. Once any rewards are selected and redeemed, you can proceed to checkout as normal.

NOTE: If the customer is completing their transaction with the payment card that is linked to their Loyalty profile, they will automatically be shown any available rewards following checkout.

GIFT CARDS

Through the Square app you can sell eGift Cards, reload, and redeem.

SELLING AN E-GIFT CARD

To load and send an eGift Card in the Square Point of Sale app:

  1. Create a new sale or open an existing ticket.

  2. Tap Actions from the bottom navigation bar > Gift Cards > Sell eGift Card.

  3. Select your Gift Card design.

  4. Select a preset load amount or enter a custom amount.

  5. Enter the Gift Card recipient's email address > tap Done.

  6. Tap Return to Sale to complete the transaction.

Once the transaction is complete, the recipient will immediately be sent their eGift Card via email.

REDEEMING GIFT CARDS

To use an Gift Card for bill payment:

  1. Open an existing ticket

  2. Tap Pay > Gift Card, then either of the following:

  3. Enter the 16-digit redemption code (eGift Card code) from your customer's original Gift Card email, 

  4. Use your device's front-facing camera to scan the barcode on the customers eGift Card email. 

  5. Tap Pay - If there are insufficient funds on the gift card, you can check the balance of the gift card (See below)

If the Gift Card has insufficient funds to cover the entire bill split the payment by Payment Amount to redeem gift card and complete the sale.

CHECK A GIFT CARD BALANCE

You can check the balance of a Gift Card at anytime.

  1. Go to Action > Gift Card . Check Balance.

  2. Enter the 16-digit redemption code (eGift Card code) from your customer's original eGift Card email, or use your device's front-facing camera to scan the barcode on the customers eGift Card email. 

  3. The balance of the gift card will be displayed.

REFUND VIA AN E-GIFT CARD (Customer Complaint)

  1. Open the navigation menu and tap Transactions.

  2. Enter the receipt number or the payment card number in the search bar to find the transaction.

  3. Tap the transaction you want to refund and select Issue Refund.

  4. Select the items or the amount you want to refund and tap Next. 

  5. Under Refund To, select Gift Card > Create eGift Card.

  6. Enter the customer’s email address in the box. This will autofill if you have already added your customer’s email to their profile in your customer directory. On the customer-facing screen, your customer can edit the email address or enter in a new email. 

  7. Confirm the email address with your customer, then tap Done. 

  8. On the Refund Complete window, tap Done. 

After issuing a refund to an eGift Card from your point of sale, your customer will receive an email with their eGift Card so they can use their store credit the next time they shop with you in person or online.

RESEND AN GIFT CARD OR UPDATE CUSTOMER DETAILS

If for some reason a customer has not received their e-Gift Card or need to update their details, this needs to be done through the management portal. To notify a manager;

  1. Go to TANDA

  2. Go to COMMUNICATION

  3. Reply to the General Chat with Julie Sowter

  4. Enter Customer Details (name, phone number, email, issue)