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How to create a pay-out/pay-in button

This will walk you through setting up the Pay-Out and Pay-In buttons. A pay-out is cash taken out of the drawer to pay for something, such as a delivery or a run to the store. A pay-in is cash put into the drawer. Each button uses an item in Backoffice with the Item Type "Payout".

Note: Your Backoffice may already have a Pay-Out item (look in the Charges category). If it does, check that it is set up as shown below.

 

Create a reporting group for pay-outs

  1. Open Backoffice.

  2. Click POS at the top of the page. Then click the arrow next to System Setup in the menu on the left and click Reporting Groups.

    Backoffice with POS circled at the top and System Setup, Reporting Groups marked in the menu on the left

     

  3. Click Add new record to create a new group.

    The Reporting Groups list with Add new record marked

     

  4. Fill in the new group, then click Insert.

    A new reporting group named Payouts, numbered 1 Name, 2 Is Included In Labor % Calc and 3 Is Included In Sales, both unchecked, with Insert marked

    1. Name the new group Payouts.

    2. Do not check "Is Included In Labor % Calc".

    3. Do not check "Is Included In Sales", so pay-outs and pay-ins are not counted as sales.

       

 

Create the Pay-Out item

  1. Click the arrow next to Items in the menu on the left. Right-click the category you want the item in (Charges is a good place for it) and select Add New Item.

    The Items list with the Charges category right-clicked and Add New Item marked in its menu

     

  2. Fill in the General tab.

    The General tab of a new item numbered 1 to 6: Icon, Name, Tax Type, Reporting Group, Variable Priced and Refund Item

    1. Icon: Misc - Dollar Sign.

    2. Name: Pay-Out. The Kitchen Ticket Text, Receipt Text and Online Name fill in by themselves.

    3. Tax Type: Non-Tax.

    4. Reporting Group: Payouts.

    5. Turn on Variable Priced, so the terminal asks for the amount each time.

    6. Turn on Refund Item. This is what makes the item a pay-out.

       

  3. Click Terminal & Behavior and set the Item Type to Payout.

    The Terminal & Behavior tab with Item Type set to Payout

     

  4. Click Save at the bottom right.

 

Create the Pay-In item

  1. Right-click the same category and select Add New Item again.

  2. Fill in the General tab the same way as the Pay-Out item, with two differences.

    The General tab of a new item named Pay-In, numbered 1 Name and 2 Refund Item turned off

    1. Name: Pay-In.

    2. Leave Refund Item off. This is what makes the item a pay-in.

       

  3. Click Terminal & Behavior and set the Item Type to Payout (pay-ins use the Payout type too). Then click Save.

 

Choose who can use the buttons

Only employees whose job role has these tasks see the Pay-Out and Pay-In buttons on the terminal. Go to Staff --> Job Roles and open the job role. Under Tasks, open POS --> Front of House --> Functions --> Cash Tools, check Process Pay-Out and Process Pay-In, and click Save.

The Manager job role with its Tasks open at Cash Tools and Process Pay-Out and Process Pay-In marked

 

Where the buttons are on the terminal

The Pay-Out and Pay-In buttons are on the Functions screen, under Cash Tools.

The terminal's Functions screen with the Pay-Out and Pay-In buttons under Cash Tools marked

Pro tip: You can make more than one pay-out item, for example one for vendors and one for supplies. When there is more than one, the terminal asks which one to use.

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