- General Scenario
- Setup within onetap POS
- Using Events and Subsidy within Quick Service
- Using Events and Subsidy within Table Payments
The following document shall explain how to setup special pricing structures that allows an event host to subsidise items for their guests. It will firstly explain the new Subsidy setup, then how to use this with the new Events system.
This feature is new in our 15.02 version of onetap POS.
A Host wishes to put on an Event where they wish to pay for a portion of some items, and their guests shall pay the remaining portion. The Host will make payment at the end of the Event, and the guest shall pay at the time they order the drink.
There shall be alterations to this general scenario, which shall be explained as required throughout this document.
Setup within onetap POS
Subsidy template management
Via Admin -> People -> Accounts, you can manage your Subsidy templates.
An event Host may want to pay $3 per drink, for a different event that Host may want for their Guest to pay $3 per drink. These templates allow you to setup a starting point that suit both these events and excludes those items that would never be subsidised by the Host.
INFO: Once a Subsidy template is linked to an event, the subsidy can be customised for that particular event. This will be further explained in Event Management.
Click on New to enter the Subsidy details screen.
- Provide the Subsidy template a name.
- By default the Host shall pay 0% for all Items, by specifying a Host %, Host $ or Guest $ amount will apply this to all Items that don’t have a value assigned to a specific Item Group or Item.
- By entering a Host %, Host $ or Guest amount on an Item Group, will apply this to all item in this group.
- Finally entering a Host %, Host $ or Guest amount on an Item will use this value on this specific Item.
- Once the subsidy template is set as require press OK.
The Host wishes for the guest to pay $3 and the host shall pay the rest for Beer, Wine and house spirits only. We can leave the overall subsidy values as 0% for the Host, then on these item groups specify the Guest $ amount as $3. Then we can check each item in these group to ensure all Items are appropriate for this subsidy.
i.e. we might exclude Jugs of Beer and Bottles of Wine by specifying 0% for the Host so the Guest pays full price for these items.
Other Subsidy Actions
You can edit a Subsidy template by pressing Edit.
Doing so may affect any current or future events linked to this Subsidy.
You can also delete a Subsidy template as long as it is not linked to a future event.
View -> Events
From here we can manage Events, by default we show the “Upcoming Events” for the next 4 weeks.To view events month by month, press the “Events by Month” button and select the desired month.
To create a new event press New to show the Events details screen.
- Specify a name for the Event.
- A spend limit is currently required for all Events.
- Set the start and end dates for the Event.
- Add any special notes needed to be captured for the event.
- Press the Account button to select the Account that the Subsidised (Host) portion shall be charged to during the event.
The selected account must be a Charge account without a Forced Credit Limit.
- Press the Subsidy button, and choose a Subsidy template from the list
- Once all details are entered press OK.
If the time the event is created, or edited, is within the Start and End time you will be asked if you wish to Activate the event.
Press this button to Close an Event. Use this action to finalise it at the end of the event or to clear the event ie if it was cancelled. INFO: Any deposits paid shall remain on the selected Account, unless you finalise payment
To view Closed events press the “Closed” button
Events are generally created in a de-active state, which means it cannot be used until a Staff Member has Activated it. To do so, press this button.This button will show as Deactivate when you have an Active event selected, press it to deactivate it and prevent it being used on any terminal.
Press this button to take a deposit payment, or to refund any unused payment for this event.
As mentioned before, you can make changes to the Subsidy template for each event, press this button to take you to the Event Subsidy Details screen. It will display the values as setup in the subsidy template (template values shall appear in a greyed out font style).
You can now alter the subsidised items based off this template, which shall only affect this specific event.
Press this button to show the list of transactions that have been put through this event and to print a mini statement.
Press this button to print an Event Summary, which shall include the Notes, paid deposits and a summary of all items paid, discount given to Host and the outstanding balance to be paid for this event.
Press this button to make changes to the Notes, start and end dates and spend limit, etc, for this event.
Using Events and Subsidy within Quick Service
From the Quick Service screen you can select an Event by pressing on the Event button in the top menu bar.
By default any “Active Events” shall be shown, you can press the “Inactive Events” button to view any events that is due to start today.
For there you can select the desired event and press Activate to bring the event and your current view back to the “Active Events”.
Now either double click on this event, or single press and press OK to select this as the current event on this terminal.
From this point on, this event shall remain active between transactions, until the Event button is pressed again or you exit the Quick Service Screen.
I.e. cancelling the sale will clear all items but the Event shall still be selected.
You shall see the Available Host spend in the top left corner, and the Event Name just to the right of this.
As you select items, the Available Host spend shall change based on this terminal only.
When a Tender button is pressed, or OK is pressed the Available Host spend is updated based on transactions from all terminals.
So when the Available is getting close to $0, event transactions going through multiple terminals need to be aware the current transaction may not be able to be processed through the Event. However, the transaction can be Parked, Event Host consulted if Spend Limit can be increased, and if so, the Parked transaction can be retrieved and processed through the event.
The Total (just above the Tender/Where buttons) is the amount the guest is required to pay. Select Cash / EFTPOS, or select a tender and process payment to complete the transaction.
The Host amount shall be automatically charge to the selected Charge Account.
Any discounts that are applied to this Charge Account shall be deducted from the Host portion that is charged to the account. If the discount is greater than the Host portion, then the Host portion is the amount of Discount given and the Guest portion will have be reduced accordingly.
When an Invoice is printed, no discount shall be shown on this invoice as this is the Guest’s Invoice. It shall display the amount the Guest has paid and the remaining amount is shown as the Host Subsidy.
Any discounts are given to the Host thus are included in the Host portion.
Once the transaction is complete, the Event remains selected ready for the next Guest.
If a Host places an order, the entire transaction can be placed directly to the Event Account, by going to the Tender screen and selecting the “Pay on Account” button and then press OK.
Using Events and Subsidy within Table Payments
A guest may want to open a Tab so they can make one payment. This is possible, however if they wish to have the Event subsidy applied to their Tab they must pay off the Tab through the Event prior to the end time of the event and before the Spend Limit has been reached.
All Tab operations are as normal, but with Table Payments you can now select an Event, and process all or part of the Table through the event to give Subsidises to these items.
If this table is a Tab for the Host, you can process the whole Tab to the Account linked to the Event by pressing the “Pay On Account” button and pressing OK.