POS Financials, Payments, and Credits

Staff Guide: POS Financials, Payments, and Credits

This guide covers the end-to-end financial process for the Cubigo Dining POS, including closing orders, managing resident wallets, processing refunds, and handling staff charges.

Table of Contents

1. Closing Orders & Payment Methods
2. Wallet & Credit Management
3. Payment History & Refunds
4. Team Member (Staff) Charges
5. Operational Efficiency: Auto-Close

1. Closing Orders & Payment Methods

Once service is complete, the dining order must be paid and closed to make the table available for the next service.

• Closing Actions: In the POS app, select the table and tap Close (Pay). If a table is not closed, it will remain red and unavailable for the next dining timeslot.
• Available Methods: Payment options are configurable by community. Standard options include On Account (Invoice), Cash, Card, and Wallet Credits.
• Receipt Printing: Staff can print a physical receipt for guests to review before the final payment is processed.
• Splitting Payments: Cubigo supports splitting a bill. If combining Wallet credits with "On Account," the split is handled at the item level. For cash or card combinations, custom amount separations can be applied.

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2. Wallets and Memberships

The Cubigo Wallet allows residents to pay for meals using pre-configured credit packages.

• Checking Balances: Residents can view their remaining credits or memberships and expiration dates in their profile. Staff can view current balances directly within the POS app during the checkout process.

• Credit Packages: Administrators can create recurring packages that reload monthly. You can configure "Rollover" settings to allow a set amount of unspent credits to transfer to the next month. All of this can be done via the Wallet -> Settings in the back-office.

• Membership Packages: Administrators can create recurring packages that reload daily/weekly/monthly. All of this can be done via the Membership -> Settings in the back-office.

• Assigning Wallets and Memberships: Both meal plans can be assigned via the Subscription tab of the respective meal plan (Wallet vs Membership) and then by selecting the 'Assign plan' button. From there you can choose which plan to assign along with the date you wish for it to begin.

  

• Shared Wallets: Two residents can share a single credit pool. The transaction history will specify which user spent the credits. Shared wallets need to be created via the Shared Wallets tab within the Wallet settings.

• Inclining Balances: If a resident has insufficient credits, the system can be configured to use the remaining balance and charge the difference "On Account" automatically.

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3. Payment History & Refunds

Staff can manage financial corrections directly from the floor.

• Accessing History: Tap the Options button on the seat map and select Payment History to view all transactions for the current day.

• Initiating Refunds: Click a specific record in the history to see the items paid. Staff can decide the amount to refund per item and the refund method.
• Comps & Voids: Items can be "comped" (discounted by percentage or dollar amount) at any time during service. Voids can be performed after an item is sent to the kitchen but before it is served.

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4. Team Member (Staff) Charges

Employee meal purchases are tracked separately from resident billing.

• Accounting Tab: Administrators can access staff charges via Payments -> Accounting overview.
• Exports: A dedicated Team Member Template allows you to export a sum of all unpaid staff charges together with user information.

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5. Operational Efficiency: Auto-Close

To ensure the dining room is ready for the next service shift, staff can close multiple tables at once.

• Bulk Closing: In the Tables overview, click Close all Tables for the specific service (e.g., Lunch).

• Automatic Loop: The system will attempt to close every open table automatically. If a table cannot be closed automatically, the system will prompt for manual closing.

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