Food & hospitality: how-to handbook

Food demo: 3 pickup tickets linked to 3 synthetic takeaway orders. Two are waiting, one is collected; kitchen sources include New and Ready. A New kitchen order cannot be collected.

1. Administrator: select the compatible food-hospitality foundation, its parent modules and the optional food-pickup block. Select Food front desk · takeaway pickup in counter workflow setup. Keep existing counters and assign Operations View for reading or Edit for operational changes.
2. Open /pos-login, choose Food front desk · takeaway pickup in Workflow, then sign in with the account for this business. Business administration uses a separate login; a copied desk URL cannot change your signed workflow. On a phone use the same online browser route; use your device keyboard for form entry.
3. Choose the appropriate queue (All pickups, Waiting for pickup, Collected). Use Prepare pickup ticket to create a record, or open History & next action on an existing one.
4. Create the takeaway order in the existing food workspace. Open a pickup ticket linked to that order and enter the pickup name.
5. Prepare the order in the existing kitchen workflow. A pickup ticket never changes the kitchen order or posts a bill.
6. Once the kitchen order is ready or served, verify the recipient and record collected with evidence. Only one pickup ticket can refer to an order.
7. If collection is blocked, an authorised kitchen operator must progress the original order to Ready in the Business portal. Refresh the desk before recording collection. Pickup does not collect money or change the kitchen order.
8. Before changing desks or sales tabs, save the form or deliberately discard it. Switching is blocked while saving. If a record changed, refresh and review its latest version before retrying.

Before you proceed: Takeaway handover only. Restaurant billing, modifiers, table/seat splits, recipes, ingredient deduction and food cash shifts remain separate work. This operational desk has no new payment engine.

Typed operational records reuse existing customers, orders and jobs without posting stock or money.

1. Ask the administrator to select the appropriate optional specialist blocks plus the matching parent blocks. Use Business sign in with Operations View or Edit; the package label alone grants no access.
2. Open Operations → Specialist operations. Choose an eligible workflow, expand Step by step and open the public specialist handbook for the exact workflow instructions and current limits.
3. Find an existing customer/staff/source and save the specialised intake. Keep bag codes and source references. Every write is versioned/audited; custody movements are append-only.
4. Progress only through the displayed next actions and record evidence. Laundry release needs all bag codes; food pickup needs a ready order; retail handover needs completed fulfillment; vehicle release needs job completion.
5. Review history and use the original billing, stock, checkout and job workspaces for their authoritative actions. These operational records do not confirm payment or automatically complete another module.

Before you proceed: Operational annexes only. See the per-workflow handbook for missing specialist money/shift/device features. Seven dedicated operational desks are available through POS sign in when configured. Full specialist financial modes remain planned; no new payment/provider confirmation or workflow screenshot coverage.

Maintain employee details separately from login accounts.

1. Open Employees / HR and maintain the employee name, position, start date and active status.
2. Use Employee Scheduling to record planned work windows.
3. Only the owner uses Staff Management and Role Management to assign login access.
4. If Attendance & leave is enabled, the owner links an active employee to the correct staff account before personal submissions.

Before you proceed: Employee schedules are planned hours, not approved attendance or payroll inputs.

Match actual statement movements and preserve original receipts.

1. Open Bank reconciliation and select the bank/e-wallet account and a consistent label.
2. Import statement CSV with external_id,date,amount,reference; positive amounts are receipts and negative amounts vendor payments.
3. Review and confirm the correct verified transaction. An import alone does not create a payment.
4. Use Credits & settlements for explicit credit applications and actual refunds, with a reason and external reference.
5. Review the resulting statement and journal. Reconciled records retain their history; use a separate adjustment when required.

Before you proceed: Do not use a statement import as proof that an invoice is paid. Identical external IDs are replay-safe; changed details conflict.

Start with your own account and the modules enabled for your business.

1. Sign in through Staff Login using your assigned email and current password.
2. Open Overview for your foundation dashboard. Use Business to review current positions, Needs attention and dated workload creation. Use System & workflow for foundation/data freshness and source queues. Open ERP apps to find enabled modules.
3. Select a 7, 30 or 90-day activity window and an authorized workspace. Expand Daily values to read the chart data or Export visible data for CSV. The date window applies to created-record activity, not the current/all-history cards. Use My profile to change your own details or credentials.
4. If a module is missing, ask the owner about department access and the platform administrator about foundation selection.

Before you proceed: Creation activity includes later cancelled records and is not revenue, completion or profit. Today is incomplete; a zero preceding period has no percentage comparison. Queues may overlap. System status does not measure hardware, infrastructure or gateway health. An expired subscription can make records read-only.

Give each staff member the department access needed for their work.

1. As owner, open Role Management and create or review a department role.
2. Choose None, View or Edit per department. Keep Finance and HR restricted to the appropriate staff.
3. Open Staff Management, create or review the account and assign its role.
4. Ask the staff member to refresh their portal and verify the visible modules. Staff can change their own credentials in My profile.

Before you proceed: Only owners manage staff accounts and roles. Foundation selection also controls which modules appear.

Maintain customer, vendor and staff identities without forcing them into renter records.

1. Open Contacts and search before creating a duplicate.
2. Choose a person or organization, enter the name and available contact details.
3. Assign the roles needed by your workflow, such as Customer or Vendor; a contact can have several roles.
4. Select that contact when creating a sale, purchase, engagement, job, membership or activity.

Before you proceed: A customer contact does not automatically create a renter account or a portal login.

Set up accommodation spaces before rental agreements.

1. Open Properties and create the property with its business details.
2. Add units and, where applicable, beds. Review capacity and availability.
3. If Leases is enabled, create or review the renter and select the correct available space.
4. Save the lease terms, dates, rent, deposit and advance. Keep signed contract references in Contracts/Documents.
5. Review property operations and due dates from the appropriate enabled workspace.

Before you proceed: Lease and billing steps require their own selected blocks. Hotel bookings remain separate from monthly leases.

Collect against the correct renter invoice and verify actual payment.

1. Open Accounting and review the invoices for the renter, charges, amount and due date.
2. Issue the appropriate invoice using the existing property billing workflow.
3. Review submitted payment proof or record the actual payment with its channel and reference.
4. Verify payment only after confirming the money was received; partial payments leave a balance.
5. Review the renter statement and accounting journal. Use separate credit/refund records rather than rewriting the original receipt.

Before you proceed: Submitting proof or marking a reminder read does not settle an invoice.

Keep guest reservations and room readiness separate from leases.

1. Within the real estate foundation, the owner enables the relevant hotel or short-stay mode and assigns properties.
2. Open the enabled workspace and create a reservation with unit, guest, dates and rate.
3. Review availability and record room readiness as Dirty, Clean and Inspected.
4. Check in only when the room is ready, then check out and track the next turnover.

Before you proceed: External booking-channel synchronization is not connected. These modes do not appear for non-real-estate foundations.

Review posted journals across the tenant, then close a reviewed ended month.

1. Open Financial reports and choose the reporting month.
2. Review monthly income, cumulative trial balance and month-end balance sheet; export accounts for review.
3. Investigate missing transactions, unvalued stock or liabilities before relying on the reports.
4. Only an owner with Finance edit closes an ended month after reviewing reconciliation. New journals in that month are then blocked.

Before you proceed: There is no reopening or automatic profit-transfer workflow. Reports reflect recorded journals, not unrecorded taxes or opening balances.

Submit your own actual work and leave for independent HR review.

1. The owner links your active staff account to an active employee in Attendance & leave and sets the hourly rate.
2. Open My work & payslips. Clock in/out or submit a past completed shift with the actual break minutes.
3. Submit leave with kind, start/end dates and reason. Annual and sick leave use the allocated year balance.
4. Another owner/manager with HR edit reviews your submission. Check the resulting status and leave balance.
5. Review your own published payslips when retail payroll is enabled.

Before you proceed: Staff see their own attendance/leave; HR administrators review independently. Dated rosters, breaks, overtime/correction requests and indicators are available in Workforce planning. Indicators and configured rules are not a statutory premium engine.

Run dine-in and takeaway orders through kitchen preparation.

1. Maintain menu items and PHP prices. Set up dining tables for dine-in service.
2. Create an order with the actual items and quantities; choose dine-in/table or takeaway.
3. Move the order from New to Preparing, then Ready when the kitchen finishes.
4. Record Served when handed over. Cancel only before serving and review table availability.

Before you proceed: Kitchen orders do not collect payments, calculate tax, deduct ingredients or post finance.

Coordinate typed work with contacts, assignees, due dates and progress notes.

1. Choose or create the appropriate activity category.
2. Create an activity with title, category, optional contact/assignee and due date.
3. Review open and overdue work. Update progress as work moves forward.
4. Complete or cancel the activity and retain its history for follow-up.

Before you proceed: Activities do not generate donation accounting, specialized rentals or arbitrary custom ERP workflows.

Use the same reviewed payroll engine across industry foundations.

1. Select Payroll, Workforce and Financial reports in the foundation. Assign HR and Finance access separately.
2. Resolve pending corrections and overtime, then load approved pay inputs. Premium amounts require separately reviewed calculation.
3. Create a draft with effective-dated configured rules. Split periods crossing a rule change.
4. A different owner or manager with HR and Finance Edit approves. A beneficiary cannot approve. Record actual payout and remittance references; staff view only their own payslips.

Before you proceed: No automatic statutory tables, tax annualization, government submission, bank transfer execution or premium calculation. Existing retail payroll records are reused.

Keep planned work separate from reviewed actual attendance.

1. HR assigns a dated Philippine-time shift with planned breaks and late grace. Overlapping shifts and approved leave conflicts are rejected. Overnight shifts retain their starting work date.
2. Staff use My work to clock in, and My shifts & requests to start and end breaks. End a recorded break before clock-out; recorded punches determine its minute total automatically.
3. Request overtime or an attendance correction with a reason. Missing clock-outs stay incomplete until corrected.
4. An independent owner or manager reviews the queue. Approved corrections return attendance for fresh review. Payroll-frozen attendance cannot be rewritten.

Before you proceed: Extra and night-window minutes are indicators, not statutory pay premiums. No biometric integration, geofencing, automatic stale approval or automatic clock-out.

Link property opportunities to contacts and agents.

1. Open Industry operations with Operations and Marketing access; create a property opportunity with asking price and dated follow-up.
2. Schedule a viewing; overlapping agent appointments are rejected. After the appointment record completed feedback.
3. Record the offer, contract stage and evidence. An owner or manager confirms won; closed opportunities cancel remaining scheduled viewings.

Before you proceed: Pipeline commission is a forecast. Actual fees use Commercial invoices and independently approved commission splits/payouts in Industry financial controls. Legal transfer, e-signature and publication providers remain unconnected.

Review rooms, arrivals, departures and readiness.

1. Open Industry operations and choose Hotel daily operations with Operations access.
2. Select the operational date and review arrivals, due/overdue departures, missing nightly rates and inspection queue.
3. Resolve booking and readiness work through the hotel register or property workspace, then refresh the report.

Before you proceed: Live operational snapshot, not historical occupancy or full night audit. Separate hotel cash sessions and posting-day review/locks are available under Industry financial controls.

Approve fee splits and keep partial payout evidence.

1. Open Industry financial controls and choose a won opportunity. Enter distinct active staff beneficiaries with agreed amounts within the agency fee.
2. Another owner/manager with Finance Edit who is not a beneficiary approves the expense/payable posting.
3. Record actual partial payouts with method, reference and confirmation. Review each beneficiary balance before further payout.

Before you proceed: Manual payouts only. Customer credits do not automatically claw back already approved commissions; statutory withholding is not calculated.

Reverse charges and record refunds with source limits.

1. Open Industry financial controls and select the guest folio. Request credit against the original charge with evidence.
2. Another owner/manager with Finance Edit reviews. Refunds require available guest credit, an original payment and actual refund confirmation/reference. For cash refunds open your own cash session before requesting.
3. Review the resulting credit/refund entries and updated balance. Pending cash refund requests must be approved/rejected before closing that cash session.

Before you proceed: No automatic payment-provider refund. Actual refund operator and independent reviewer remain separate.

Reconcile actual drawer cash without broad Finance access in POS.

1. In Hotel POS open your own session using the existing drawer float. The owner can require sessions through hotel financial controls.
2. Record manual cash receipts; expected cash uses applied amounts, not cash received before change. Cash refunds attach to their actual operator’s session.
3. Count actual cash and close your own session. A different owner/manager with Finance Edit reviews the count and variance.

Before you proceed: Opening float is an existing-cash record, not a funding journal. No drawer hardware bridge or automatic cash discrepancy journal.

Save hotel totals and enforce a correction boundary.

1. Close and independently review hotel cash sessions first. Review charge/payment/credit/refund evidence for the Manila posting date.
2. An owner/manager with Finance Edit records a posting-day close and reconciliation note. Closing today blocks subsequent hotel financial entries until the next Manila date.
3. A different owner/manager can reopen for documented corrections. Reconcile accounting statements separately.

Before you proceed: Daily review/lock, not a full hotel night-audit engine. Agreed room charges still post once at check-in; no nightly accrual, tax engine or business-date rollover.

Inspect inactive connections and signed delivery/reconciliation queues.

1. An owner/manager with Admin access opens Integration gateways. A trusted operator configures the per-business adapter and secret on the server.
2. Inspect outbound events before delivering/retrying. The adapter must honor the event idempotency key and verify the timestamp/HMAC contract.
3. Inspect incoming event payloads and record reconciliation evidence. They remain held for review and never automatically alter bookings, payments or filings.

Before you proceed: Provider-specific mappings, sandbox certification and operational activation remain required. Secret keys and adapter URLs are never returned to the browser.

Hotel: assigned cleaning and independent inspection

1. An Operations owner/manager assigns the latest dirty/clean vacant-room task to active staff with Operations Edit and records a due time.
2. The assigned cleaner records actual completion. A different Operations owner/manager inspects or rejects it with evidence. Rejected cleaning returns to the cleaner.
3. Only an inspected result updates shared readiness. Cancel stale assignments when a later turnover supersedes them; inspect the current task before check-in.

Before you proceed: Turnover only, not occupied-room housekeeping or payroll. Staff see their own assignments. Active assignments cannot be bypassed by the POS ready shortcut.

Transfer one served kitchen order to an in-house guest folio after independent review.

1. Enable food, stays and property finance, and use Finance access. Preparing a transfer also requires Operations Edit. Open Kitchen to guest room from ERP apps.
2. Find the actual served kitchen order and in-house room separately. Check the saved items, guest and full order ID. Record the guest/room authorization and confirm the order has not been billed through another route.
3. A different owner or manager with Finance Edit verifies the frozen item prices, actual guest authorization and current room before approving. Reject an incorrect request rather than altering its evidence.
4. Approval creates one source-linked guest charge and balanced receivable/revenue posting. No payment is recorded. Collect through the existing guest balance workflow.
5. Use existing hotel credits/refunds for corrections; a posted source stays claimed. Do not add this order again as a manual service or retail sale.

Before you proceed: Explicit reviewed transfer, not automatic outlet routing. Requires a checked-in open folio allowing charges. No ingredient consumption, restaurant taxes or duplicate-manual-entry detection. Source and final review evidence are immutable.