MICROS POS - Enable Pre-Order

[zivianig]

Hello everyone!

My customer asked me to setup a kind of pre-order printer in the Micros POS system, let me explain:

He wants to have the possibility to do a pre-sale following the same workflow as a normal order.

-> Customer order the items - and pays for it- ;
-> All the order printers receive the ordered items i.e.( Kitchen, Drink, etc);
-> Customer receives a waiver with all items described including a pre-order number;
-> Once all items be delivered, the cashier finalize the order and generates the invoice.

The idea about doing this is because in Brazil everything that is printed in the invoice printer automatically generates the tax, and if for some reason a customer wants to cancel the invoice, my customer (restaurant owner)is paying tax without receiving for the sale.

The invoice printer in Brazil is locked by a federal organism that audits the companies periodically in order to avoid evading taxes, which means anything printed should have the tax retained.

The problem is that in my customer restaurants there are a high index of customer that ask to cancel the invoice and claim the money back because it is located in a place with very high number of customers, and the order can delay a little bit some days, the problem is that the restaurant is a fast food style, so the customer pays for the order, and wait for the food be delivered, and once customer pays it is already generated the invoice, and even if s/he receive the money back the invoice can`t be canceled and it causes an unnecessary payment of tax. Basically the tax should be paid even if the customer received the money back.

Is it possible to have a pre-order function enabled? If yes, can someone give me any insight about how to set up this?

I really appreciate, and sorry for any English mistake ˆˆ

 

[hosehead78]

What version of Micros are they running at the site?

 

[zivianig]

Hi,

Thanks for replying!

The version is Micros Res 4.0

Best Regards,
Gleison Ziviani

 

[microslady]

Can you post a negative transaction using the invoice printer?

 

[zivianig]

Hi microslady,

Actually I can't... Once we send a order to invoice printer we already generate an invoice number and simultaneously it is created a XML file with some information (Invoice Number, Items, Customer CPF (same as Social Security ID)) and basically in the end of month, the companies should upload those XML files to the government website. Basically what the government does (during audits) is to compare the amount of XML uploaded against the invoices printed in the printer. What we can do is cancel the invoice, but we can only cancel the last one, If the customer wants to cancel an order after another order has been done, we can give the money back, but not cancel the invoice.

Thanks,
Gleison Ziviani

 

[pmegan]

I can't see any way with that invoice system to enter an order, have it print to all the remote printers, and not record to the invoice system. It sounds like the invoices should be generated when the check is closed, not when the items are ordered.

 

[hosehead78]

What about if the Checks are parked first before the tender is finalized. Could you have the tenders not finalize the checks, when the orders are picked up by the guests the cashier or pickup server then finalize the check when a finalize button?

 

[pmegan]

I missed the fast food description and didn't realize that these are fast transactions.

MicrosLady's suggestion is probably the way to go. You wouldn't be reopening a closed check, but creating a negative version of it on a new check using the Void or Return function for each item. This would create a check with negative sales, tax and balance, giving you a net of $0 for sales and tax in your audit files. Paying it to the same tender as the original check will balance your cash drawer and return charges on any credit card sales.

Do you have the option of manually entering an invoice number? If you can use the original invoice number it might help as a reference, if not you can put it in as the check ID of the reversal check to help tie things together.

 

[zivianig]

Hi pmegan,

I believe you are thinking about the way that USA retain the taxes, but unfortunately in Brazil the thing are a bit more complex.

Here in Brazil the tax is not showed in the invoice, because in theory who pays the tax is the companies - Of course I say in theory because the customer pays more for the products - and the payment should be done once a year.

Basically when we finish a sale, the system generates an invoice number (named Nota Fiscal) and the number sequences are unique for each company, I mean that in whole country will never have two invoices with same number, and once the invoice is issued the only thing that we can do is cancel it, however we can only cancel the last invoice issued, not the previous one.

The problem is that the invoice itself is controlled by a XML file, that usually the systems create automatically and store them in the server. Once a month the companies should get all XML files and upload into a government website. Once government process the files they know how much is the revenue of each company and based on that they calculate the yearly taxes.

To make sure every sale was submitted to the website, they lock the invoice printers to avoid any alteration so they can check anytime if all the invoices printed were really submitted.

Additionally the XML files only considers the positive sales, I mean it is not possible to submit a positive amount of invoices and subtract another negative amount to have the total taxes, because it would make the process of evading taxes easier and believe me, in Brazil if anything to take advantage is possible to be done, the people will do!

That`s why the process is so complex, the only thing I can think is to have two stages in an order:

1 -> Customer order the items;
2 -> System creates a pre-order (the order number is different than invoice one) and print it in a normal order printer;
3 -> Customer receives a receipt with the items described and also the order number;
4 -> Kitchen and Bar prepare the food;
5 -> The clerk deliver the food to customers
6 -> The operator close the order and customer receives the invoice.

If customer wants to cancel the sale and get the money back, the operator should cancel the order but will not generate the invoice.

I think rosehead ideia should work, but I still don`t know how to set it up!

Thanks again!