Manage POS Orders

After creating POS orders, you can manage them from the orders list and order detail pages. This guide covers searching, filtering, recording manual payments, voiding orders, and understanding order statuses.

Viewing the Orders List

Navigate to Dashboard > POS > Orders (or click the Orders button on the POS screen).

The orders list shows a table with the following columns:

Column	Description
Order	The order number (e.g., `POS-20260402-0001`) and the payment type if a payment has been recorded.
Customer	The customer name, or "Walk-in" if no customer is attached.
Date	When the order was created.
Status	The current order status (see Order Statuses below).
Total	The grand total. If there is an outstanding balance, the amount due is shown in red below the total.

The header shows summary stats for the current page: total order count, completed orders, and total sales revenue.

Searching Orders

Use the search bar to find orders by:

Order number (e.g., POS-20260402)
Customer name

Search results update automatically with a short debounce delay.

Filtering by Status

Use the status dropdown to filter orders:

All Statuses (default)
Pending
Completed
Refunded
Partial Refund
Voided

Changing the filter resets to page 1.

Pagination

Orders are displayed 20 per page, sorted by creation date (newest first). Use the page navigation at the bottom to move between pages.

Order Detail Page

Click any order row to open the detail page at Dashboard > POS > Orders > [orderId].

The detail page has three main sections:

Order Items

Lists every line item with:

Item name
Unit price and quantity
Whether the item is taxable
Line total

Order Summary

Shows the financial breakdown:

Subtotal: Sum of all line item totals.
Discount: Discount amount applied at order creation (if any).
Sales Tax: Tax calculated from the sales tax rate.
Additional Tax: Second tax if configured.
Total: Grand total.
Paid: Total payments received so far.
Amount Due: Remaining balance (total minus paid). Shows "Paid in Full" with a check mark when the balance reaches zero.

Payment History

Lists every payment recorded against the order:

Payment type icon (banknote for cash, document for check, credit card for card-present, globe for card-not-present)
Payment type label
Date and time processed
Card last four digits (for card payments)
Amount

Recording a Manual Payment

For cash, check, and other non-card payments:

On the order detail page, click Record Payment.
In the payment dialog, choose a payment method:
- Cash (if enabled in settings)
- Check (if enabled in settings)
Enter the payment amount. It defaults to the full amount due. You can enter a partial amount.
Optionally add notes (e.g., a check number or reference).
Click Record [amount] to save the payment.

The system generates a reference ID automatically in the format TYPE-YYYYMMDD-XXXXXXXX (e.g., CASH-20260402-A1B2C3D4).

Valid Manual Payment Types

The server accepts these payment types for manual recording:

Type	Description
`cash`	Physical cash
`check`	Paper check
`electronic`	Electronic transfer (Zelle, Venmo, CashApp, etc.)
`other`	Any other payment method

Partial Payments and Split Tender

You can record multiple payments of different types against a single order. For example:

Record $25 in cash.
Record the remaining $15.50 via card terminal.

Each payment is tracked separately. The order status changes to Completed only when total payments meet or exceed the grand total.

Voiding an Order

You can void an order that was created in error, but only if:

The order status is Pending.
No payments have been recorded against it.

To void:

On the order detail page, click Void Order in the actions section.
Enter a reason for voiding (required, up to 500 characters).
Click Void Order to confirm.

The order status changes to Voided and the reason is appended to the order notes. This action cannot be undone.

If the order already has payments, you cannot void it. Use the refund process instead (for completed orders with card payments, refunds are processed through Stripe).

Order Statuses

Status	Code	Description
Pending	0	Order created but not fully paid. Payments can still be added.
Completed	1	Total payments meet or exceed the grand total.
Refunded	2	The full order amount has been refunded.
Partial Refund	3	Part of the order amount has been refunded.
Voided	4	Order was canceled before any payment was collected.

Status transitions:

Pending can become Completed (via payment), Voided (via void action), or remain Pending (partial payment).
Completed can become Refunded or Partial Refund.
Voided, Refunded are terminal states.

Order Notes

Notes can be added in two ways:

At order creation (via the notes field on the POS screen).
Automatically by the system when an order is voided (the void reason is appended) or when a payment note is recorded.

Notes appear in the Notes section on the order detail page and are preserved as an append-only log.

Tips

Daily review: Filter by today's date and "Pending" status to find orders that still need payment.
Use search for lookups: When a customer asks about an order, search by their name or the order number.
Quick navigation: From the order detail page, click New Order to jump back to the POS screen, or Back to Orders to return to the list.
Walk-in vs. customer orders: Orders without a customer show "Walk-in" in the list. Enable Require Customer Selection in settings if you need to track every sale to a customer.

Set Up POS -- configure settings and payment methods.
Process a POS Order -- create new orders.
Accept Terminal Payments -- collect card payments with a reader.

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