Pay Order

Collect payment for an open order, a split check, or a new order sent with Pay & Send. Check the balance and any existing payments before charging a card.

Open the payment screen

• From an order: open the order and tap Pay. If the order has split checks, the Split Checks screen opens instead. Tap Pay on the check you’re collecting. See Split and merge checks.
• When sending a new order: tap Pay & Send in the cart (iPad only). It’s hidden when Use Send & Pay order is off in the Back Office.
• Drive-thru: tap pay on the drive-thru order.

Pay appears only on orders paid at the store: POS and kiosk orders, and third-party orders the customer pays at pickup. Orders already paid online or through a delivery platform don’t have it.

For a third-party order paid at the store, a staff member must be signed in. If no one is, the POS asks someone to sign in and then opens the payment screen. If the order isn’t assigned to anyone yet, it’s assigned to that staff member.

If the Back Office requires earlier orders to be paid first, sending a new order shows Must pay off "N" open orders before placing new one. Pay the open orders, then send again.

The payment screen on iPad

• Top bar: the order (or check #N) and the amount to charge, Switch to Me when the order belongs to another server, a card icon to capture a tab when pre-authorization is on (not on third-party orders), a pencil icon for the Edit menu, and X to close.
• Payment methods on the left, with Review Order below them to see the items.
• Totals: Auto Tip when there is one, your cash discount or surcharge line, Total, and Paid (red until the balance is paid). If more was collected than the total, you see Overpaid! Please void extra transaction.
• Payment list: each payment with its Method, Base, Tip, Adjust, and Total, or No Charge Yet. On each row:
  • Tap the row to see the payment details.
  • Swipe left to Void Transaction. See Void a payment from this screen.
  • Tap the pencil to adjust the tip.
  • Tap FF on a card payment to send it to the customer display for the customer to add a tip. With Show Rotating Tip Editor on, it opens the rotating tip editor on this device instead.
  • Tap the printer to print a Restaurant Copy, Customer Copy, or Both (credit card and Stripe payments), or a Customer Copy (other methods).
  • Cash rows show what was received, the cash tip, and the change.

The pencil and FF don’t appear on kiosk orders. Once the order or check is fully paid, the method area shows only Text Messaging Receipt, to text the customer a receipt (not on third-party orders).

The payment screen on iPhone

The iPhone opens Create a payment:

1. Check the amount due at the top. It includes any auto tip. Total and Paid are listed below it.
2. Under How to charge, choose:
   • Tap to Pay on iPhone to take a card on the phone itself.
   • Other Payment Methods for everything else: card readers, cash, gift cards, and the rest. It opens the same method list as on iPad.
3. Tap Next. With Tap to Pay, the customer taps their card on the phone.

The bottom bar also has Review Order and Edit. Under Payment History, long-press a payment for View Details, Adjust Tip, Send to Front Display, or printing, and swipe left to void.

The first time you use Tap to Pay, Next opens the Tap to Pay setup page. Tap Enable Tap to Pay, allow location services, and sign in with your Apple ID. When it shows Tap to Pay is enabled, close the page and tap Next again. If it shows Connection timeout. Please try again., check the connection and try again. Tap to Pay isn’t offered on iPhones that don’t support it.

Payment methods

The method list shows the methods your business accepts:

Turn methods on and off in the Back Office under POS settings. The method selected first is the default reader set in Payment Settings.

In Selflane POS 7.9.1 or later, the Back Office maximum card amount applies to PAX, Stripe readers, Tap to Pay, and MagTek. The POS checks the amount before tips, including any adjustment, before asking for the card. A charge above the limit is refused.

• Credit Card and Debit Card: tap Charge $X and have the customer insert, swipe, or tap their card on the reader. If pre-authorization is on, Open Tab starts a tab on a credit card instead. The gear icon opens the reader settings.
• Stripe: tap Charge $X. If the reader isn’t connected, tap Connect first. If it needs an update, tap Update Reader Firmware.
• Cash, Check, Ext. Card, and custom methods: enter the amount on the keypad and tap Pay <method> $X (for Ext. Card, the button reads Pay Excard $X). On iPad, cash also has quick buttons ($10, $20, $50, $100, and rounded-up amounts) that charge right away. For Ext. Card, choose the delivery platform if it applies, or None.
• Gift Card: see Redeem Gift Cards.
• Member: opens the member lookup. Then tap Use Points, or Use Visit Reward for visit rewards. See Member.
• Booked: search by name or phone under Available Items, pick the deposit, and tap Use <name>. Each deposit shows its Deposit and remaining Balance.

Take a partial payment

To take part of the balance with one method, such as $10 cash before charging the rest to a card:

• For cash, check, Ext. Card, or a custom method, type the smaller amount on the keypad.
• For any method, open the Edit menu and tap Other Tender. In Modify Tender, enter the Amount (no more than the balance due) and the Tip separately, then tap Save. Reset restores the original amounts.

For check, Ext. Card, and custom methods, anything entered above the total is recorded as tip.

In Selflane POS 7.9.1 or later, the next payment asks for the remaining automatic tip after earlier payments. For example, if the automatic tip is $20 and $10 is already recorded, $10 remains.

Change the order before payment

Open the Edit menu: the pencil icon at the top on iPad, or Edit in the bottom bar on iPhone.

• Other Tender - change the amount and tip for the next payment. See Take a partial payment.
• Add Item/Voucher - add items or a voucher. It isn’t offered once the order or check has a payment, on evenly split or custom-amount checks, or on a split order as a whole.
• Apply Discount - change the order discount.
• Gift Card Discount - shown when the order qualifies for a gift card discount.
• Customize Auto Tip - change the automatic tip.

Kiosk orders and third-party orders paid at the store show only Other Tender.

Approval and limits:

• Apply Discount and Customize Auto Tip: if your business uses manager roles, staff without one need a manager’s approval. See Job Roles. Apply Discount shows Not Allowed once the order or check has a payment, and on checks split by amount.
• Gift Card Discount: appears only on an order that isn’t split and sold a gift card. A manager must always sign in to approve it, even when a manager is the one using the POS. Once the order has a payment, it shows Not Allowed.

Check the new balance before collecting payment.

Tips

How the customer adds a tip on a card payment depends on your settings:

• Before the charge: with Enable Pre-Charge Tip Editor on in POS settings, a tip screen opens before each credit card, debit, Stripe, or Tap to Pay charge. Tap Charge $X to charge with the tip you enter, or Skip to charge with the order’s auto tip, if any.
• On the PAX terminal: with Tip Entered on PAX Terminal on in POS settings (set on each iPad), the terminal asks for a tip on Credit Card charges for orders with no auto tip. The panel shows Please add tip, then insert/swipe/tap card, and the pre-charge tip screen is skipped.
• After the charge: if a Credit Card, Stripe, or Tap to Pay payment has no tip and the PAX terminal didn’t already ask, the POS opens the rotating tip editor when Show Rotating Tip Editor is on. Otherwise it sends the payment to the customer display and shows Sent to Front Face Display for Tip Adjustment.

When the rotating tip editor opens, the payment screen closes after the tip is saved, without Fully Paid.

In Selflane POS 7.9.1 or later, Close (X) on the pre-charge tip screen returns to payment without charging the card. Skip continues with the current tip. After the customer confirms, skips, or chooses no tip on that screen, the POS doesn’t ask for a tip again after payment.

To change a tip later, see Adjust Tip.

Finish the payment

Cash: the Cash Change alert shows the change due. Tap Print Customer Receipt, Close to leave the payment screen (once the order is paid), or Stay Here.

Other methods: when the order or check is fully paid, Fully Paid appears with print options (Print Restaurant Copy, Print Customer Receipt, and Print Both Copies for credit card and Stripe payments, or Print Customer Receipt for other methods) and Close. The screen closes on its own after 5 seconds, unless the order sold a gift card. Tap outside the panel to stay on the payment screen. Card receipts can also print automatically, depending on your printing settings.

If the order sold a gift card that failed to activate, Fully Paid shows Gift card issuing failed. Tap Retry Issuing.

Cash drawer: the drawer opens for cash and check payments when a receipt printer is set up and Auto open drawer in cash payment is on in the Back Office.

Pay & Send

With Only print to kitchen after payment (used in Pay & Send) on in the Back Office printing settings, Pay & Send holds the kitchen ticket until the order is paid. Otherwise the kitchen ticket prints right away and you pay as usual.

In Selflane POS 7.8.0 or later, while a held order is unpaid, you can’t swipe the payment screen away. Tapping X checks with the server first (Checking payment):

• If the order was paid, for example on another device, the screen closes with Order is Paid and prints any kitchen ticket that hasn’t printed.
• If it was canceled, the screen closes with Order was canceled.
• If a card payment is still being saved, the screen just closes.
• If it wasn’t, Next Step asks how to proceed:
  • Print Now and Pay Later - send the ticket to the kitchen and collect payment later.
  • Cancel Order - cancel the order. If your business requires a cancel reason, the cancel screen opens.
  • Cancel - stay on the payment screen.

Cancel Order is refused when:

• Void Charge First - the order already has a payment. Void it first.
• Card Charge Being Saved - a card payment is still being saved. Wait for it.
• Couldn't Confirm Payment - the server didn’t answer within 10 seconds. Check the connection and try again.

If the order is already paid when you tap Pay & Send (for example, a platform order that closes automatically), the payment screen doesn’t open and you see Order is Paid.

Switch the order to yourself

If you’re signed in and the order belongs to another server, tap Switch to Me, then Confirm and Proceed to make yourself the server. No approval is needed.

Void a payment from this screen

Swipe left on a payment and tap Void Transaction. Payments collected by a delivery platform can’t be voided here.

A confirmation shows the payment. Tap Void this Charge. For Stripe, the button shows Checking… while the POS looks up the payment, then reads Release Authorization (no processing fee) if the payment hasn’t been captured yet, or Refund Charge (processing fee applies) if it has. If your business uses manager roles, staff without one need a manager’s approval.

In Selflane POS 7.9.1 or later, cash, check, and Ext. Card payments taken within the Back Office void time limit void immediately, without confirmation or manager approval. The limit is in minutes: the default and maximum are 5. Set it to 0 to use the confirmation and normal approval rules for every void. Card-reader payments always follow those normal rules.

You see Charge voided when it’s done. For older payments and closed orders, see Void a payment and Refunds.

If a card is charged but the payment is still saving

In Selflane POS 7.8.0 or later, the POS keeps approved MagTek and Stripe payments and automatically retries saving them to the order.

If you see Card charged. Saving to order — don't charge again., or the orange banner Card charge of $X is still being saved to this order. Don't charge again., wait for the saved payment to appear in the payment list before taking another payment.

If you see Card charged, but it couldn't be saved to this order. Don't charge again — add the charge manually., ask a manager to reconcile the existing charge. Don’t take a second card payment to replace it.

Recover a PAX payment the order didn’t record

PAX payments aren’t part of the automatic retry. If the PAX terminal approved a card but the payment isn’t on the order, tap Lost a processed transaction? under the Credit Card or Debit Card panel. Recover a Credit Transaction asks the terminal for a sale made for this order or check and adds it. Use it on the same station that ran the sale, on the same day, while the order is still unpaid. The link isn’t shown when MagTek is your default reader.

Stripe asks about an earlier payment

If an earlier card payment is still being saved when you charge with Stripe or Tap to Pay, the POS shows A $X card payment is still being saved. and warns that charging again may charge the customer twice:

• Keep it leaves the existing payment in place while saving continues.
• Cancel it & charge again, if shown, first tries to release the earlier payment. The POS charges again only after confirming that it can do so. It appears only when every earlier payment is a Stripe authorization that can still be released.
• Charge anyway (manager) can charge the customer twice. If your business uses manager roles, staff without one need a manager’s approval. Reconcile the earlier payment before using it.

If the earlier payment has already saved, you see The earlier card payment was saved to this order. Don't charge again. If cancellation fails, you see Couldn't cancel the earlier card payment. Try again when online, or a manager can charge anyway.

If another device cancels the order

In Selflane POS 7.8.0 or later, before each card charge, the POS checks the order with the server (Checking order). If the order was canceled on another device, the payment screen closes with Order was canceled once any payment in progress finishes. Return to the order list and check the order’s status before continuing.

What staff might see

Pay from the Back Office

Use the Back Office payment option, sometimes called the virtual terminal, when you can’t take payment at the POS.

1. Open the unpaid order in the Back Office.
2. Click Pay Order and follow the payment prompts.
3. Confirm that the payment appears on the order before trying another method.

Manually entered card payments have different processing costs and chargeback risks. Use your normal POS reader when it’s available.

Related links

• Payment Settings - connect your card reader.
• Split and merge checks
• Adjust Tip
• Redeem Gift Cards
• Void a payment
• Refunds
• Event Ticketing - recover a paid ticket sale without charging again.