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Ordersys Documentation

website·Indexed 30 days ago

https://docs.ordersys.at

User guides and technical documentation for Ordersys, a digital ordering and billing system for events. Covers the Ordersys Portal for account management, the Boniersystem for order processing, and hardware setup for both 'Paperless' and 'Print' operating modes, including router configuration and printer troubleshooting.

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What's inside Ordersys

  1. Overview of Ordersys event ordering system

    Ordersys is a POS system designed for events that allows users to take orders, print or digitally transmit tickets to the output station, collect payments, and handle accounting. Staff members use their own smartphones via a web browser to record orders. The system supports two primary operational modes: 'Ordersys Print' (using an Ordersys router and physical ticket printers) and 'Ordersys Paperless' (using digital output displays and delivery staff).

  2. Understand Ordersys hardware and subscription costs

    Ordersys has no recurring fixed costs or subscription fees. Users pay a one-time fee for hardware (routers and printers) if needed. Shipping for hardware is free. For users opting for 'Ordersys Paperless', hardware costs are eliminated.

  3. Resolve missing master data requirements

    If the Table Overview is not fully functional due to missing master data, the system will prompt you to complete the following setup steps:

    • Rooms & Tables: Required if no rooms with tables are configured.
    • Product Categories: Required if categories are missing.
    • Products: Required if no products have been created.

  4. Operate Ordersys in Paperless mode

    Ordersys Paperless is an operating mode that functions without a router and ticket printers. In this mode, waiters use their own smartphones for ordering, delivery staff receive tickets on their smartphones, and the kitchen uses a tablet or TV as a digital output point (Ausgabepunkt). This mode requires only mobile reception or a local WLAN connection.

  6. Recommended hardware setup for the dispatch hub

    To optimize the dispatch process, the following hardware setup is recommended:

    • Tablet: Used by the Kommissionierer to operate the Dispatch Display.
    • Television: Used for a large-scale overview for chefs. Connection options include HDMI (via laptop), SmartTV browser, or a FireTV stick.
    • Printing/Notification:
      • For 'Ordersys Print': A receipt printer at the dispatch point for physical slips.
      • For 'Ordersys Paperless': Delivery staff receive orders directly on their mobile devices.

  7. Navigate to a table's order view

    There are two primary ways to enter the ordering process for a specific table from the Table Overview:

    1. Manual Selection: Tap on a table tile to open the order view for that table.
    2. QR Scanning: Use the 'Tisch scannen' (Scan Table) feature located above the grid. Hold the table's QR code (the same one used by guests) within the frame to jump directly to that table's order view.

    Note on Scanning: The 'Tisch scannen' button only appears in browsers that support in-page scanning (e.g., Chrome on Android). Otherwise, use the device's native camera app to scan the code, which will redirect the logged-in user to the table view.

  8. Take and process orders as a Waiter

    To take an order, first select a table via the table overview (selecting the room and then the table) or by using the 'Scan Table' (Tisch scannen) feature to read the table code.

    Once the table is selected:

    1. Tap products to add them to the cart (one tap = one item).
    2. Add comments using the pencil icon.
    3. Tap 'Order' (Bestellen) to send positions immediately to the respective output points (e.g., bar printer or kitchen display).

  9. Manage guest order requests as a waiter

    Guest submissions are treated as order requests (Bestellwünsche) and do not deduct inventory or book charges until processed.

    Identifying Requests:

    • A QR symbol on a table tile in the overview indicates a waiting guest.
    • If the wait time increases, the symbol turns red and pulses, and a notification dot appears on the room tab.

    Processing the Request:

    1. Open the table's order screen and locate the card "Gast … hat bestellt".
    2. Übernehmen (Accept): Reserves the request (guest sees "A waiter is on the way"), moves items to the cart. You can adjust quantities or add/remove items before clicking Bestellen (Order). Items then remain open on the table to be paid via the standard checkout screen.
    3. Verwerfen (Discard): Cancels the request if the guest no longer wants the items.

    If you empty the cart or leave the table without ordering, the request returns to "open" status for other waiters to claim.

  10. Manage billing and invoices in the Ordersys Portal

    Invoices are issued once a month via email and are payable within 14 days. A usage overview is sent at the beginning of the month to allow for billing address adjustments.

    • Access: All invoices are available in the Portal under the Abrechnung (Billing) section.
    • Hardware/Shop: These orders receive separate invoices sent with the shipping confirmation.
    • Early Invoicing: To request an invoice immediately after an event, select the event days under Abrechnung and submit a Rechnungsvorschlag (invoice proposal).

  11. Set up a TV overview for the kitchen team

    The Übersicht (TV icon, top right) provides a full-screen, read-only view for monitors or projectors.

    Hardware Setup Options:

    • HDMI: Connect a browser-enabled device (e.g., the picker's laptop) to the TV.
    • Smart TV: Use the built-in browser (Samsung, Google TV, LG) and log in with a Kitchen user account.
    • Streaming Stick: Use a FireTV stick or similar if the TV lacks a browser.

    Direct Link: To start the TV directly in overview mode, append ?view=overview to the Ordersys URL.

    https://[your-ordersys-url]/kitchen?view=overview

  12. Understand the Table Overview UI layout

    The Table Overview is the landing page after login, used for taking orders and processing payments. The interface consists of:

    • Rooms (Räume): Displayed as tabs at the top; swipe horizontally to switch between rooms.
    • Tables (Tische): Displayed as tiles below the room tabs (e.g., 'FZ-12' represents Room Short Name + Table Name).
    • Open Items Indicator: A red number on the right side of a table tile indicates the number of open (unpaid) positions.
    • Guest Order Indicator: A QR symbol on the left of a tile indicates a guest has ordered via a Table Code. If the symbol pulses red, the order has been waiting for some time. A dot on the Room tab indicates pending orders in rooms that are not currently active.