Using TB Payments

Chapter 1. Accepting Credit Card Payments

Section 1. Sign on Slip (Pre Auth)

If you have enabled Sign on Slip and Tipline on Credit Card Receipt (Pre-Auth), follow this method for processing a payment and reconciling a tip written onto the credit card slip. Note, ensure you’ve note disabled Automatically Print Receipts on the TB Payments setup screen.

1. From your Register screen, tap Checkout.

2. From the Checkout screen, tap Credit Card.

3. Tap Pay in Full or enter a lesser amount.

4. Swipe, insert, or tap the card and follow the on-screen instructions. The payment device’s battery level will be displayed. Keep an eye on this level. If it gets below, 10% the device will prevent you from initiating a transaction. This is to ensure you don’t lose battery power during a payment and run the risk of TouchBistro thinking the payment went through when it didn’t. You should periodically recharge the payment device through the day.

5. TouchBistro will print a merchant and customer copy of the credit card receipt. After printing, you can close the order.

6. If you enabled Include Tipline on Credit Card Receipt (Pre-Auth), present the credit card receipt to the customer for signing and inclusion of a tip.

1) Reconciling Tips Written on Receipts

If the customer writes in a tip on the credit card receipt, the server or a user with a manager or admin passcode needs to access the closed bill and enter the tip.

1. From the floor plan layout screen, tap Orders.

2. Tap the Closed Bills tab.

3. Locate the bill with Tip Required. If you have a lot of closed bills, slide Only show if tip required to the green position to filter out bills not requiring tip reconciliation. To further aid you, the Closed Bills tab also displays the authorization details found on the credit card slip and the guest check. That is the credit card type used, the last four digits of the credit card. This information is only displayed on closed bills that need the pre-auth completed.

Additionally, you can enter the bill’s authorization number or the last four digits of the credit card number in the search field and find any bills that match the entered number pattern.

4. When you’ve located the bill, tap the bill.

5. Tap the payment.

6. Enter the tip written on the receipt in the Tip field. Tap Process Card.

7. Verify you want to charge the credit card for the new amount and tap Yes.

8. You will see an approval message.

9. Repeat if the bill had multiple payments requiring the entry of tips.

10. If you tap on the bill, in the Print Preview, you will see the tip has been added to the final bill.

2) Correcting a Pre Auth Tip

If a tip written on a credit card slip was entered incorrectly, as long as the batch has not been submitted, you can correct the tip. Note: this feature is only available if the closed bill is still in the batch. TB Payments automatically submits the batch at 11:30 PM EST.

1. Tap Orders.

2. Tap the Closed Bills tab, tap the closed order you wish to correct, tap More, and then tap View/Edit Payments.

3. Tap the Information icon associated with the payment and then tap Reverse Pre-Auth Tip.

4. This will remove the tip included in the payment and return the payment to its Tip Required status. You can then tap on the bill and redo the pre-auth field with the correct amount.

Access to this feature is only available to the Admin account and, typically, a Manager staff type.

You can enable access or disable access for the staff type by enabling or disabling the staff type’s Can Manage Orders permission.

Section 2. Sign on Screen

If you have enabled Sign on Screen, follow this method for processing a payment:

1. From your Register screen, tap Checkout.

2. From the Checkout screen, tap Credit Card.

3. Tap Pay in Full or enter a lesser amount.

4. Swipe, insert, or tap the card and follow the on-screen instructions. The payment device’s battery level will be displayed. Keep an eye on this level. If it gets below, 10% the device will prevent you from initiating a transaction. This is to ensure you don’t lose battery power during a payment and run the risk of TouchBistro thinking the payment went through when it didn’t. You should periodically recharge the payment device through the day.

5. If you set up TouchBistro to accept on screen sign-ons, you will be prompted to pass the iPad to the customer. Tap Continue.

6. TouchBistro will present the customer with tipping options. Instruct the customer to select a tip and tap Done when ready.

7. TouchBistro will present the customer with a sign on screen box. Instruct the customer to sign with the tip of their finger or an iPad compatible stylus in the white box.

8. Tap Done to process the checkout.

9. After the bill has been paid in full, TouchBistro will prompt you to close the table.

10. TouchBistro will generate a merchant and customer copy with a digital facsimile of the customer’s signature. Note: TouchBistro does not store these signatures. If you reprint a credit card slip at a later time, TouchBistro will not re-render the signature. Save the merchant copy if you feel a need to keep a permanent record of customer signatures.

Section 3. Changing Payment Workflow

If you tap Credit/Debit Card, TouchBistro will default to the Sign on Slip/Sign on Screen setting you selected on the Payment Gateways screen. If you want to change payment workflow for a particular payment (for example, you have TouchBistro set up to default to Sign on Screen but you want to do a pre-auth for a particular transaction), you can tap the Information icon and select the alternative payment workflow.

Chapter 2. Doing a Card Not Present Transaction

1. From the Checkout screen, tap the Information icon next to Credit Card.

2. Tap Manual Entry.

3. Tap Pay in Full or enter a lesser amount.

4. Enter the credit card details and tap Charge.

5. The credit card receipt will include a tip line. If the customer is to be presented with the credit card slip (for example, by a delivery driver), he/she can write in the tip. Alternatively, for remote phone orders, you can write in the tip.

6. If the customer enters a tip on the credit card slip, follow the normal pre-auth reconciliation procedure. If the customer prefers to include a tip over the phone, after closing the bill, immediately proceed to your Close Bills tab and follow the normal pre-auth reconciliation procedure.

Note: TB Payments refunds are a card-present refund. If the customer requests a refund, he/she will have to present the card in person to complete a refund.

Chapter 3. Performing an Offline Payment

If the Internet goes down and you’ve enabled Store and Forward, you can store up to 100 offline payments in your Ingenico payment device. The steps below assume you’re unaware your Internet has gone down while trying to process a payment.

Note: if you’ve not taken at least one online payment before losing your Internet, offline payments will not be available.

1. From your Register screen, tap Checkout.

2. From the Checkout screen, tap Credit Card.

3. Tap Pay in Full or enter a lesser amount.

4. Swipe, insert, or tap the card and follow the on-screen instructions. The payment device’s battery level will be displayed. Keep an eye on this level. If it gets below, 10% the device will prevent you from initiating a transaction.

5. If TB Payments detects the Internet is down, it will prompt you that the Ingenico payment device has been switched to offline mode. Tap OK.

6. You will be returned to the Checkout screen. If you have not enabled Pre-Auths, tap Credit Card to proceed with the payment in offline mode if you wish.

7. If you have enabled Pre-Auths, tap Back.

8. Tap <Back to return the floor plan.

9. Ensure you’re logged in as Admin and tap Admin | Admin Settings.

10. Tap Payment Gateways and scroll to the bottom. Disable Include Tipline on Credit Card and then tap Back to return to the floor plan.

11. Return to the table, order, or cash register.

12. Return to the Checkout screen and tap Credit Card.

13. Tap Pay in Full or enter a lesser amount.

14. You will be prompted to swipe the card. You cannot dip or tap the card when it is in offline mode.

15. You will have to manually close the order. Tap Close Order.

16. Close the order.

Section 1. When the Internet Comes Back Online

When the Internet has returned, you should upload the stored transactions as soon as possible. The transactions are stored in the Ingenico payment device so you will need to ensure the device is powered on and plugged into your iPad.

1. From the floor plan layout screen, tap Orders.

2. Tap the Closed Bills tab.

3. Here you can review any offline payments. After reviewing your pending offline payments, tap Done.

4. Ensure you’re logged in as Admin and tap Admin | Admin Settings.

5. Tap Setup.

6. Tap Upload Store and Forward Transactions.

7. TouchBistro will upload your stored transactions and alert you to the number of successfully uploaded transactions, as well as any transactions that had problems.

8. Tap Done to exit from this screen.

9. If you disabled Include Tipline on Credit Card, reenable it and then tap Back to return to the floor plan.

Chapter 4. Credit Card Refunds and Reprints

Section 1. Refunding a Bill before you Close Your Day

1. From your floor plan, tap Orders.

2. Tap the bill you wish to refund and tap the More button. Tap Refund Sale.

3. Tap Full Refund.

4. Tap the Integrated Refund option.

5. You will be prompted to insert or swipe the original card. Do so and follow the onscreen instructions. Note the battery power indicator for the device.

6. Close the sales refund invoice.

7. You are returned to the Closed Bills tab. Your refunded negative sales invoice is moved to Closed Bills.

8. Your end of day will properly reflect the original bill and the matching refund. In the example pictured above, we’ll assume we had one order for the day and we also refunded it. We can see the order is matched with an equal but negative refund. It nets out to $0 sales for the day.

1) Refund Process is Interrupted

 

If for some reason you are interrupted and you did not complete the refund process, you can access Bar Tabs and find your negative refund invoice under bar tabs. The refund sale invoice is automatically named after the bill number of the refunded bill. Tap it and tap Edit Order to open it (or right swipe on the order).

When you open the refund sale invoice, you will notice all items in the refunded bill are negative quantities. If the items have programmed mandatory modifiers, ignore the warning. If the refunded items are inventoried, TouchBistro returns the inventory count. As well TouchBistro correctly calculates the refunded tax. Tap Checkout to close out this refund invoice.

Section 2. Performing a Partial Refund

These steps assuming you’re refunding a bill for the current day. If the bill that needs to be refunded is from a previous day, find the bill via Bill / Guest Check History.

1. From your floor plan, tap Orders.

2. Tap the bill you wish to refund and tap the More button. Tap Refund Sale.

3. Tap Partial Refund.

4. Swipe left on the items you don’t want to refund and tap Delete.

5. Tap Checkout. Ignore any warnings about unsent items.

6. Tap the Integrated Refund option.

7. Follow the normal steps for performing a full refund.

Section 3. Card Not Present Refund

TB Payments refunds are a card-present refund. If the customer requests a refund, he/she will have to present the card in person to complete a refund. You can, however, use your TouchBistro Payments Portal to do a card not present refund. See Chapter 2, Section 2.

Section 4. Processing a Void

TB Payments uses a batch system. Money is not deposited into your merchant account until the batch is submitted. This has the advantage of allowing you to void transactions before they get submitted. It can be helpful if you have correct an error (for example, the customer used the wrong credit card). The advantage of using a void is no transaction is registered on the customer’s credit card report. Voids can only be performed as long as you have not submitted your batch. After a submission, you need to refund a purchase to correct any error.

Imagine we’ve done one transaction so far for the day. Until the batch is automatically submitted at 11:30 PM EST, you still have the opportunity to void that transaction. To void:

1. Tap Orders.

2. Tap the Closed Bills tab, tap the closed order you wish to void, tap More, and then tap View/Edit Payments.

3. Tap the Information icon associated with the payment and then tap Void Payment.

4. You will be given a warning. After acknowledging the warning, you will see your payment is now gone. Tap Done. At this point the payment has been deleted from the batch. There is no way to get it back.

5. You are returned to the Close Bills tab. Although you voided the payment, the void does not delete the closed bill. It just removes the integrated payment. If you were to close your day at this point, you would have $90.40 in sales but no matching payment. You need to balance this voided bill with a non-integrated refund.

6. Tap the voided bill, tap More, then tap Refund Sale.

7. Tap Full Refund.

8. Do not tap Integrated Refund option at this point. Close this refund invoice using the Non-Integrated Credit Refund option.

9. Select the card type you voided. For example, if you voided a Visa transaction, tap Visa.

10. Tap Full Refund.

11. Close the sales refund invoice.

12. If you were to return to your Closed Bills tab, you’d see your original closed bill and the negative refund that balances out the void.

13. Similar to a refund, if this was the only transaction you did for the day, your sales would be properly balanced out to zero.

Section 5. Reprint a Credit Card Slip

If you need to reprint a credit card slip, see this guide for complete details.

Chapter 5. Creating Bar Tabs

Bar tabs can be more quickly started if you enable Create/Open Bar Tabs by Swiping Card on the Payment Gateways screen. If enabled, you can quickly populate the bar tab’s information screen with a swipe or card dip. The first name, last name, and the card’s last four digits are captured. As well, you can don’t have to re-swipe or re-dip the card at payment time.

Once enabled, do the following:

1. On the Bar Tabs tab, tap the Add + icon to start a bar tab. You cannot start a zero auth bar tab via the cash register or a table.

2. After a brief moment, you will be prompted to swipe or dip the customer’s card. You cannot tap to start a bar tab. Note: if you start an order on a register and transfer it to a bar tab, you will not be prompted to swipe/dip the card. You can only start a zero auth by creating the tab from the Bar Tab screen.

3. You will be returned to TouchBistro in a bar tab order screen. Complete the customer order per usual.

4. When the customer wants to pay, tap Checkout and access the Checkout screen.

5. The Bar Tab and Party Name will reflect the information captured from the card swipe/dip/tap. That is Last Name, First Name, and the last four digits of the card. Tap the Charge Card payment option. Follow the on-screen prompts and close the order.

6. All Zero Auth charges will print as a sign on slip/pre-auth. Give the customer and merchant copies to the patron to write in a tip and sign.

Section 1. Transferring a Zero Auth Bar Tab to a Table

If you started a bar tab with a swipe, you can transfer your bar tab to a table. The zero auth will get transferred to the table.

1. In the example above, we will use the Transfer to Table option to transfer the bar tab started as a Zero Auth to a table.

2. Select the target table.

3. When the customer is ready to pay, the zero auth payment option remains with the transferred order.

Chapter 6. Batch

TB Payments uses a batch system. The batch is automatically submitted at 11:30 PM EST. Any payments made after 11:30 PM EST will appear in your merchant account the day after.

See Also

Setting Up TB Payments

 

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