How To Take a Payment in your Point of Sale (POS)

This Help Topic will guide you through the steps involved in accepting a payment in the Point of Sale (POS) system of Skyware Systems.

Applying payments to an open check is performed using the Payments tab on the Restaurant Check page or the Quick Sale screen.

Note: The Quick Sale screen and the Restaurant Check screen are the same, except that the "Change Table" button displays -NONE-.

 

First you must have an open check displayed on the Restaurant Check screen or the Quick Sale screen. (If you need help in generating an open check, please see our help topics How to Open a Check, Create or Open a Check, Modify an Open Check and Add, Remove or ReOrder Menu Items from an Open Check for further information).

Note: For most servers, only open checks under their own quick ID will be available to view. Most servers will only have access to the restaurant log in screen rather than the full Skyware system. From within Skyware, all open checks should be available to view.

 

 

If you do not already have an open check displayed, there are multiple ways to view an open check, if you have access to the full Skyware system. If not, you must access an open check from the Restaurant Log in screen. (Again, most servers will only have access to the restaurant log in screen rather than the full Skyware system):

 

Note: Clicking on Quick Sale will only show open Quick Sale checks.

 

Point of Sale (POS) Restaurant Log in page

Restaurant Log in screen OR Restaurant Log in screen example, NEW look for Skyware

Enter your Server ID. You cannot create a check or view open checks for your tables from the restaurant log in page without a server ID number. Type the User number into the Server Quick ID log in field. This can be done using the keyboard, or by using the keypad on the screen.

Click Quick Sale on the restaurant log in page (on right) to open the Quick Sale screen, then select the appropriate check on the left side of the Quick Sale screen.

Quick Sale button on Restaurant Start screen

 

 

i. Access the Quick Sale screen directly from the Quick Menu:

Quick Menu with Quick Sale command selected, NEW look for Skyware

OR

a. Select Point of Sale (POS) => from the Quick Menu to open the main POS screen Menu Screen.

Quick Menu with Point of Sale option selected OR Quick Menu with Point of Sale => command highlighted, NEW look for Skyware

Note: The exact arrangement of the options in your quick menu may differ from this example.

OR

Full menu

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

From the Other section, select Point of Sale (POS) =>.

Other section of the Full Menu with Point of Sale => command selected, NEW look for Skyware

 

This will display the main POS screen Menu Screen, which has two sections, Checks and Reports.

Point of Sale (POS) MenuORMain POS screen menu inside Skyware, NEW look for Skyware

From the Checks section, select Quick Sale.

Checks section of the main POS Menu with Quick Sale command selected, NEW look for Skyware

 

When the Quick Sale screen is open, the first (in numerical order) open Quick Sale check will be displayed but ALL your open Quick Sale checks will be listed on the left side of the screen.

Quick Sale screen example showing an open check, with checks currently open highlighted

The number of the displayed check is shown in blue. Click on the desired check number to display the specific information and customer order information for the selected check on the screen.

 

 

Restaurant Log in screen OR Restaurant Log in screen example, NEW look for Skyware

Enter your Server ID. You cannot create a check or view open checks for your tables from the restaurant log in page without a server ID number. Type the User number into the Server Quick ID log in field. This can be done using the keyboard, or by using the keypad on the screen.

Click the Table command, and select one of your tables with an open check (listed in blue) from the Table list. This will automatically take you to the restaurant check page for that table and the open checks) . Clicking on the Table command will show checks at specific tables (in parenthesis is the number of checks at the table).

There is a button next to Table for Checks on the log in screen that will list all the checks that are open at the table, allowing you to specifically choose one, otherwise the open checks for the table will again be listed in numberical order with the earliest/lowest number shown on the screen.

 

1. Directly from the Point of Sale (POS) Restaurant Log in page. (Your system may be configured such that this is the first screen you see).

 

 

i. Access the restaurant check screen directly from the Quick Menu using the Create/Open Check command to reach the Restaurant Log In screen, enter your quick ID then select the appropriate check (on the left of the screen): 

Quick Menu with Create/Open Check command selected, NEW look for Skyware

OR

a. Select Point of Sale (POS) => from the Quick Menu to open the main POS screen Menu Screen.

Quick Menu with Point of Sale option selected OR Quick Menu with Point of Sale => command highlighted, NEW look for Skyware

Note: The exact arrangement of the options in your quick menu may differ from this example.

OR

Full menu

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

From the Other section, select Point of Sale (POS) =>.

Other section of the Full Menu with Point of Sale => command selected, NEW look for Skyware

 

This will display the main POS screen Menu Screen, which has two sections, Checks and Reports.

Point of Sale (POS) MenuOR Main POS screen menu inside Skyware, NEW look for Skyware

From the Checks section, select Create/Open Check.

Point of Sale Menu with Create or Open Check option selected OR Checks section of the main POS Menu with Create/Open Check command selected, NEW look for Skyware

 

After you open the restaurant log in screen and select a check to view, the specific information and customer order information for the check should be displayed.

Restaurant Check screen with check details displayed for open check number 490

Note: Once you are viewing the Restaurant Check screen, all your open checks at the selected table will be listed on the left side of the screen. You may click on a different check number to display the specific information and customer order information for that check on the screen, if desired.

 

Note: The open Checks screen lists all open POS checks within the system and allows you to view the details within the screen, then select one to open in the restaurant check screen.

 

Select Point of Sale (POS) => from the Quick Menu to open the main POS screen Menu Screen.

Quick Menu with Point of Sale option selected OR Quick Menu with Point of Sale => command highlighted, NEW look for Skyware

Note: The exact arrangement of the options in your quick menu may differ from this example.

OR

Full menu

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

From the Other section, select Point of Sale (POS) =>.

Other section of the Full Menu with Point of Sale => command selected, NEW look for Skyware

 

This will display the main POS screen Menu Screen, which has two sections, Checks and Reports.

Point of Sale (POS) MenuOR Main POS screen menu inside Skyware, NEW look for Skyware

From the Checks section, select Open Checks.

Checks section of the main POS menu with Open Checks command selected, NEW look for Skyware

This will open the Open Checks screen, which lists all open POS checks currently in Skyware on the left, and the details of a selected check on the right.

Open Checks screen example, NEW look for Skyware

View the desired open check on the restaurant check screen using the button "Go to the Selected Check" in the local tool bar of the screen.

Selecting an open check to view on the restaurant check screen example, NEW look for Skyware

 

Once you are viewing the open check on the Restaurant Check screen, the specific information and customer order information for the selected check should be displayed.

Restaurant Check screen with check details displayed for open check number 490

 

Note:  For information on entering menu order information, number of customers at a table, firing an order or otherwise modifying the open check please see Modify an Open Check and Add, Remove or ReOrder Menu Items from an Open Check for more details. This Help topic assumes that you have already entered these details and are ready to take payment.

 

 

The Postings list on the right hand side of the screen provides the running total of the currently open check. The Payments tab (middle section below banner) has several fields and allows you to apply customer payments to the open check. When ready to make a payment to this open check, select the Payments tab.

Open check shown on Restaurant check screen with Payment tab button highlighted

Clicking on the Payments tab will open the payment option fields. Various options will be available such as cash, room charge or credit card (see Payment Type, below). Keep in mind, the selections you have available for Payment Type and the fields required are determined by how the Point of Sale (POS) system has been configured. See Point of Sale (POS) Configuration Menu Overview for further details.

Payment tab of the Restaurant Check screen example, NEW look for Skyware

Note: Any payment methods that have an * next to them require a Quick ID. Not all properties use them.

When chosen, all options will have a similar set of fields to complete, including splitting buttons, amount or tendered field, a refund button and fields for the Quick ID and Pass code. They do however differ slightly depending on the details (for example, cash payments will not have any fields to enter credit card details, and cash payment has an additional "change due" field).

The Amount or tendered field will be automatically completed (using the Total due on the Postings list as 100% of the check) but may be manually adjusted. Apply any calculated gratuities or discounts to the check before taking payment, and if you need to split the check, it is recommended that you apply credit card or room charge payments before applying Cash payments when a check is split. When ready, click the post button to post the payment to the check.

 

 

If one is shown, the gratuity field on the Payment tab is generally only used with credit card payments (see "Credit Card Payment" in the Payment Type section below for more details). In all other cases the Gratuity/Misc $ tab should be used. See also Applying Discounts or Gratuities to an Open Check.

Be sure to do this before posting payments for the check.

Gratuity/Misc $ tab example, nEW look for Skyware

The Gratuity/Misc $ tab in the Restaurant Check page (middle section below banner) allows you to apply a gratuity (tip) and/or discounts to the check. These can be applied either as straight currency amounts (left) or as a percentage of the check (right) for both discounts and gratuities. Items can be set up in configuration to not allow a discount. The amount discounted will only apply to those items that allow discounts.

Use this tab to add an automatic gratuity and/or discount to the check, in either currency amount or as a percentage of the check. Any non-credit card payment where the gratuity needs to be recorded, the gratuity should be posted from the "Gratuity/Misc $" tab (ideally before the final payment).

For gratuities in particular, whether you apply them before or after printing the check for payment depends on the situation.

NOTE: It is not uncommon for customers to simply write a Total amount to charge on their check, or to add the tip amount incorrectly. Regardless of which applies, the number entered by the customer in the Total space of the printed check is the amount that must be charged.

If the restaurant has a policy of adding an automatic gratuity (for example to tables of 6 or more), use this tab to post the additional charge to the check before printing it for payment.

Alternately, if the customer has added a tip to their payment, you could apply that amount in this tab after receiving payment from the customer, creating a zero balance for the check and no mistakes in posting amounts.

For this reason, you may want to make a habit of applying customer-added gratuity to the check after printing the check. This ensures that you do not attempt to apply a gratuity to the check that does not add up to the total payment authorized by the customer.

Click the Gratuity/Misc $ tab to activate it.

 

Each of the (4) boxes on the tab has its own "Post" button associated with it. This allows you to enter the gratuity amount or percentage as well as the discount amount or percentage and post each separately.

 

What you do next depends on the situation you are applying.

  • Apply Discount:

If you must apply a coupon for the meal, or an applicable discount (for example., AARP, hotel guest VIP club), enter the amount or percentage into the appropriate Discount text box and click the associated Post Discount button to apply it to the check.

  • Apply Gratuity:

If you must apply an automatic gratuity to the check, enter either the amount or percentage into the appropriate Gratuity text box and click the associated Post Gratuity button to apply it to the check.

If the customer has added a gratuity to their payment, you have the following additional options:

Enter the total amount paid into either the Amount Tendered field (if cash payment) or the Amount field (if other type of payment), and click Post.

Then enter the remaining Total Due shown in the Postings as the Gratuity amount and click Post Gratuity. This should render a zero balance on the check.

OR:

Enter the gratuity amount written on the payment receipt and click Post Gratuity.

Then apply the full payment amount.

 

 

 

See also Splitting a Check.

 

As can be seen the Payments tab field always shows four buttons across the top with percentages. These allow the option of paying the check in one (100%) or splitting the check evenly. (50% button will pay half the current check balance, 33% a third, or 25% a quarter).

Payment tab with percentage buttons for splitting a check highlighted, NEW look for Skyware

Note: If a check is split evenly, any payments posted subsequent to the first are considered separate and therefore 100% of that payment. (For example, a check is divided evenly between three people. The first payment is 33% of the total posted. The second payment is 50% of the total remaining, and the third payment is 100% of the total remaining balance, to bring the check to zero balance). The buttons calculate the amount automatically.

Recommended Practice:Apply credit card or room charge payments before applying Cash payments.

  • Select the Payment Type of the first payment.
  • Edit the Amount field to be the amount to be paid in the first payment.

If using the % buttons to split the check evenly, the amount will be automatically displayed in the Amount field. If not, the amount can be entered manually by clicking within the field. A numerical keyboard will display in place of the posting list that can be used, or it can be typed directly from the keyboard.

  • Enter the other required information, determined by payment type.
  • Click Post to apply the partial payment to the check.

NOTE: You must click Post to apply each payment type to the check. This is particularly important if the payment is split between credit and cash or between immediate payment and charge to the room.

Repeat these steps until the check is at a zero balance and can be closed.

 

When ready, select the desired Payment Type option from those listed on the left side of the tab by clicking on it.

 

 

This option will display a list of guests and rooms within the property below the set of fields requiring completion.

Payment tab showing payment type of Dinner Charge 2 room, with a guest selected

For this option, you will need the room number or site number to charge to, as well as any other information required by the system. This may include Guest Name or Group Name if the guest is part of a group folio.

The room/guest entry selected for payment is displayed in BLUE.

Note: The server may be required to check the guest's ID before using this option.

Note: If the name/room is displayed in black, there is credit on the room and the room can be charged (the check added to the guest's bill). If the name/room is displayed in red, there is no credit, or too little credit to cover the posted check, currently associated with the name/room selected. if posted to a guest's room whose name is in red, Skyware will attempt to authorize the card for the charges but it may not be possible.

 

If the check is to be paid with cash, when the option is selected, a screen with a numerical keyboard will appear on the right (where the posting list appears for all other payment types).

Payment tab, cash payment option, NEW look for Skyware

This keypad may be used to enter the amount of cash given by the customer, or the amount may be typed directly into the "Tendered" field.

Enter theTendered amount and then click Post. The Change Due is automatically calculated.

 

If the check is to be paid with by check, when the option is selected, the screen will appear with a reference field, allowing you to enter check details.

Check payment option on the Payment tab

 

Several different credit card options may be available, depending on the credit card options accepted at your Property. Be sure to select the CORRECT credit card type from those available. All credit card payment options have the same fields. The correct credit card option must be selected for a successful credit card swipe to occur.

Payment tab, credit card payment option, NEW look for Skyware

Swipe the credit card to complete the credit card information fields and click post to issue the authorization for the payment.

Note: In general, payment is posted to the credit card firstly as an AUTHORIZATION, which the guest then reviews, signs and enters a gratuity amount. This gratuity amount is then manually entered into the gratuity field here on the Payment tab, and the payment is then SETTLED immediately by clicking the Post button once more (posting the Amount total and the Gratuity total as final payment in one action to the credit card). If there is no gratuity to be added, you can manually check the "Settle Immediately to Credit Card" box which will then allow immediate payment after clicking the post button, however as the authorization process automatically checks this box for you, a typical restaurant style payment procedure should be one of authorization followed by settlement to ensure the correct amount is posted as the payment.

 

The Gratuity field in the payments tab is only used with credit card payments.

 

In general, when a credit card is used to make a payment, the Payment tab should be used rather than the Gratuity/Misc $ tab to add the gratuity amount. In most cases, the payment is posted to the credit card firstly as an AUTHORIZATION, which the guest then reviews, signs and enters a gratuity amount. This gratuity amount is then entered into the gratuity field on the Payment tab, and the payment is then SETTLED immediately by clicking the Post button. This will post the Gratuity and the final payment (including gratuity) in one action to the credit card, all without using the Gratuity/Misc $ tab.

(Step wise, you will post the authorization, enter the gratuity, then post the final payment).

Only if the initial payment was settled immediately instead of posting as an authorization will you use the Gratuity/Misc $ tab - in this case, the Gratuity field on the Payment tab is no longer available since the payment was settled, so you must post gratuity from the "Gratuity/Misc$" tab and then post a second payment, settled immediately, to cover that gratuity amount. .

 

Example: For a typical restaurant style payment procedure of authorization followed by settlement - this begins after the guest is presented a check (Print Receipt) and gives their CREDIT CARD for payment. In this case, the Payment tab rather than the Gratuity/Misc $ tab is used.

 

The initial payment is posted, whether for the total due or a partial payment. Most importantly the "Settle immediately to Credit Card" box should be unchecked (this should happen automatically).

Quick Sale screen example with Payment tab open showing amount and the settle immediately check box highlighted

This will post as an Authorization which will display in red and will not reduce the total due.

Check section of Quick Sale screen showing the credit card authorization, with total still being owed highlighted

The Guest is now presented with the Payment receipt where they will sign and enter gratuity. Back at the terminal you can see that the Amount due should be filled in and the "Settle Immediately..." box should now be checked (you do not need to touch these in most cases).

Note: If necessary you can select the specific authorization by clicking on it (used mostly in the case of multiple cards on 1 check).

Below the Amount field you can enter the Gratuity amount indicated on the check.

Payment tab open showing amount, entered gratuity amount and the settle immediately check box highlighted

Once the gratuity has been entered, click "Post". This will post the Gratuity and the final payment (authorized amount AND gratuity) in one action which should bring your check to a total due 0.00 balance.

Check with authorized amount and gratuity amount highlighted showing amount posted and the total due now being 0.00

 

Note: Gift Cards must be authorized and enabled for your Property to see this option.

Gift Card payments act similarly to a cash payment. The payment type option has a field for the gift card number. This MUST be completed before the payment can be posted. Completing the field may be done manually, or if you have one, using a swipe/card reader (NOT the EMV device used with a credit card).

Payment tab with Gift Card option shown

This payment tab option has a gratuity field, similar to the one seen with the credit card payment types. If desired, you may simply enter in the gratuity amount to this field BEFORE the payment is posted. Unlike the credit card payment tab, posting the payment will immediately subtract the amount from the total on the gift card, not simply authorize the charge. This field is recommended for use if the gift card payment is being used for example at your restaurant, where the gratuity will be going to the server. If the card is being used at a point of sale such as a spa, where the provider of the service is not necessarily the person taking the payment, using the Gratuity/Misc $ tab instead allows you to specify whom the gratuity is given to.

Note: Gift cards can only be used up to the total amount on the card. If this total is less than the check total, the remainder will remain on the check and requires a different method of payment. The gift card balance may be checked using the Gift Cards tab, which allows gift card activation, adding value, balance inquiry or deactivation (see the "Generate and Activate a Gift Card" section of our How to Enable Gift Card Use Help Topic for more details) but not USE of a gift card - using the gift card for payment requires the Payment tab.

Gift Cards tab on the Restaurant Check screen or Quick Sale screen

 

To charge an amount to Direct Bill, enter the A/R Account number manually into the field for the A/R Account number, or choose the account from the listing.

Payment type Direct bill ooption example

As with the charge to room option, the entry selected for payment is displayed in BLUE

 

A restaurant charge may be voided if necessary using this payment type option.

You will need to post the void "payment" as you would any other payment type. In effect, the void acts as a credit towards the check. It may be for all or part of the check total.

Payment type option restaurant void

Be sure to enter the details of the void into the description field.

Note: When a restaurant check is voided, it will be saved in Skyware. The Voided Checks command ( in the main Point of Sale (POS) menu) allows you to view and search though all voided items on checks in the system. The listing includes other forms of voids, but is defaulted to VOIDREST, which are the voids on restaurant checks.

 

Whichever payment type you are using, once the fields are completed, be sure to click the Post button to post the check and take the payment.This applies the payment to the check. The payment will NOT be applied until you have posted it.

All posted payments will be shown on the postings statement (including how the payment was made), and when you have finished taking payment, should bring your check to a total due 0.00 balance.

Posting statement example with a cash payment and 0.00 balance shown

Once the check is paid, you can click Print Receipt to provide a copy to the customer or, if the check is paid using a credit card, click Payment Receipt.

Note: If there is an issue with remote sending of the receipt to the printer, you will see the "Check NOT printed" error button and need to correct the problem before it may be printed. See Check(s) NOT Printed (POS) for more details.

When the balance on the check is zero, click Close This Check to close the check.

Postings statement example with close this check button highlighted

When the check is closed, it will be saved to Skyware and the restaurant check screen will be returned to the new check screen, ready for you to open the next check. The Check History command (in the main Point of Sale (POS) menu) allows you to view and search through all closed checks in the system.

 

Date Updated July 20, 2023