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Gratuities

You can accept tips/gratuities for credit cards using the gratuity system. You will need to set up a few things in order to use Gratuities. This document will help you get them set up and show you how to use them.

Setting up to accept gratuities requires the following steps:


Set up the Chart of Accounts




Click the New button on the toolbar to open the add/edit account screen:



Fields

Account Type: Select Asset from the list.

Account Number: Enter the account number.

Description: Enter Gratuities as the account description.

Sub Account: Leave blank for Asset account.

Next, setup the Income account. This will be the same general steps as the Asset account, except, you will choose Income account, use the Income account number and check the Subaccount checkbox and choose Income as the subaccount of.

Lastly, setup the Cost of Goods account. This will be the same general steps as the Asset account, except, you will choose Cost of Goods as the account type, use the Cost of Goods account number and check the Subaccount checkbox and choose Cost of Goods as the subaccount of.


Setup the Gratuity Item Group

Open System Setup | Item Groups.

To add the Gratuities group, click the New button on the toolbar.

Gratuity Item Group

Fields

Name: Enter ‘Gratuities’ to name the group.

Asset Account: Choose Gratuities from the drop-down list.

Income Account: Choose Gratuities from the drop-down list.

Cost Account: Choose Gratuities from the drop-down list.

Brand: Leave blank.

Enforce Compliance: Leave Unchecked.

Items Default %’s: Leave all at 0%.

Label Type: Change to None.

Cost Method: Change to Fixed.

Click OK to add the group.


Setup the Gratuity Item

The Gratuity item is how you will track gratuities.

To set up this item, from the Inventory Control menu, select Items. Click the New button on the toolbar and fill out the fields listed below:

Gratuity Item General Tab

Fields

Item No: Enter 334 as the item number.

Note: 334 is an arbitrary number. It has been customarily used when setting up gratuity, but you can use any item number. Optionally, click the Auto button to auto-assign the next item number.

Description: Enter ‘Gratuity’ for the item description.

Group: Select Gratuity from the drop-down list.

Item Type: Select Non-Inventory from the drop-down list.

Click the Pricing Tab next:

Gratuity Item Pricing Tab

Fields

Tax Level: Choose Non-Taxable from the drop-down list.

Cost Method: Choose Fixed from the drop-down list.

Replace Cost: Enter 0.00.

Allow Discount: Uncheck this Box to disallow discounting on this item.

Prompt for Price: Check this box.

Close the Item screen – this automatically saves the item.


Add Tip Line to your Charge Draft

Next, you will need to add a tip line to your charge draft. To do this, open the Cash Manager Program Editor. You can do this from any register, or from the back office.

Once in the program editor, choose Receipt & Pole Display, then click Define Receipt Text. Now you can edit the Body Text as shown.

Gratuity Tip Line

Click Save when done and then click Close to return to the Program Editor page.


Activate the Gratuity option in the point of sale

Select General Settings to get to the page where you can enable Gratuities.

Enable Gratuity

Check the Enable Gratuity checkbox and enter the Gratuity Item number you added earlier.


Entering Tips at the Point of Sale

Accepting tips is easy. It works as you would expect at any restaurant. The bill arrives, you approve it and place your credit card in the bill fold. The waiter/waitress then takes it and runs your card then returns with a charge draft for you to sign. You write in a tip, total it out and leave the restaurant.

At this point the waiter/waitress is left with a charge draft showing a hand-written tip. This will need to be entered into the point of sale in order to get the tip.

Tips can be entered into the point of sale any time throughout the day, or saved up and entered all at once at the end of the day, your choice.

Note: Tips must be entered before you Z-Out the register and before the credit cards auto-settle with the bank (usually at mid-night). Be sure to get the tips entered before either of these occur as you will not be able to enter them after.


Enter tips

Tips can be entered from any register regardless of which register rung up the sale.

For each charge draft that has a tip written in, you will use the Electronic Journal to enter the tip. Use MENU | ELECTRONIC JOURNAL from the point of sale menu.

Find the receipt number you wish to add the tip to using the search box at the bottom of the screen.

Note: By default, the Electronic Journal only views the current register. To search all registers, click the Change View button to view All Registers.

Gratuity Electronic Journal

Once the receipt is in view, click the ADJUST TIP button to bring up the next screen.

Gratuity Card Select

The amount of tip shows in the TIP column. Click the button showing the tip amount to change it.

Gratuity Amounbt Entry

Enter the amount of the tip and click Process. This will go to the bank for approval. Once approved, you will be placed back on the previous screen, now showing the tip amount. At this point, you are done and can move on to the next tip entry.

If you make a mistake, simply repeat the process. What you see is what you get, so if you entered a $5.00 tip that should have been $6.00, simply repeat and approve for $6.00. The last entered amount will be the tip amount, so you can change it multiple times if needed.


To remove gratuity from a ticket: Enter / process a tip amount of 0.00


Gratuity Reporting

There are a couple of things to know when using the gratuity feature:

Tips are considered Taxable Income. It is best practice to distribute tips through your payroll service to be compliant with income tax regulation.

Tips can be reported using the Cashier Summary report. Simply filter the Item Group to ‘Gratuity’ to get a list of tips earned by sales associate.

Tips are reported real-time through the POS Monitor.

Tips are reported under the cashier who enters the sale transaction.

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