Scheduling orders for the future

[KT]

Hello.  Here at DaVinci's, we just recently started scheduling any 'next day' orders (if we have them) the night before.  When we started doing this, it would show on the POS screen as 'Held' (and also would be a different color) and would NOT print to the kitchen until the order was due, (or 20 minutes prior to the due time, or whatever prep time we set, that's when it would print to the kitchen).   This week, however, the few orders we have scheduled, are Now printing to the kitchen IMMEDIATELY.  It does specify the date and time due at the top of the ticket, however we are a very busy restaurant and usually the cooks are not reading the small print at the top of the ticket.  They are used to getting tickets for orders that are due now.  We have not changed any settings in the back end.  They are also showing on our Expo screen (KDS) as 'Held', which it did not do before.  Has something changed within Toast around the 'scheduling orders' function?  Thank you.

[rcmck · Accepted solution]

Nothing has changed with that, but there are settings that affect that under takeout and delivery, scheduled orders, make sure it is set to do not send as soon as they are created. 

[rcmck · Accepted solution]

Nothing has changed with that, but there are settings that affect that under takeout and delivery, scheduled orders, make sure it is set to do not send as soon as they are created. 

[KT]

We got it!  Thank you so much!

[josh212 · Accepted solution]

Ok So Your best bet is to do this on the backend from Toast Customer Invoicing and require the payment on that date of the order from the customer. (More than happy to show you how I use it as I have a numbe of christmas orders right now.

That being said that isnt always the easiest. You need to follow these directions exactly or it will not work correclty. 

Go into your back end and Enable orders in Next Day mode. Set this "TIme" to be the latest possible time in the next day to avoid confustin.

Now wehn placing the order first step is to togggle Next day mode on the POS (If you forget to to this its not a big deal as you have til EOD to fix it.)

Start By selecting the Dining Option and then entering required guest information (it is always best to start with an email versus a phone number as right now TOAST uses email addresses as the key customer identifier for guest profile.  Otherwise enter phone number, delivery info, then next screen billing cusomer info if different. (Key if the delivery and billing customers are the same make sure the identifiers are identical or you will create two guest records.

 KEEP IN Mind as well you must have your UI options set to send ordrs to Ktichen if placed within xxx hours of due time.

Now place the order as you would ususally butwhen you click schedule order it will automatically schedule the order to the time we set for next day mode on the back end (this is ok). Set the prep-time you believe is needed that day or the time you want the kitchen to see the ticket (for me I do all the morning ders with the due time minus open time ex. an order for 12:30 will have a 2h30min prep time because we open at 10 and thats when I want to print the ticket. 

Now as you are still in next day mode you can run the credit card and have the customer apply the tip. 

Now go to the pending order screen on the pos and highlight thtat order you just took. DO NOT OPEN IT. Now on the overflow menu click reschedule  and put in the exact time you want the order. (This will keep the credit card in the authorized state should you need to make adjustments etc.) also just look at the credit crd payment date if its for a while because you might need to toggle next day mode, reschedule on the payment screen, and then, go back to normal mode and schedudle correctly on the pending order screeen.  (once you do this you should see order placed for x time and what time it is firiing.

Now DO NOT PRINT any tickets from the order screeen (try to use the hold button not send and the POS will autofire anywiay.)From the Pending order>Future Order screen however click and hold the future order you want to print until you can highlight multiple tickets, select all the tickets you want and click print prep tickets to stations. This is the only way the order will not fire and still print a ticket the day of.

THere are a number of pilot programs in the works to simplify this as well as I ahve spoke to many if not the entire product team about making this easier . 

Ill be more than happuy dto show you as it sounds more complicated than it is. 

One last key take-away is if you do add a tip when placing the order a good way to ensure that the payment is in next day more is to make sure that credit card charge is not on the order takers shift review fo r the day.