> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gridbeds.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Orders and kitchen

> Restaurant orders: taking an order, the queue, the kitchen display (KDS), settling, the bill, the invoice at the customer's request and charging a guest's room.

A restaurant's orders are on its **Orders** tab (with a red count of the pending ones). They come from four places:

* from you: **New order** (at the table, over the counter, on the phone);
* from the [website](/en/websites), including from a table, through its QR code;
* from the guest portal of a guest staying with you — they show as **Room service** and go straight onto their bill;
* from delivery platforms — see [Deliveries](/en/restaurants/deliveries).

Which rights each action needs is in [Restaurants](/en/restaurants#who-can-do-what).

## New order

**New order** ("Take an order at the table, over the counter or on the phone."): **Type** — **Dine-in**, **Pickup** or **Delivery**; **Table** (required for dine-in), **Customer name**, **Phone (optional)**, **Delivery address** (for delivery) and **Notes for the kitchen**. Add the items and click **Take order**.

An item with a required choice (a size, for example) cannot be taken here: "Needs a choice: … Take it on the guest menu." Room service is not taken from this screen; the guest orders it from the portal.

## The queue

The **Queue** and **History** sub-tabs. In the queue, new and pending orders are pinned at the top. An order nobody answers within the time set in **Settings → What you sell → Missed-order alert** (5 minutes by default) turns **URGENT** and sends a phone notification to those who receive **Restaurant orders** (see [Staff app](/en/mobile#notifications)). **History** filters by date, status and type, and shows the payment status (Pending, Paid, Refunded, Failed).

| Status | Next step |
| - | - |
| **Pending** | **Accept** (with the prep time, which the customer may see) or **Reject** (with a reason) |
| **Confirmed** | **Start Preparing** |
| **Preparing** | **Mark Ready** |
| **Ready** | **Complete**, or **Send Out for Delivery** for a delivery |
| **Out for Delivery** | **Mark Delivered** or **Complete** |
| **Delivered**, **Completed**, **Cancelled**, **Refunded** | — |

An order that has been settled or charged to a room can no longer be cancelled. For one charged to a room, reverse its line on the folio (from the staff app, **Reverse line**), then cancel the order. **Coming soon:** refunding a settled order — today it has no button; refund the customer outside Gridbeds.

**Pause orders** ("Stops new online orders straight away, on the website and in the guest portal. Reservations are unaffected.") and **Busy mode** (adds minutes to the prep time, for one hour, two, the rest of the day or until further notice) sit above the queue and on the kitchen display.

## The kitchen display (KDS)

**Open kitchen display** opens, in a new tab, a dark full-screen view for the kitchen's tablet or monitor (sign-in required; the screen stays awake). The columns are **New**, **Preparing** and **Ready**. On a ticket:

* **Accept · \~N min** for a new order;
* **Start preparing**, **Mark ready**, **Complete** — with **Undo** on the confirmation if you pressed by mistake;
* **Move back one step** and printing the ticket.

At the top: **All day** (what is left to cook, added up by item), the sound, **Auto-print** (for printing without a dialog, Chrome must run with `--kiosk-printing`), pause and busy mode, **Exit**. The indicator shows **Live**, or **Polling** when the live connection drops.

<Note>
  The display has no stations (grill, bar, cold): every ticket shows on the same screen.
</Note>

## Settling

From the order's ⋮ menu, **Settle** opens **Settle order**:

* **Payment method**: **Cash**, **Card** or **Online**;
* **Reference (optional)** — the terminal's transaction number, for example;
* **Tip**: **No tip** (the default), 5%, 10%, 15% or **Custom amount**, at most half the order. It is not offered on delivery-platform orders or for online payment;
* **Confirm & settle**.

**Online** makes a payment link (through the restaurant's provider, **Payments** tab) that you copy or open; the order settles on its own when the payment succeeds.

After settling, **View bill** shows the bill (with VAT by rate) to print. The bill says: "This is not a fiscal receipt. The fiscal receipt is issued by the certified till when payment is taken." Gridbeds is not connected to a cash register or a telematic till: the fiscal receipt is still yours to issue — see [Obligations in Romania](/en/compliance/romania#fiscal-receipt) and [Corrispettivi telematici](/en/compliance/italy/corrispettivi).

<Note>
  There is no bill splitting between guests: an order is settled once, whole. If a table pays separately, take separate orders.
</Note>

## Charging to a room

For a guest staying with you, **Charge to room** instead of settling: pick the booking (search by name or number; each result shows the room) and the order goes onto their bill at once, and from there onto the check-out invoice.

It works if the booking is confirmed or checked in, at the same property as the restaurant (or the restaurant belongs to no property), its folio is open and in the same currency, and the order is not already paid. Otherwise you see, for example, "The booking is not open for room charges." or "The booking belongs to a different property."

On **Overview**, the restaurant's statistics also show what was **Charged to rooms**.

## Invoice at the customer's request

A customer who asks for an invoice at the till gets one, alongside the fiscal receipt — in Romania refusing is a contravention. Once an order is settled, **Issue invoice** is in its ⋮ menu, under the bill (**View bill**), at the end of **Settle order** and in the row menu on **History**. It takes the right to settle orders (or to manage restaurants), the same as settling, so whoever took the money can issue it without waiting for accounting.

**Who is the invoice for?**

* **A company** — choose it from the billable parties. Not on file yet? **Add new party**: with a Romanian CUI, **Look up in ANAF** fills in its details; for a company elsewhere in the EU, set its **Country**, type its **VAT number** and **Look up in VIES** fills in what the register publishes. A company is always billed through its party, so its name and CUI are the ones checked against ANAF.
* **A person** — **…, as on the order** makes it out to the name on the order, with 13 zeros in place of a fiscal code (the buyer cannot then deduct the VAT), in the country you choose under it — **Their country** (nothing is preselected: the restaurant's country is not the customer's); **Someone else, or with their details (CNP, address)** bills a party with that person's details.

**Issue invoice** shows the invoice's number and total. Then:

* **With the right "Hand over invoices at the till (own sales, same day)"** you hand it over yourself — **Print**, **Download PDF**, or **Email to …** (the buyer's address on file) — for a sale you settled, on the day the invoice was issued. Every hand-over after the first is a duplicate: the screen says so beforehand ("Already handed over: the next copy is a duplicate") and the file name ends in `-duplicate`. Each hand-over is recorded with who made it, how and which copy it was.
* **A colleague's sale, or an invoice from an earlier day,** is handed over by a manager (**Restaurants — Manage**); the screen says which of the two it is.
* **For an Italian issuer** the till always offers the printed courtesy copy (copia di cortesia): the legal fattura reaches the buyer through SDI.
* **With access to Invoices** (viewing or managing accounting) you also find it in [Invoices](/en/invoicing), with its e-Factura / SDI status. Without either right, give the customer the number: a colleague with access prints or emails it from there.

Nothing at the till changes the invoice: correcting the buyer, a storno and resending it to e-Factura or SDI stay with accounting.

The invoice goes with the fiscal receipt, it does not replace it. Asking again for the same order brings back the same invoice ("This order was already invoiced") without using a new number.

When the invoice is not issued, the screen says why:

| Message | What to do |
| - | - |
| **The order is not settled** | Settle it first: the invoice refers to the fiscal receipt of a paid sale. |
| **The order is on a room’s bill** | Nothing: it is invoiced at check-out, with the stay. |
| **This order already has an invoice** | It was made out to another buyer. Reverse it (storno) in **Invoices** and issue it again. |
| **No invoicing provider is set up** | An administrator connects one in **Settings → Organization → Invoicing**. |
| **The customer's country is missing** | Choose **Their country**, or bill a person on file with their details. |
| **The invoicing provider refused the invoice** | The provider's reason is shown underneath; fix it, or ask accounting, and try again. |


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