Order Fulfillment Guide for Cova POS Users
Accessing the Buddi Order Queue
- Log into the Admin Portal as General Staff:
- Go to app.buddi.io.
- Log in with the General Staff login credentials.
- Navigate to 'Order Queue'. Keep this page open during store hours to receive real-time notifications of new orders.
Handling UNPAID (Pay In-Store) Orders in Buddi + Cova
- Verify the Order in Buddi:
- When an order arrives, a sound notification will play.
- Click on the order view its details.
- NOTE: With unpaid orders, the 'Payment' column will always indicate UNPAID, even after it has been paid later on.
- NOTE: With unpaid orders, the 'Payment' column will always indicate UNPAID, even after it has been paid later on.
- Verify Order in Cova POS + Prepare Products:
- Navigate to the 'Orders' screen in the POS.
- The most recent order will appear at the top. Click on it.
- Verify that the order details match Buddi.
- Pick the products. Place a small note with the customer’s name on top of the products (or print an unofficial receipt in the POS and use that).
- Mark as Ready for Pickup in Buddi:
- Change the order status to 'READY FOR PICKUP' using the dropdown menu. This triggers a notification to the customer via text or email.
- Change the order status to 'READY FOR PICKUP' using the dropdown menu. This triggers a notification to the customer via text or email.
- Tender the Order in Cova POS + Print Final Receipts:
- On the order details screen, tender the order to the chosen payment method (e.g. cash, debit, credit, etc.).
- Print two copies of the receipt: one for the customer, and one for store records.
- Complete the Order in Buddi:
- Change the order status to 'COMPLETED' using the dropdown menu.
Handling PAID Orders in Buddi + Cova
- Verify the Order in Buddi:
- When an order arrives, a sound notification will play.
- Click on the order view its details.
- NOTE: With paid orders, the 'Payment' column will always indicate PAID, even after any refunds/cancellations in Buddi.
- NOTE: With paid orders, the 'Payment' column will always indicate PAID, even after any refunds/cancellations in Buddi.
- Verify Order in Cova POS + Prepare Products:
- Navigate to the 'Orders' screen in the POS.
- The most recent order will appear at the top. Click on it.
- Verify that the order details match Buddi.
- Print two copies of the receipt: one for the customer, and one for store records.
- Pick the products. Place a small note with the customer’s name on top of the products (or print an unofficial receipt in the POS and use that).
- Mark as Ready for Pickup in Buddi:
- Change the order status to 'READY FOR PICKUP' using the dropdown menu. This triggers a notification to the customer via text or email.
- Change the order status to 'READY FOR PICKUP' using the dropdown menu. This triggers a notification to the customer via text or email.
- Complete the Order in Cova:
- Once the order is fulfilled, go to the 'Orders' screen to complete the order.
- NOTE: To clear the order from the Orders screen, the order must be completed.
- NOTE: To clear the order from the Orders screen, the order must be completed.
- Print two copies of the receipt: one for the customer, and one for store records.
- Once the order is fulfilled, go to the 'Orders' screen to complete the order.
- Complete the Order in Buddi:
- Change the order status to 'COMPLETED' in the Order Queue to finish the transaction in Buddi.
- Change the order status to 'COMPLETED' in the Order Queue to finish the transaction in Buddi.
Order Cancellations and Refunds
- Cancelling UNPAID Orders:
- Select 'CANCELLED' from the dropdown menu in the Order Queue.
- Remove the parked order in the POS.
- Cancelling PAID Orders:
- Select 'CANCELLED' from the dropdown menu in the Order Queue. This triggers a notification to the customer via text or email.
- Issue a refund via the 'Refund Payment' option (only available to admin users).
- This action in Buddi returns the funds back to the customer's payment card.
- If the 'Send refund messages' feature is enabled in Buddi (found in Store Settings > Online Menu: Messages), a refund notification will be sent to the customer via text or email.
- This action in Buddi returns the funds back to the customer's payment card.
Issue a refund in the POS to restock inventory.
- Select 'CANCELLED' from the dropdown menu in the Order Queue. This triggers a notification to the customer via text or email.
Notes:
- You have the option of setting up internal email notifications for order alerts (click on the mail icon in the Order Queue).
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