Orders
Review sales in the dashboard, take-out and delivery, refunds, and kitchen tickets.
An order is the record of a single sale, from cart to payment. Orders update across your store in real time so kitchen screens, printers, and the dashboard stay in sync.
The order journal lives under Orders and requires the orders:view
permission. Placing and settling orders happens on the POS terminal.
Order Fulfillment Channels
Each order is tagged with a fulfillment profile that determines how it's handled:
- Take-Out: Built for immediate counter fulfillment and guest pickup.
- Delivery: Links the order to dispatch, carrying tracking states from pending through outbound delivery.
Fulfillment type is captured at order creation and feeds the analytics distribution breakdown, so be consistent, it's how you'll later compare take-out vs. delivery performance.
Order Creation & Settlement Workflows
Placement
When a new order is logged, GreenSails instantly notifies kitchen prep screens and receipt printers. The order enters the active shift on its terminal.
Settlement
The cashier captures the customer's payment method - Cash, Card, or Gift Card: and triggers settlement. The sale updates across the store right away and lands in the drawer's shift summary.
Navigating the Central Audit Journal
The master historical journal is your system of record for every transaction. Managers can search and filter by:
- Custom date windows
- Specific cashiers / operators
- Transaction status (created, settled, refunded)
- Individual payment methods
- Fulfillment channel (take-out, delivery)
Open any order to see its full line-item detail, applied modifiers, payment record, and the operator who handled it. Orders with kitchen tickets also show a Kitchen tickets section (requires kds:view) with per-ticket timelines and a link to the full ticket history.
Generate an invoice from an order
When a settled sale needs a formal bill, catering, wholesale, or account billing, open the order detail sheet and choose Generate invoice. GreenSails creates a draft invoice pre-filled from the order so you can adjust line items, set due dates, and send it to the customer without re-keying the sale.
Generating an invoice requires invoices:create. The new document opens in
the invoice editor as a Draft until you review and send it.
Split an open order
When guests want separate checks, open the order from Recall on the POS and choose Split order. Select the line items to move, including partial quantities when only part of a line should move, and confirm. GreenSails creates a new open order with those items while the original keeps the remainder.
Both orders stay independent: settle, cancel, or split again on either side without affecting the other. If every item moves to the new order, the original tab closes automatically without returning items to stock (they remain on the new check).
Splitting is only available on open orders. Settled orders cannot be split from the terminal, use refunds or invoice workflows instead.
See Recall Orders on POS for search, filters, settle-from-recall, and location-wide history.
Location-wide order sync (POS)
Every terminal at a location maintains a shared local copy of recent orders for Recall:
- Retention: Last 90 days of orders per location
- Pull: Paginated sync from the cloud on connect and incrementally thereafter
- Live updates: Individual orders appear on the register right away when connected
- Conflict rule: Local unsynced orders are never overwritten until pushed to cloud
This means a tab saved on a satellite handheld appears on the base register recall list within seconds when online.
Recall on POS vs. kitchen display
| Concept | Where | Purpose |
|---|---|---|
| POS Recall | Terminal command bar | Find sales, settle open tabs, split, refund |
Kitchen display screens show prep tickets from saved and settled orders. Bringing a bumped ticket back to the cook line (ticket recall) is not available in the kitchen display UI yet.
Daily Order Numbers
Every order at a location receives a daily sequential order number: #1, #2, #3, and so on, that resets at local midnight for that venue. These numbers appear consistently across the platform:
| Surface | Example |
|---|---|
| KDS ticket board | #12 on the ticket header |
| Kitchen ticket history | Searchable by order number |
| Order detail (dashboard) | Order label in the journal |
| Receipts & prep tickets | Printed order label |
How the label is chosen
GreenSails resolves a single order label for display using this priority:
- Custom label: If the cashier entered a name at POS save (e.g.
Table 4,Sarah), that trimmed label wins. - Daily number:
#12from the location's sequential counter for the day. - Fallback: Last six characters of the order ID (edge cases only).
Train cashiers to enter meaningful names at save time for take-out and dine-in , "Table 4" is faster for expo than "#12" alone. The daily number still exists in the background for sequencing and search.
Daily numbers are automatic. There is no dashboard setting to configure the sequence, it is always per-location and per-calendar-day.
Kitchen Tickets & the Cook Line
When a saved order contains items marked send to kitchen display, the platform fires kitchen tickets to the KDS app in real time. The order detail page links to those tickets; managers audit them in Kitchen tickets.
Order saved on POS
Cashier saves the order with a label. Cloud creates the order record and generates kitchen tickets for eligible items.
Tickets appear on KDS
Kitchen screens show tickets within seconds via realtime sync.
Each ticket carries the resolved order label (#12 or custom name).
Line fulfills and bumps
Cooks advance tickets through prep statuses on the ticket board.
Manager audits
Full timeline available under Kitchen ticket history or from the order detail sheet.
Refunds are protected actions. A manager must be signed in on the POS with their PIN (see Operators). There is no separate override pad. The refund is recorded against the manager who performed it.
Tags
Tag orders from the order detail sheet with shared org labels, for example "Catering," "Comp," or "Manager review." The Sell → Orders list includes a Tags column and filter. Assigning tags requires orders:create and tags:view in addition to orders:view for browsing.
What's next
Tags
Label orders and filter the Sell journal.
Recall Orders on POS
Search, filter, settle, and split from the terminal.
Kitchen Display Overview
How orders become kitchen tickets on the cook line.
Kitchen Ticket History
Audit ticket timelines and investigate fulfillment.
Interactive Performance Analytics
Turn order data into trends and summaries.
AI Briefings & Analytics Chat
Nightly summaries plus Ask AI and chat follow-ups.
Invoices & Documents
Bill customers for sales that need formal invoicing.