1. PRELIMINARY SETUP
2. OPTION FOR DELIVERY IS NOT APPEARING IN THE APP
3. HOW DELIVERY WORKS IN THE REVO XEF APP
4. NAMES APPEARING ON ORDERS WHEN RECEIVING THEM IN XEF
5. PRACTICAL EXAMPLE


Delivery is the module in Revo XEF to manage delivery orders and orders for pickup at the establishment.


1. PRELIMINARY SETUP

1. Access the back-office.

2. Select Settings / DELIVERY.

3. Fill in the following information.



  • Delivery: Activate the module to manage deliveries.

  • Do not assign customer data to the invoice: Activate this option if you do not want to associate customer data with the Revo XEF invoice.

  • Minutes before delivery: The notification time for a delivery order. That is, the time we want the order to transition from Pending to To Prepare.
    For example, if we have it set to 15 minutes, when there are 15 minutes left until the delivery time, the order will transition to the state where we can manage it. If, on the other hand, we set the time to 1 minute, it will change state when there is 1 minute left for delivery.

  • delivery fee: Select from the dropdown the fee to apply to products in the Delivery module. This fee must have been created beforehand, more information here.

  • Room for 'Delivery' orders: If we want external online orders to enter a room instead of the Delivery module, select it from the dropdown.

  • Number of tickets to print: Select from the dropdown whether to print copies of the ticket or not.

  • Days of delivery: Select the days of the week when the delivery service will be active.

  • Start time of delivery: Indicate the start time of the delivery.

  • End time of delivery: Indicate the end time of the delivery.

  • Exceptions in delivery: If we have exceptions to delivery, we can add them by clicking on + Add. For example, if we exceptionally close one day a week, or if we are closed during a specific time period.

  • Profile for delivery orders: Select from the dropdown the profile created for delivery orders.

  • Profile for pickup at the store: Select from the dropdown the profile created for orders to be picked up.

4. Grant the privilege of a delivery person in the back-office and assign it to the employees we will use to deliver orders.

5. In the Revo XEF app, go to the menu r, go to Preferences, and activate the options that best suit our business:



  • Automatically print. With this option checked, orders to the kitchen will be printed automatically once the order transitions to 'To Prepare' state and its state is changed to 'Preparing'.

The following three options will only work when automatically print is enabled.

  • Print only when paid. With this option checked, the order will be printed to the kitchen only once it's paid.

  • Also print invoice. With this option checked, the invoice will also be automatically printed.

  • Also print delivery ticket: With this option checked, the delivery ticket will also be automatically printed.

  • Play sound. We can make the iPad play a sound (Once or Until interaction), also when the order transitions to 'Preparing' state.

  • Automatically close paid orders. With this option checked, orders that are already paid will be automatically closed.

    It is very important to have this option enabled if orders are not actively managed manually, as the accumulation of open orders can cause slowness in the application and problems when creating new orders.
    It is important that the device with this option enabled does not turn off or exit the application in the background so that orders can be automatically closed.


2. OPTION FOR DELIVERY IS NOT APPEARING IN THE APP

This option appears next to the Virtual button (virtual tables).



Additionally, it is essential that the worker has the privilege of Delivery activated.



3. HOW DELIVERY WORKS IN THE REVO XEF APP

When the module is activated in the back-office, a new button called Delivery appears on the table plan screen. By tapping on it, you can create a new order.


Creating a New Order

1. Tap on Delivery.

2. A list of regular customers who have previously placed an order appears.

  • You can use the search engine to find customers. If you start typing the name or phone number and the customer does not exist, by tapping on New customer, you will access the screen to create a new customer, but with the information you used for the search already entered.
  • Additionally, by tapping on the icon, you can edit the customer information. For example, if the customer has changed their address or phone number.

3. Select a customer from the list or tap on New customer…

4. On the next screen that appears, you can manage the entire order:

  • Enter the customer's name.

  • Enter the customer's phone number.

  • If necessary, you can add notes for the delivery.

  • Delivery: The order will be prepared for delivery by one of our delivery drivers. The table name on the preparation ticket will appear as Delivery.

  • Pick-up: The order will be prepared for the customer to pick up at our establishment. The table name on the preparation ticket will appear as Pick-up.

  • If you select Delivery, you will need to enter the address and city.

  • Other addresses used previously.

  • Last orders placed.

  • Select the payment method with which the customer will pay.

  • Select the approximate date and time when we will deliver the order or the customer can pick it up at our establishment.

  • Finally, tap on Continue

5. Place the order by adding products to the order.

6. Tap on the chef hat icon to send the order for preparation, or tap on Exit to save the order without sending it.

Note: Exit is used if an order is scheduled for later, for example, for tonight's dinner. This way, the order will remain pending, and you will receive a notification a few minutes before, according to the notification minutes (default 45 min) that you have configured in the back-office. When you receive the notification, you will need to edit the order and then send it for preparation with the chef hat icon so that the kitchen starts preparing the food.

Managing Orders

The Delivery module also has a screen to manage these orders. To access it, swipe your finger from top to bottom from the Delivery button.

On the screen that appears, four large tabs are displayed. These indicate the status of the order: Pending / To prepare / In preparation / Ready.


PENDING:

Here you can see all the orders waiting that are not currently being managed. These are usually orders that customers have placed for later. For example, if you look at the image, it is an order for 11:00 a.m. In the back-office, the notification time is set to 45 minutes, so at 10:15 it will change to To prepare.



On the left side of the screen, you can see the states and the orders in each of them. You can use the search function to locate an order more quickly, either by customer name or order number.

On the right side, you can see:

  • State: State of the selected order.

  • To prepare: By tapping on it, you can change the order's state to 'In preparation'.

  • : You access the actions of the order:

    • Cancel: If the order has no associated payment, you can cancel it.
    • Print invoice: You can reprint the invoice.
    • Pay with link: If the order is not paid, you can show the QR code to the customer for payment.

  • Order information: order number, creation date, total, and products.

  • Edit: You can access the order if the customer requests a change in a product or if an error is detected.

  • Pick-up date : You can modify the date, time, and whether it is for delivery or pick-up.

  • : You can modify the customer's information.

  • Payment method: It indicates if the order is already paid, and you can modify the payment method. By default, the first one configured in the back-office will appear.

If you have enabled the Sound Play option in the Preferences of the Revo XEF app, a sound will be played when an order is entered.


TO BE PREPARED:

In this section, all orders pending to be sent to the kitchen are displayed. They are within the time range configured as notification time in the back-office. In the delivery module, we will receive a notification indicating that we have pending orders.



Action to be taken: Once we have the order in 'To Be Prepared', we must click on Prepare so that the products are printed in the kitchen and move to the next state: Preparing.

We can continue to modify the customer, change the payment method, or edit it.

If the Automatically Print option is enabled in the Revo XEF app preferences, in this state, we will not have to take any action as the orders will be automatically printed and moved to the 'Preparing' state.


PREPARING:

In this section, all orders that are being worked on from the kitchen are displayed.

Action to be taken: Once the order is prepared, we must click on Ready to indicate that it is ready and move to the next state: Ready.



READY:

As the name suggests, this section displays the orders that are ready and can be delivered or picked up on-site.

Action to be taken for pickup orders: We must close the order once it is handed to the customer.



Action to be taken for delivery orders: We must assign the delivery person, for this, we must click on Deliver.



In the back-office section → Delivery, we can configure how many copies of the invoice we want to be printed on the printer selected as the cashier. If we select two copies, one copy will be for the final customer and the other will be kept by the delivery person to finally close the order. These printouts will come out after selecting the delivery person.

Finally, to complete the process, we must close the order.



If the option Automatically Close Paid Orders is active, paid orders will be automatically closed, as long as the application is active, and we will not have to perform this action manually.

Another alternative operation can be to close all the orders of a delivery person at the end of the shift and settle accounts. This makes cash reconciliation easier.


4. NAMES APPEARING IN ORDERS UPON RECEIVING THEM IN XEF

When we receive a delivery order, whether it's from the Delivery module, Revo SOLO, or any of the integrations we may have added (for example: Deliverect, Uber, etc.), we can distinguish them as follows:

  • If the orders were created by us from the Delivery module, we will see that they appear with the REVO icon in the top right corner and indicate whether it's for Delivery or Pickup along with the customer's name:



  • If the orders are received from Revo SOLO or through any integrations, the integration icon will appear, in our example, Deliverect, and will depend on four factors:

    • If they don't have an assigned table or if the table doesn't have an identifiable name, they will be identified by the order number:



    • If they have an assigned table, but the table doesn't have an identifiable name, they will be identified by the table number:



    • If they don't have an assigned table, but the table has an identifiable name, they will be identified by the table name:



    • If they have an assigned table and the table has an identifiable name, they will be identified by the table number:



5. PRACTICAL EXAMPLE

Now let's see how to create a Pickup order for an existing customer.

1. Click on Delivery and the list of customers will appear, select an existing one.



2. Select Pickup and confirm the pickup time with the customer.



3. Add the products and click on Exit without adding any payment method, as they will pay upon pickup.



4. The order will appear as "Pending".



5. With the Automatically Print option enabled, when the delivery time approaches, it will automatically move to the 'To Be Prepared' state, print the order in the kitchen, and move it to the 'Preparing' state. If you do not want to enable this option, simply click Prepare to perform the same actions.





6. Finally, when the customer comes to pick it up, click Close, and it will ask you to insert the card into the card reader, as our default payment method is Card.

If orders are paid, you can leave the Automatically Close Paid Orders option active in case you forget to close the order, so that no orders remain open.