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Configure Payments, Surcharges, and POS

Payment and POS settings decide how guests pay and how orders are handed to operational systems.

Quick Reference​

AreaWhat It ControlsWhat To Check
Online paymentGuest pays during checkout.Payment option is tested before launch.
No paymentGuest checks out without paying.Payment is disabled only when that is the intended flow.
Charge to roomOrder is charged to the guest room.Room and guest validation match property process.
Pay at counterGuest pays in person.Staff know how to collect payment.
Pay upon deliveryGuest pays when the order is delivered.Delivery team knows payment collection steps.
Custom offline paymentProperty-specific offline payment label.Keep the default-language label consistent and translate it where required.
SurchargesExtra fees or service charges.Amount and label are approved.
POS integrationOrder posting to POS.POS mapping is tested before accepting live orders.
POS typeWhich POS connector the catalogue uses.Confirm the live POS vendor and whether Pegasus Legacy is enabled.
Pegasus account typeExtra Pegasus fields used by the non-legacy connector.Confirm the account type ID and name match the POS setup.
Posting failure notificationAlerts staff when order posting fails.Recipients and manual recovery process are ready.
POS sync reviewLets managers review proposed POS item changes before applying them.Check the draft item list, selected fields, and any missing POS IDs.

Before You Start​

  • Confirm accepted payment methods.
  • Confirm whether this catalogue should collect payment or use a no-payment checkout flow.
  • Confirm surcharge rules.
  • Confirm POS mapping and fulfillment process.
  • Confirm what staff should do when payment or POS posting fails.

Configure Payment Behavior​

  1. Open Catalogue V3 settings or the catalogue setup.
  2. Review available payment methods.
  3. Enable only the methods the property supports.
  4. Reorder payment methods so the preferred option appears first.
  5. Update custom offline labels if the property uses a property-specific payment instruction, and keep the default-language label aligned with the configured option.
  6. If the catalogue should not collect payment, disable payment for that catalogue.
  7. Configure surcharges if applicable.
  8. Configure POS behavior if the property uses POS posting.
  9. Save changes.
  10. Place a test order before go-live.

Payment Methods​

Catalogue V3 can support offline and online methods, depending on property configuration.

Common offline methods include:

  • Charge to room.
  • Pay at counter.
  • Pay upon delivery.
  • Custom offline payment.

Common online gateways include:

  • Fiserv.
  • Reddot.
  • Stripe.
  • Adyen.

Only enable methods the property can actually accept. If a method is enabled but staff cannot process it operationally, guests may complete checkout in a way the team cannot fulfill.

Configure Surcharges​

  1. Open surcharge settings.
  2. Enable service charge, GST/VAT, or custom surcharge only when approved.
  3. Enter the surcharge name and percentage.
  4. Check guest-facing labels and order totals.
  5. Save and place a test order.

Use clear surcharge names because guests see them during checkout and staff may see them on order details or receipts.

Configure POS Integration​

  1. Confirm the catalogue should post orders to POS.
  2. Select the POS type.
  3. Enter the POS fields required for that vendor.
  4. If the property uses Pegasus, enter the account type ID and account type name for the non-legacy connector.
  5. Validate item POS IDs before publishing.
  6. Enable posting failure notification if staff need alerts when posting fails.
  7. Place a test order and confirm it reaches POS correctly.

POS Sync Review Requirements​

POS sync review drafts are available only for catalogues using Micros Simphony Gen 2.

Before starting a review:

  • Confirm the catalogue POS type is Micros Simphony Gen 2.
  • Confirm the Simphony Gen 2 outlet code is configured.
  • Confirm the manager has access to edit and synchronize catalogue items.

If the catalogue uses another POS type or the outlet configuration is missing, the POS auto-setup and review flow is unavailable.

POS Sync Review​

Some POS sync flows open a review draft before changes are applied. Use the draft to inspect proposed item updates one item at a time.

  1. Open the POS sync review draft from the catalogue page.
  2. Review the current and proposed item values.
  3. Filter to changed fields only when you want to focus on the updated values.
  4. Select only the fields you want to apply.
  5. Save the draft if you need to finish later.
  6. Apply the selected changes when the proposed data is correct.
  7. Discard the draft if the proposed POS data is wrong and needs to be recreated.

POS Vendor Checks​

POS TypeFields To ConfirmWhat To Test
InfrasysOutlet code, check type, open modifier ID, and open food ID.Test a normal item and an item with modifiers.
Micros Symphony Gen 1 or Gen 2Outlet code, order type, tender media, and open food ID.Test payment and item posting against the correct outlet.
PegasusOutlet code, default item ID, print area, account type ID, and account type name.Confirm the order prints or routes to the expected operational area.
Pegasus LegacyOutlet code, default item ID, and print area.Confirm the order prints or routes to the expected operational area.

If item POS IDs are missing or invalid, save may be blocked or live orders may fail to post. Fix item mappings before accepting guest orders.

Troubleshooting​

Payment or POS state looks wrong​

What you see: Staff see a failed payment, pending payment, or POS error on an order.

Do this:

  1. Open the order details.
  2. Check payment method and payment status.
  3. Check POS status or error details if shown.
  4. Confirm whether the order should have used a no-payment flow.
  5. Follow the property's manual handling process.
  6. Contact support if multiple orders fail the same way.

Payment option order or label is wrong​

What you see: Guests see payment methods in the wrong order or with unclear offline wording.

Do this:

  1. Open payment settings for the catalogue.
  2. Reorder active methods.
  3. Update custom offline labels and confirm the default-language label matches the configured option.
  4. Save and test checkout.

POS posting failure notification is not received​

What you see: An order has a POS posting error, but staff did not receive the expected alert.

Do this:

  1. Confirm posting failure notification is enabled for the catalogue.
  2. Confirm staff notification setup and recipient expectations.
  3. Check the order detail for POS error context.
  4. Follow the manual recovery process while support investigates repeated failures.

POS sync review draft cannot be applied​

What you see: A POS sync review draft stays open or fails when managers try to apply changes.

Do this:

  1. Confirm the item POS IDs and proposed changes are valid.
  2. Review the draft for missing required fields.
  3. Save the draft if the changes need more review time.
  4. Discard and recreate the draft if the source POS data changed again.