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Comment: Fixed a typo in FAQ #8 and misc edits to improve readability.

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Introduction

The Tip Clerk Search Grid is a utility that reports on tip amounts collected by touchscreen registers that are configured for tip processing.  When a credit card tender contains a tip amount, the touchscreen program requires that the tip be assigned to a Clerk ID, also known as "Tip Clerk."  A Tip Clerk is an individual or a group of individuals that are explicitly designated as the intended recipients of a collected tip.  Depending on the settings of the register in use, tips are either automatically assigned to the original data entry clerk automatically or explicitly assigned explicitly to a specific clerk or group of clerks using the Tip Assignment screen.  The introduction of Introducing the Tip Clerk entity provides lets users with a mechanism to inquire on about tips collected for payout and ad hoc reporting.

What brings on this enhancement?  Imagine an environment where a collection of hosts work in a hospitality setting. Hosts interact with guests and take orders.  In one scenario, the host rings up their own sale transactions.  In another scenario, sale transactions are entered by a dedicated cashier.  The Tip Clerk feature was designed especially for the latter scenario.  Tip Clerk gives allows cashiers the ability to designate explicitly who is the intended recipient or recipients of a tip collected.  Touchscreen registers configured to collect tips also require the assignment of a tip clerk automatically or explicitly for any credit card tender containing a tip.  

The PBE Print Batch Edit List may still be used to report tip information.  However, its recap information is only reliable when performed using the order's Original Clerk ID or the order's Latest Clerk ID.  PBE's tip recap on Commission Clerks is unreliable because a commission clerk is an attribute of a sold line - item, while a tip is an attribute of an order's tender(s).  Tip Clerks and the Tip Clerk Search Grid resolves this reporting issue.  

Tip
titleSo many clerks?

Every order created in the PS Point-of-Sale system identifies with three clerks.  Tip Clerk is the fourth and newest addition, required when a tender contains a tip.

Original ClerkThe person that originally completed data entry. Also referred to as "OClerk."
Latest ClerkThe latest or last person to edit, update or touch the order in a significant way. Also referred to as "LClerk" or simply "Clerk."
Commission ClerkThe person credited with the sale or return of an individual line item. Also referred to as "CClerk."
Tip ClerkThe person or persons that are intended to receive any tip collected.  Also referred to as "TClerk."


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Feature Setup & Control
The system does not require any requires no special setup to begin utilizing the Tip Clerk assignment feature.  However, the system evaluates various Central Tables during processing which controls the presentation of screens and access to functions that enable editing tip assignments posthumously.
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titleStep 2: Set Clerk ID access level for viewing or editing tip assignments
Every tip collected gets assigned to a Tip Clerk ID.  For security purposes, however, you may wish to restrict what a clerk is able to can see or do. 
To control access and specify permissions, use PSFMM.MCL Maintain Clerk Master file and set Codes 1, 2, or 3 as shown below.  

  • Level 1 is intended for the line staff and lets the Clerk ID see only their own tips.
  • Level 2 is intended for the supervising staff and lets a supervisor see everyone's tips.
  • Level 3 is intended for the management staff and lets a manager see everyone's tips and make assignment changes.
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  • After payment pre-authorization from the Tender/Accept screen, the system displays the appropriate user interface for entering a tip amount before sending the post-authorization and finalizing the transaction. 
  • If a tip amount is specified, and the register in use is not defined to skip the tip assignment process, the system displays the Tip Assignment screen and requires the data entry clerk to assign the tip to a Tip Clerk ID.  However, if the register in use is set up to skip a tip assignment, tips will be automatically assigned to the data entry clerk (i.e., the original clerk).
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Upon display and by default, the data entry clerk or "Original Clerk" is highlighted in a grid row of a grid containing "Active Clerks."   
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 Tip
titleClerk Permissions Required
The Tip Assignment button is only accessible by Clerk IDs with permission to do so.  See Feature Set-up Step #2 above.  It is restricted to prevent clerks from making changes inappropriately.    (wink)   
Tip Clerk Search Grid
Log in
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  1. Tender Date - defaults to "current month"
  2. Tip Clerks - defaults to tenders having a single clerk or multiple clerks assigned assigned. 
  3. Tender Status - Approved is all the system looks at (because why would you payout a tip on a declined tender?)
  4. Order Status - defaults to [X] Sold.   We anticipate users may wish to withhold paying out a tip on ship orders that are not yet Shipped/Posted.
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 Tip
titleI don't see everyone's tips, only my own.
MCL Maintain Clerk Information contains a setting that controls how much information a clerk can see when accessing the grid. 
A Clerk ID with Level 1 access can only view their own tips.  In the example below, Clerk ID BA has logged into the search grid, and Tip Clerk ID BA is pre-filled and protected because that Clerk ID only has permission to view their own tips. 

A Clerk ID with Level 2 access can view everyone's tips , but cannot make changes to change a tip's assignment.
A Clerk ID with Level 3 access can view everyone's tip and make changes to change tip assignments. 


Work with Checked to Export for Reporting
The Tips Grid - Work with Checked screen contains two grids.
  1. Total Per Clerk shows the sum of tips assigned solely to the listed Tip Clerk.  Totals exclude tips assigned to multiple clerks.
  2. Tenders With Multiple Clerks appear in a separate grid.  Tip amounts assigned to multiple clerks must be split and calculated manually.  
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Every grid can be exported by right-clicking on it to invoke its pop-up menu and choosing Copy Grid to Clipboard or the options under the Export menu menu option, as shown below.  
Multiple Tip Clerk Assignment 
The system is not programmed to determine how to split tips assigned to multiple clerks. These tips must be evaluated and split manually , outside of the AMS software.  
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Answer:  These would be the result of credited orders that also contained a tip.  The search grid includes these tenders for users to determine how to handle as policies them as policies will vary. 

FAQ - Frequently Asked Questions 
  1. What if a tip is collected but is not assigned to a tip clerk?
This should not happen.  The system requires that the original clerk assign any tips collected to a tip clerk(s).  The screen exit button used to exit the screen is disabled until a tip clerk designation is made. 
However,  if if an uncontrollable system error occurs, such as a power outage or the clerk force closed closes the AMS client program (i.e., the user clicked clicked Red X at the top of the application window - and please don't do that) and ignores the warning message, then it is possible the order will be saved without a tip clerk being assigned.  ...
2. How do I assign or change a tip clerk after the fact?
Assuming your Clerk ID has Level 3 access, double-click on a tender in the Tip Search Grid...
... or access Tip Assignment under Order Options 
  
3. Why do the Tip Grid and PBE reports not agree where TOTAL Tip is concerned?
The PBE report contains everything the system recorded for every batch date, sequence number, and tasting room+register combination. This includes orders that are not yet fully paid (i.e., "on order") or has been "suspended."   
In contrast, the Tip grid does NOT include suspended orders.  This is consistent with how ORM Orders status filters work.   

4. Where does Tip Clerk show up in the PBE report.?
It doesn't.  Tip Clerk is a new feature.  The Tip Grid is intended to replace the Original, Latest, and Commission Clerk tip information recapped in the current PBE report.
5. Why doesn't the Clerk Tip Search Grid not work with my historical orders?

Can I assign a Tip Clerk to a historical order?
It does, but it filters them out and excludes them by default.  A Tip Clerk is an attribute of an order's credit card tender, and historical orders do not have Tip Clerk assignments.  Orders without a tip clerk appear in the Tip Grid only when filtering includes it.  

Yes, you can assign a Tip Clerk to a historical order if you like.  See FAQ #2 above. 
6. Why does a newly entered order that contains a tip not have a tip clerk when its assignment is mandatory?  
An unexpected system shutdown occurred.  This could have been caused by a power failure or the clerk intentionally shut down the AMS Client software using the Red X at the top of the screen before the tip assignment process was complete.  When this happens, use Tip Assignment under Order Options to rectify tips missing a clerk assignment.  See FAQ #2 above.  

7. I can only see my tips. How do I see everyone else's?
See the above section Feature Setup and Control: Step 2. 
The tips you are able to can view are determined by your Clerk ID's tip access level, a setting in the MCL Maintain Clerk master file.  A clerk with Level 1 access is only able to view their own tips.  Level 2 or Level 3 access is needed to view everyone else's tip. 
8. When testing using a practice register, why do I not experience the workflow shown in the diagram?  Tips are only supported when using credit card tenders; by design, practice registers do not process credit cards. A practice register only uses cash, check, or on-account tenders. So, how do you test and verify the Tip assignment workflow before global implementation?  Use a test account or an employee account and tender payment with a swiped card or card on file.  Upon receipt of a successful authorization, the system will present the appropriate screens to assign a tip as described here.  When satisfied with the results, remember to CREDIT these test transactions to net zero any test charges. (elv) 2022-01-06