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 automatically assigned to the original data entry clerk or explicitly assigned to a specific clerk or group of clerks using the Tip Assignment screen. Introducing the Tip Clerk entity lets users inquire 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 allows cashiers 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.

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

Where Is It Found

Features

Tip Clerk Assignment - TCH Workflow
Tip Clerk Assignment Screen
Editing Tip Clerk Assignment
Tip Clerk Grid - Inquiry and Export for Reporting

Feature Setup & Control

The system 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.

Feature Overview & Examples

Tip Clerk Assignment - TCH Workflow

The image below illustrates where the Tip Assignment screen appears in the flow of a POS touchscreen transaction.

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 is set up to skip a tip assignment, tips will be automatically assigned to the data entry clerk (i.e., the original clerk).

Tip Clerk Assignment Screen

Upon display and by default, the data entry clerk or "Original Clerk" is highlighted in a grid row containing "Active Clerks."

(1) Click [Assign] or double-click the row that contains the Clerk ID to be designated as the Tip Clerk.

Click [All Clerks] if the desired Clerk ID is not shown.
Alternatively, enter a search value and click [Search] to display matching Clerk IDs or full names.

(2) Clerk(s) assigned to a collected tip appears in the assignment grid.

(3) Use [Remove] to change a tip's assignment.

(4) Use [OK] to complete a tip assignment.

Editing Tip Clerk Assignment

To edit or change a tip clerk assignment, use one of two methods detailed below. Which method you use is up to you and will depend on where you are in the system.

Method 1 - Double-click the tender in the Tip Search grid

Use the Tip Assignment button on the order review screen that follows.

Method 2 - Use Print/Email/Options from TCH, CRM, or ORM

From the POS touchscreen, browse for and open the order for review. Then use the Tip Assignment control under Print / Email / Options.

From ORM or CRM, use Order Options first.

Clerk Permissions Required

The Tip Assignment button is only accessible by Clerk IDs with permission. See Feature Set-up Step #2 above. It is restricted to prevent clerks from making changes inappropriately.

Tip Clerk Search Grid

A POS register Clerk ID login is required for access. Clerk permissions control the search grid.

Inquiry

The Clerk ID determines the scope of data that is displayed in the search grid. After log-in, the Tip Grid appears with its default filters, highlighted as shown in the image below.

Tender Date - defaults to "current month"
Tip Clerks - defaults to tenders having a single clerk or multiple clerks assigned.
Tender Status - Approved is all the system looks at (because why would you payout a tip on a declined tender?)
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.

Modify filters as required, then use the [Refresh] button to display the results.

Choose [Work with Checked] to display tip summary results.

I 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 change a tip's assignment.

A Clerk ID with Level 3 access can view everyone's tip and change tip assignments.

Work with Checked to Export for Reporting

The Tips Grid - Work with Checked screen contains two grids.

Total Per Clerk shows the tips assigned solely to the listed Tip Clerk. Totals exclude tips assigned to multiple clerks.
Tenders With Multiple Clerks appear in a separate grid. Tip amounts assigned to multiple clerks must be split and calculated manually.

Use the [Export] controls to send grid information to a CSV for use as needed.

Alternative Export Methods using Right-Click event

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 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.

Negative Tip Amounts?

Question: Why do grids contain negative amounts?

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 them as policies will vary.

FAQ - Frequently Asked Questions

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 is disabled until a tip clerk designation is made. However, if an uncontrollable system error occurs, such as a power outage or the clerk force closes the AMS client program (i.e., the user 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 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

Documentation

TIP Clerk Search Grid