Employees may claim tips on an open ticket. Two types of tips exist:
Direct Tip: a tip given directly to the employee. The tip amount does not appear on the client's receipt. The tip amount is reported in payroll for reference, but is not included in the payroll total. However, payroll taxes for the tip amount are calculated and applied to payroll.
Withheld Tip: the tip is withheld until the tip is settled. A withheld tip may be settled at the end of the employee's shift by giving them cash from the drawer, or they can be held and settled by running payroll. Withheld tips appear on the client's receipt and in your totals reports. Withheld tips and settled tips should be equal by the time payroll is calculated. Payroll taxes are applied to withheld tips.
Adding Tips
An employee may claim a direct or withheld tip on an open ticket.
Add or edit a ticket.
The Ticket Information screen will appear.
Click the Edit Tip button located in the Totals section of the Ticket Information screen, or click the Special button and select Claim Tips.
The Claim Tip screen will appear.
In the Claim section, enter the amount of the tip in the Amount field.
Select the appropriate tip type in the Withholding Type section.
Direct: cash is given directly to the employee
Withheld: tip payment is made with some tender other than cash, and the employee receives no direct tip from the client
Click OK.
The Tips Claimed screen will appear with a list of all employees shown on the ticket with the corresponding tips.
If more than one employee performed services on the ticket, click the Add button to add tips for additional employee(s).
Select the employee and click OK.
Repeat Steps 5-7 to add the tip for the other employee.
Repeat Step 8 for each employee receiving a tip.
Click the OK button to return to the Ticket Information screen.
Close the ticket as normal to record the sale.
Settling Tips
If a tip is withheld, it is not given to the employee until the tip is settled. Settling tips on a daily basis will subtract from the amount of cash expected in your cash drawer when you run a close out/cash drawer balance at the end of the day. If you take money out of the cash drawer for an employee's tip, be sure to settle the tip or at the end of the day, or your drawer will be shown as being under. All tips can be viewed by clicking the Tips button, or by selecting Edit Tips from the Employees pull-down menu.
Settled from an Open Ticket or a ticket being edited:
Click the Edit Tip button.
The Tips Claimed screen will appear.
Highlight the tip to edit.
Click the Edit button.
The Claim Tip screen will appear.
Make sure that the tip type is Withheld.
Click the Settle This Tip Now button.
Give the employee the appropriate amount of cash.
The settled tip will appear in the payroll calculations for reference. It will not be added to the employee's income, but payroll tax deductions will still be calculated and subtracted.
Single Tip settled from the Tips screen.
Select Details in the Display section.
Double-click on the tip to be settled.
Click the Settle This Tip Now button.
Give the employee the appropriate amount of cash.
The settled tip will appear in the payroll calculations for reference. It will not be added to the employee's income, but payroll tax deductions will still be calculated and subtracted from the employee's income.
Multiple Tips settled from the Tips screen.
Select Settlement in the View section.
A sum of all unsettled tips for each employee will be displayed.
Click on the employee for whom you wish to settle all tips.
Click the Settle Tips button.
Give the employee the appropriate amount of cash.
The settled tips will appear in the payroll calculations for reference. It will not be added to the employee's income, but payroll tax deductions will still be calculated and subtracted from the employee's income.
Repeat Step c-e for each employee as appropriate.
Running Payroll: withheld tips can be settled automatically by running payroll. The amount in tips that are owed to the employee along with the payroll tax deductions are calculated at the same time. The employee's pay is adjusted accordingly to include the tips that haven't been settled. This is an excellent way to monitor tips for tax purposes. See the article here for more information on running payroll.
Unsettling Tips
You can easily unsettle tips if you make a mistake, such as forgetting to settle tips and running payroll. Since the tips settle automatically when payroll is run and are added onto employees' checks, this would be an issue if you meant to give your employees cash. Therefore, you can unsettle the tips, and resettle the tips manually to indicate that the employees received cash tips. Payroll would need to be recalculated in this instance to reflect the change.
Select Edit Tips from the Employees pull-down menu.
The Tips screen will appear.
Select Withheld: Settled Only in the Display section. This may make it easier to find the settled tip that you wish to unsettle.
Double-click the tip that you wish to unsettle.
The Claim Tip screen will appear.
Click the Unsettle This Tip Now button.
Click the Yes button.
Click OK.
Repeat Steps 4-8 for each individual tip that you wish to unsettle.
Editing a Tip
A tip can be edited in two ways:
From an Open Ticket:
Edit the desired ticket. If the ticket has been closed, you must click the Edit button to edit the tip. If you use integrated credit card processing through Xcharge, you will not be able to edit tips on closed tickets. If you do not process cards with Xcharge, the amount charged to the card will not be changed to reflect the tip change. The change will have to be made through the credit card processing company. To remain PCI compliant, most processing companies will not allow transactions if the card is not present.
Locate the closed ticket and double-click on it.
Click the Edit button. The ticket is now able to have the tip edited.
Click the Edit Tip button.
The Tips Claimed screen will appear.
Highlight the tip to edit.
Click the Edit button to make the appropriate changes.
Click the OK button to return to the Ticket Information screen.
Click the Check Out/Close button or the Save Changes button.
Tips Screen
Select Edit Tips from the Employees pull-down menu.
The Tips screen will appear.
Highlight the tip to edit and click the Edit Tip button.
The Claim Tip screen will appear.
Make the appropriate changes. Changes to tip amounts can only be made to open tickets.
Click OK.
Deleting a Tip
Tips can be deleted in two ways:
From an Open Ticket:
Edit the desired ticket. If the ticket has been closed, you must click the Edit button to edit the tip. If you use integrated credit card processing through Xcharge, you will not be able to edit tips on closed tickets. If you do not process cards with Xcharge, the amount charged to the card will not be changed to reflect the tip change. The change will have to be made through the credit card processing company. To remain PCI compliant, most processing companies will not allow transactions if the card is not present.
Locate the closed ticket and double-click on it to edit it.
Click the Edit button. The ticket is now able to have the tip deleted.
Click the Edit Tip button.
The Tips Claimed screen will appear.
Highlight the tip to delete.
Click the Delete button.
Click the OK button to return to the Ticket Information screen.
Click the Check Out/Close button or the Save Changes button.
Tips Screen
Select Edit Tips from the Employees pull-down menu.
The Tips screen will appear.
Highlight the tip to delete.
Click the Delete Tip button.
The Are You Sure? screen will appear.
Verify your selection and click the Yes button.