How to Configure Gratuity from Backoffice

Before You Start

• Sign in to Backoffice with an account that can change location settings.
• Confirm the guest-count, order-amount, and percentage rules approved for the location.
• Keep each POS device connected to the cloud so it can synchronize the saved settings after restart.

Part 1: Configure Gratuity in Backoffice

1. Open Settings. Under Preferences, select Gratuity.
2. Under Select Location, select the location whose gratuity settings you want to configure. Gratuity is configured separately for each location.
3. Turn Gratuity on, then choose the behavior needed for the location:
   • Auto Apply: SalsaPOS automatically applies gratuity when an order matches a saved rule.
   • Manual Gratuity: staff can apply gratuity from the POS order actions. A manager PIN is required.
   
4. To create a rule, select Add Gratuity and complete these fields:

   Field	What to enter
   Guest count	The minimum number of guests for the rule.
   Percentage (%)	The gratuity percentage SalsaPOS applies.
   Amount ($)	The minimum order subtotal for the rule.
   Condition	Select and when both guest count and amount must be met. Select or when either one can trigger the rule.

   Select Add to place the rule in the list.
5. Review every rule. Use the pencil icon to edit a rule or the trash icon to delete it. When editing, update the values or condition and select Save in the window.
6. Select Save at the bottom of the Gratuity page to save the complete configuration for the selected location.

Mandatory: After saving changes in Backoffice, fully restart the SalsaPOS application on every POS device at that location. Signing out is not enough. The updated gratuity configuration is not ready for use until SalsaPOS restarts and synchronizes.

Part 2: Restart and Verify on POS

1. Fully close SalsaPOS, open it again, and wait for cloud synchronization to finish.
2. Sign in, start an order, and add at least one item. Set the guest count and order subtotal so they match the rule you want to verify.
3. For Auto Apply: confirm Gratuity appears in the order totals after the order meets the configured condition. The order actions menu then shows Remove Gratuity.
4. For Manual Gratuity: open the order actions menu, select Apply Gratuity, enter the gratuity percentage if requested, and enter a valid manager PIN. Confirm Gratuity appears in the order totals.
5. Select Checkout and verify the payment screen includes the gratuity in the final total before taking payment.

Expected Result

The selected location has the saved gratuity settings. After the mandatory SalsaPOS restart and synchronization, automatic gratuity applies to qualifying orders, or staff can apply manual gratuity with a manager PIN, according to the enabled options.

Troubleshooting

• Gratuity does not appear on POS: Confirm the master Gratuity option and the required Auto Apply or Manual Gratuity option are on. Save again, fully restart SalsaPOS, and wait for synchronization.
• An automatic rule does not apply: Check the order's guest count and subtotal. For and, both thresholds must be met; for or, at least one must be met.
• Manual gratuity is unavailable: Turn on Manual Gratuity for the correct location, save, and restart SalsaPOS.
• Only manager PIN can apply gratuity: Enter a valid manager PIN or ask a manager to complete the action.
• The wrong location received the rules: Return to Backoffice, select the correct location, configure and save its rules, then restart that location's POS devices.
• The POS is not connected to the cloud: Restore the network connection, then restart SalsaPOS again so it can synchronize.