This guide will outline how you and your team can go through and check that all of your orders have been completed and paid. As well as this, you'll be able to reconcile all payments made for that day.
The Check out of an order is a crucial step to ensure all payments are settled and there are no discrepancies in your reports.
This process becomes even more essential when integrating with your PMS, as it ensures that revenue is posted to your PMS to accurately record your payments and revenue. Without following this process and checking out orders, your Trybe and PMS revenue and payment reports will not balance up.
Step 1: Checking In and Checking Out Orders
Checking In an Order
Orders can be checked in when the guest arrives at the spa or after they leave.
Click on the order in your calendar.
A pop-up window will appear.
Select the option to check-in.
Going back to the calendar, a blue line will appear on the left side of the order tile, indicating the order has been checked in.
This is useful at a quick glance on the calendar to understand how many guests may be on site and who are yet to arrive.
Checking Out an Order
Orders can be checked out either immediately after the appointment or at the end of the day. Orders should only be checked out when you are 100% sure that no further amendments are required.
Click on the order.
The same pop-up window will appear.
Select ‘Check-Out’.
A warning will notify you that checked-out orders cannot be edited. When an Order has been Checked Out, Refunds are only possible with manager's permission.
Once Checked Out, a green line will replace the blue line, confirming the process is complete.
If an order has an outstanding payment, the 'check-out' button will not be displayed and you will be unable to check-out your order until the Order has been settled or discounted to have an outstanding balance of £0.
Handling No-Show Orders
If a guest does not show up and same-day cancellations are not allowed, the order can be marked as a ‘No Show’:
Click on the order in the calendar.
In the pop-up window, select ‘No Show’.
A warning will notify you that no-show orders cannot be edited
The order will then disappear from the calendar.
If the Order has been paid and no refund has been issued the revenue will be recorded under the ‘No Show’ Revenue Centre in the PMS.
Step 2: Reviewing End of Day Reports
Daily Sales Report
Navigate to the Home Page Reports and select End of Day Reports.
The Daily Sales Report will open by default to today’s date.
Use this report to reconcile payments (PDQ, cash, etc.).
Refunds processed during the day will be displayed on the right side of the report.
Ensure that Z totals from the PDQ and cash float match.
If you have a Trybe terminal on-site, you can retrieve the total payment from your PDQ by navigating to Report > Transaction > Export > filter by 'Payment Source' > 'Card Reader'.
Daily Revenue Report
Access the Daily Revenue Report from the home page.
Compare the number of orders with the ‘Posted to PMS’ count – these should match.
If numbers do not match, review the Orders section.
Orders marked as ‘Submitted’ indicate they were not checked out.
Click on the order reference to check it out directly.
Final Check for Outstanding Balances
To ensure no outstanding balances remain:
Navigate to the Orders tab on the left side of your screen.
Filter by ‘Item Date’ to today’s date.
Scroll down and enable ‘Only Outstanding Balances’.
✅ All steps completed! Your end-of-day process is now successfully finalized.