How to manage Third-Party Delivery Services

For stores that want to use third-party delivery services such as Mr. Delivery or UberEats, but are set up in such a way that their deliveries are typically handled by Yumbi, Online Ordering, and Deliveree, there is a particular way that the third-party delivery orders need to be handled so that they don’t interfere with the other delivery systems.

This guide will detail the proper procedures for capturing these orders.

You will be recording all the orders for Mr D and Uber Eats as collect orders with the customer's name as either Mr D or uber Eats. These customers need to be set up before you start taking orders. You will take all the orders under the same customer name.

Initial Setup

Step 1 - Create Customers

Each Third-Party Delivery company needs to be set up as a Customer in Aura, so that orders can be assigned to them. In Backoffice , click Lists > Customers , then click [+] to add a new entry.

The two customer names should be "Uber Eats" and "Mr Delivery" You should use the local phone number for the relative supplier in your area.

Capture the company name and telephone number. Note that no address details are required. Click Post to save the changes.

Capturing Orders

When orders are placed from a Third Party service, the order will come through via a Phone call to the store or a printer or tablet installed by the service.

This order must be captured in Invoicing as a Collect order!

Place the order as a collect order with the supplier name being either Uber Eats or Mr Delivery.

Collect orders are not sent to Deliveree. You are not delivering them so you don't want them on Deliveree. They are being collected by either Mr D or Uber Eats.

Assigning a Reference Number

After the order has been placed, you will often receive a reference number for the invoice from the third party service agent or printed slip. This reference number must be captured by pressing the Note button in invoicing so that the reference number will appear on the slip.

Completing the Order 

When the Third Party Delivery Service driver comes in to collect the order, the Cashier must Re-Print the invoice for the store’s reference and make sure that the driver signs the slip, which will then be kept in the till drawer for proof.

The collect order must be paid off as a cheque payment by pressing F3 on the payment screen. This must be done when the driver collects the food. That way you know that the orders that have been marked as paid have been collected and which ones have not been collected.

Press "Capture" or  [F3] on the keyboard

Ask the driver his name and type it in (Also add if this is an Uber or Mr D order) - e.g: Uber Driver Name or Mr D Driver Name

Enter the amount

The completed order should show no change

Cashup

When you pay an order using F3, the details are entered automatically into that till's cashup for you.  They will appear in the Cheque section.

Pressing F3 in the cashup will show the detail of all the orders

The details of each order will also be in all the cashup reports. These can be used to reconcile with the statement from the service supplier.

You can see a daily breakdown on the "Complete Cashup Summary" report

The last page of the "Complete Cashup Summary" report will give you the total figure if you run it for a month. This can be compared to the supplier's statement.

Note that the banking slip above includes cheques, thus making the assumption that the supplier has paid you. You still need to obtain payment yourself.

For a detailed breakdown of Uber and Mr. D orders, you can run the "Sales By Customer" report.