Receive Catering Orders Online

On the order page the guest places the whole order: day, time, number of guests, fulfilment method, menu and contact details. The price is calculated as the guest chooses. The order lands as a ready-made catering order.

What the guest does on the order page:

1. Occasion: chooses date and time, number of guests, type of occasion and how the food should arrive: Avhämtning (Pickup), Leverans (Delivery) or Servering på plats (Served on site). For delivery the guest enters the postcode
2. Menu: chooses from your items marked "Säljs i catering" (Sold in catering). An item sold per person is counted on the number of guests, and each item's minimum quantity applies. The total including VAT is always shown
3. Details: private or company (company name, registration number and reference), name, mobile number and email, address for delivery or on-site service, plus dietary needs and a message if you ask for them on the inquiry page
4. Sends in one of two ways:
   • Order on invoice: only for companies allowed to order on invoice, see below
   • Send request: the guest sends their basket and you reply with a quote. Nothing is booked until the guest has accepted the quote

There is no card payment on the order page. Prices, VAT and rules are always calculated by Vendion from your items and settings, not by the guest's browser.

On-site service is request only. If the guest chooses on-site service, the order cannot be placed on invoice. You go through the set-up and reply with a quote.

Turn on online ordering:

1. Open Admin → Catering → Inställningar (Settings) and go to the Onlinebeställning (Online ordering) card
2. Turn on Ta emot onlinebeställningar (Receive online orders). When it's off, the order page only shows your contact details
3. Set the rules (table below)
4. Click Spara (Save) at the bottom. Visa beställningssidan (Show the order page) shows the page as the guest sees it

The delivery fee:

• Fast belopp (Fixed amount): the same fee for every delivery
• Per leveranszon (Per delivery zone): the fee and the postcodes you deliver to come from the delivery zones under Online Order → Inställningar (Settings)
• The fee becomes its own line in the order with Standardvarugrupp för fria rader (Default product group for free lines, under Catering → Inställningar). Without it, delivery with a fee cannot be chosen

Company links: A company link is a personal link to the order page for one company. The page shows "Ordering as" and the company's name, and the company can order on invoice without entering its registration number.

Create a company link:

1. Under Catering → Inställningar → Företagslänkar (Settings → Company links), click Ny företagslänk (New company link)
2. Choose the company from your invoice customers
3. Optionally add an Etikett (Label, only for you, for example which department got the link) and click Skapa och kopiera (Create and copy)
4. Send the link to the company's orderer

The list shows each link with company, label, whether it's Aktiv (Active) and when it was Senast använd (Last used). From there you can copy the link, show a QR code, change the label or delete the link. Turning off Aktiv stops the link working until you turn it on again. Orders already received are not affected.

You can also create the link from the order: when the order has a company under Kund (Customer), the Företagslänk (Company link) button is in the panel on the right. It copies the company's active link, or creates one if there is none.

Who can order on invoice? Faktura för företag (Invoice for companies) must be on, and the company must either

• come via an active company link, or
• already be your invoice customer, with the same registration number the guest enters on the order page

Everyone else can only send a request. If Tillåt förfrågan (Allow requests) is also off, they can't send anything, and the page asks them to contact you directly.

Share the order page: Under Catering → Dela & länk (Share & link) you'll find a link, QR code and widget (code for embedding the page on your website) for:

• Beställningssida (Order page) – suggested button text: "Beställ catering" (Order catering)
• Direkt till avhämtning (Straight to pickup) – the order page with pickup preselected
• Direkt till leverans (Straight to delivery) – the order page with delivery preselected
• Cateringförfrågan (Catering inquiry) – the inquiry page, see Receive Catering Inquiries

With the direct links the guest can still change the fulfilment method on the page. The links require the restaurant to have a web address (URL slug) under Allmänt (General).

When an order arrives: The guest gets a copy of the order by email. You get an email at the same addresses as for inquiries (Inställningar → Notiser, Settings → Notifications), and the order shows under Catering → Förfrågningar (Inquiries). Each row has a label saying what the guest asked for:

Confirm or decline:

• Bekräfta (Confirm) is on rows labelled Faktura. The order becomes confirmed and the company gets the order confirmation by email. Then you invoice from the order as usual, see Get Paid: Send to the POS or Invoice
• Avböj (Decline) is on every row. Choose a reason or write your own. The guest gets your answer by email
• Click the row to open the order. For Offert önskas and Förfrågan the guest's choices are already lines. Check them and send the quote, see Send a Quote and Get the Customer's Approval

With Bekräfta fakturabeställningar automatiskt (Confirm invoice orders automatically) on, an invoice order skips Inquiries: the order is confirmed straight away, the company gets the order confirmation instead of the copy and the order is under Uppdrag (Orders).

Good to know:

• If the order is below the minimum number of guests, the minimum quantity or the minimum order value, or the postcode is outside your delivery zones, the guest can still send it as a request if Tillåt förfrågan (Allow requests) is on
• For an invoice order, the company name is saved as it is in your records, not as the guest typed it
• Confirming, declining and managing company links require the permission Skapa och ändra uppdrag, skicka offert, köks-PM och bong (Create and edit orders, send quotes, kitchen briefs and tickets)
• You control which items show with "Säljs i catering", see Sell Items in Catering