Prepaid wallet
Each customer has a food wallet. It is topped up at the counter or in the office, in Growth also online, and spent at every counter by scanning the card. Every change is an entry that is never edited, only reversed, and a low balance raises an alert.
PLANSEvery plan
The problem it solves
- Children carry cash to school and lose it.
- Staff run up a canteen tab and the money is collected late or never.
- A wallet balance in a spreadsheet does not match what was spent at the counters.
How it works
- A wallet is made for a customer the first time it is topped up or used.
- Top it up at the counter's Wallet tab, or from the wallet with Top-up / Refund in the back office.
- In Growth, the customer or a parent can also top up online on the portal or in the app.
- At any counter the cashier scans the card and taps Wallet. The amount is taken off.
- When the balance falls below the alert level, the holder is told once.
- When someone leaves, Refund the balance and close pays it out and closes the wallet.
Everything it does
The wallet
- Holder, balance, Minimum Balance (purchases may not go below it) and Low-balance Alert
- State Active or Closed; a closed wallet cannot be used
- The balance is the sum of the entries; two counters cannot spend the same money at once
- Entries: Top-up, Purchase, Credit, Refund Paid Out, Reversal; each with date, outlet, mode, order and user
- Entries are never changed or deleted, only reversed
Top-ups
- Paid by cash, UPI, card, online payment, payroll, fee ledger or customer account
- Counter Wallet tab: quick amounts of 100, 200, 500 and 1,000, by cash, UPI or card
- Back office: Top-up / Refund on the wallet, with Paid by, outlet and a note
- Online on the portal and in the app (Growth): built, but no live payment has been made yet
- With a card machine (Growth), a top-up can be paid on the machine
Credits into the wallet
- Meal plan opt-outs and early leaving, where the plan credits the wallet (Growth)
- Unused tokens, where the token type sends them to the wallet
- Refunds of wallet purchases go back to the wallet
Across Entities
- To start with, a customer has one wallet valid at every Entity
- With Scale, the wallet can be kept per Entity instead, and Wallet Settlements work out what each Entity owes another
Without network (Growth)
- A counter can spend from a wallet offline up to 200 per person to start with
- The spend is checked when the counter syncs; a shortfall is shown as a sync conflict
Who uses it
Customer or parentTops up, sees the balance and the entries on the portal and in the app.
CashierTops up at the counter and sells from the wallet.
Food AdministratorSets minimum and alert balances, pays out and closes wallets.
AccountsReads wallet balances and, with Scale, settlements between Entities.
Where you use it
- Web: Food Service > Selling > Wallets > Wallets and Wallet Entries
- The SmartMy Feast Counter app: Wallet tab and the Wallet payment button (built and in testing, not in the app stores yet)
- The diner portal and the SmartMy Feast app: balance, entries and online top-up (Growth) (built and in testing, not in the app stores yet)
- Not made yet: a live online top-up; the payment gateway is tested with you before go-live
What you control
Settings
- Minimum Balance: 0; Low-balance Alert: 0 (no alert) until you set it
- Wallet scope: one wallet for the whole group
- Offline wallet spend per person: 200 (Growth)
Notifications
- Food Wallet Low Balance: to the wallet holder when the balance falls below the alert level. In the app and by email, WhatsApp and SMS from your message credits, app push once the apps are in the stores. Sent at once
- Food Wallet Top-up: to the wallet holder after each top-up; same channels; sent at once
- These go to the holder's own contact; a parent is told only if the child's contact carries the parent's email or phone
Works with
SmartMy CampusTop up from the student fee ledger (Growth).
SmartMy HRMSTop up through payroll deduction (Growth).
Questions
Can a parent top up a child's wallet from home?
In Growth, on the portal or in the app. The online payment is built, but no live payment has been made yet; it is tested with you before go-live.Can the wallet go negative?
No. A purchase is refused if it would take the balance below the Minimum Balance, which is 0 to start with.What happens to the balance when a student leaves?
Use Refund the balance and close. The balance is paid out by the mode you choose and the wallet is closed.Does the wallet work at every canteen of the group?
Yes, to start with one wallet works at every Entity. With Scale it can be kept per Entity, with settlements between them.Is it in Starter?
Yes. The wallet, counter top-ups and the low-balance alert are in Starter. Online top-up and offline spending need Growth.Related features
PORTAL AND APPSParents manage children's meals and limitsParents see each child's wallet, meals and bookings on the portal and in the SmartMy Feast app. They top up, book a meal, answer for the child, report allergies and set daily and weekly spending limits that the counter enforces.PAYINGSpending limits, blocked items and allergy alertsSet a daily and a weekly spending limit for a customer, and block items or categories they must not buy. The counter shows a red alert for their allergies and diet. Parents set limits for their children on the portal or in the app.PAYINGCash, card and UPI paymentsTake cash, UPI and card at the counter, along with the wallet, tokens and the other payment modes your outlet allows. UPI shows a QR code for the exact amount, and every payment goes to its own journal for the day's takings.COUNTERCustomer found by card or QR at the counterThe cashier scans a card or the QR code in the diner's app. The counter shows the name, customer type, photo, wallet balance and the meal due. Lost, blocked and expired cards stop working at the next sync.SELLINGMeal plans with opt-outs and creditSell a meal plan for a day, a week, a month, a term or a year, covering the sessions and weekdays you choose. A member who says "not eating" before the cut-off gets that meal back as wallet credit, a refund at the end or an extra day. Joining late is charged only for the meals left.PAYINGSeveral EntitiesRun the canteens of several colleges, schools or offices under one account, each as its own Entity with its own outlets, taxes and bill series. Customers, sessions and payment modes can be shared, and with Scale a central kitchen and central purchase serve them all.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.