Visitor meals charged to the host department
With SmartMy VMS and SmartMy HRMS, a visit can come with meals. When the visit is approved or the visitor comes in, meal tokens are raised in the host's name. They are charged to the host department's cost centre, and the host gets the codes.
PLANSFrom GrowthWith SmartMy VMSWith SmartMy HRMS
The problem it solves
- An auditor arrives at noon and the host walks to the canteen to explain who will pay.
- Visitor lunches are written on slips and the canteen bills the admin office at month end, with no department named.
- A vendor's team of five eats on one coupon because nobody counted them.
- A visit is cancelled, and the meal coupons are used by someone else.
How it works
- On a visitor type in SmartMy VMS, group Meals, choose No meals, Pays at the counter or Provided by us. For Provided by us, choose Meals at (the outlet) and the Meal (a meal token type).
- Each visit of that type takes these over on its Meals tab, with Meal Tokens set to one per person. The front office can change them for one visit.
- When the visit is approved or the visitor comes in, a guest meal request is raised in the host's name for the Visitor customer type. It is charged to the Meals Cost Centre of the host's department.
- The request follows the Guest meals approval chain. Once issued, the host is told the token codes on the visit and the visit shows Meal Tokens Issued.
- The visitor gives the token code at the counter. If the visit is cancelled or rejected before any token is used, the request is cancelled.
Everything it does
On the visitor type
- Meals: No meals (to start with), Pays at the counter, Provided by us
- Meals at: the Feast outlet
- Meal: a meal token type
On the visit
- Meals, Meals at, Meal and Meal Tokens (the number of persons, at least 1), changeable per visit until the request is raised
- Meal Request, Meal Request Status and Meal Tokens Issued
- The request names the visitor, their organisation and how many more came, and the visit and its purpose as the reason
Rules
- Raised once per visit, when it is approved or the visitor is inside
- A problem, such as no outlet chosen, is noted on the visit and never stops the visitor at the gate
- Charged to the host department's Meals Cost Centre, or its parent's
- Cancelled or rejected visit: the request is cancelled only when no token was used yet
Who uses it
Front office or securityRegisters the visit; the meals come from the visitor type.
Host employeeGets the token codes and hands them to the visitor.
Food administratorApproves the guest meal request, unless a chain issues small requests at once.
CashierServes the meal against the token code.
FinanceReads visitor meal cost per department's cost centre.
Where you use it
- Web: the visitor type and the visit's Meals tab in SmartMy VMS; Food Service > Guest Meals in SmartMy Feast
- Counter app: the token code is served like any meal token
- The host is told in the visit's messages in the back office, by email
- Not built: meals for visitors who pay at the counter are not tracked against the visit
What you control
Settings
- Per visitor type: Meals, Meals at, Meal
- Per visit: Meal Tokens (one per person to start with)
- Guest meals approval chain: food administrators to start with; add a chain with Only For and Approved at Once to issue small requests without approval
- Per department: Meals Cost Centre
Approvals
- Guest meals: food administrators to start with
Notifications
- Food: Meals on the House to Approve: to the approvers of the guest meal request; in the back office inbox and by email, at once
- The host gets a message on the visit with the codes, or that the meals wait for approval
Works with
SmartMy VMSNeeded for this page: visitor types, visits and the host.
SmartMy HRMSNeeded for this page: the host's department and its Meals Cost Centre.
Questions
Does the host have to go to the canteen?
No. The tokens are raised when the visit is approved or the visitor comes in, and the host gets the codes on the visit.Can small visitor meals skip approval?
Yes. Add a Guest meals chain with Only For up to your amount and tick Approved at Once. Requests within it are issued at once.What if the visitor does not come?
When the visit is cancelled or rejected, the meal request is cancelled, as long as no token was used.Can the gate be held up by a meal problem?
No. A problem with the meals is written on the visit. The visitor is let in as usual.Related features
PAYINGComplimentary and guest mealsGive meals on the house with a reason and an approval, and issue guest meal tokens for visitors and events. Each one is charged to a cost centre, so the free meals of a month have a value and an owner.SELLINGMeal tokens and couponsSell a single meal token, a pack of 20 meals or a value coupon. Each is valid for a set time, at chosen outlets and sessions. Every token has its own code, printed as a QR on the slip. The counter serves it from the slip or the holder's card.WITH OTHER SMARTMY PRODUCTSStaff meal policyWith SmartMy HRMS, employees become staff customers. A staff meal policy decides what the organisation pays: free, a subsidy per meal or a percentage, or nothing. The policy can differ by department, category, designation, grade or location, and the organisation's share is charged to the department's cost centre.ACROSS SMARTMY FEASTApproval chainsDecide who approves what in your canteen. It may be a void or discount at the counter, a guest meal or a promotion. Or an indent, a purchase request, a stock count difference or wastage. Each kind has its own chain per Entity, with levels and amounts, and small requests can go through at once.
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.