POS Entry for Accounting Accuracy

Simplified steps for manually recording Clubhaus orders into the POS to ensure accounting systems and Stripe deposits reconcile correctly.

The Golden Rule: Always enter the GROSS amount. Do not deduct Stripe fees, processing costs, or any other discounts at the POS level. The amount entered in POS must match the total charged to the guest’s card exactly.

Standard Entry Categories

Food & Beverage — Each individual menu item. Tax treatment: Taxable.

Delivery Fee — The flat fee for delivery service. Tax treatment: Non-Taxable.

Sales Tax — Automatically calculated by POS based on F&B. Tax treatment: Liability.

Gratuity or Tip - Any tip added by the guest at checkout. Tax treatment: Per Accounting Standard.

Quick Entry Workflow

1. Verify the Stripe Receipt: Look at the total amount charged to the guest (Gross Total).

2. Enter F&B: Enter each menu item so that the ticket from the POS goes to the kitchen accurately.

3. Enter Delivery Fee: Use the specific “Clubhaus Delivery Fee” item or button.

4. Confirm Tax: Ensure the sales tax matches the Stripe receipt.

5. Final Check: The “Total Due” in the POS must equal the “Total Charged” in Stripe.

6. Close Order: Settle the order to the designated Clubhaus Clearing payment method.

Worked Example

Stripe Receipt: Food & Drinks $100.00, Delivery Fee $10.00, Sales Tax (9.38%) $9.38, Tip $10.00, Total $129.38.

POS Entry: F&B Item $100.00, Delivery Fee Item $10.00, Tax (Auto-calc) $9.38, Tip and Gratuity $10.00.

Payment: $129.38 to “Clubhaus Clearing.”

Troubleshooting & FAQ

What if the totals don’t match? Double-check that the delivery fee wasn’t accidentally included in the Food & Beverage subtotal.

Do I record the 5% Stripe fee? No. The accounting department handles fee recognition in the accounting software. Your job is only to record what the guest paid.