Toast POS Integration: FAQ & Troubleshooting Guide
Get answers to the most commonly asked questions about Campspot's Integration with Toast as well as steps to resolve potential operational issues.
Summary:
This comprehensive article aims to equip users with the knowledge needed to successfully integrate and utilize Toast within the Campspot system, addressing common questions and concerns.
Most Common FAQ:
The content is organized into key sections, covering various aspects of the integration to guide users effectively:
- Benefits of Integration
- Getting Started/Cost
- Configuration
- Security Measures
- Transaction History
- Managing Refunds & Voids
- Campspot Accounting
Troubleshooting guide:
The content is organized into key sections, covering various issues a campground employee could run into and how to troubleshoot them effectively:
- Guest Not Showing up in Search
- Error Message When Charge to Site
- Verifying if the Integration is Working
- Charge to Site Not Appearing on Campspot Invoice
Benefits of Integration:
Q: What is the main benefit of integrating Campspot with Toast pos?
The integration enhances the F&B Point of Sale (POS) solution, seamlessly posting charges from food and beverage purchases directly to the guest's site. This optimization streamlines daily operations and transforms guest experiences.
Getting Started:
Q: Are there any costs to use this integration?
Campspot fees:
Campspot charges a $10 per month per park fee to access select integrations. If you are already taking advantage of another integration for your park, there will be no added setup costs.
Toast Fees:
Any fees associated to the cost of the integration are discussed with Toast directly.
Q: How do I get started with the toast integration?
Different steps are required based on whether or not a campground is a current Toast user. Find full details in our setup guide [HERE].Configuration:
Q: Can I integrate with multiple toast POS locations at my campground?
Yes, during the integration setup in Campspot's Admin Site, you can select the POS location(s) for the Toast integration. This provides flexibility in managing multiple locations seamlessly.
Security Measures:
Q: What security measures are in place for this integration?
The integration adheres to industry-standard security protocols, ensuring the safety of shared information. Encrypted connections and user credentials are required for authorization, creating a secure environment for data exchange.
Transaction History:
Q: Can I track and manage transaction history through the toast integration?
Yes, the integration allows tracking transaction history within Toast. Comprehensive reports and analytics related to food and beverage purchases can be accessed, providing valuable insights for financial management and decision-making.
Managing Refunds & Voids:
Q: HOW SHOULD I PROCESS REFUNDS OR CORRECTIONS FOR TOAST CHARGES?
Refunds or corrections should be processed directly in Toast, as this ensures accurate financial reporting within Toast’s native reporting tools. Once completed in Toast, the refund or correction will automatically reflect on the guest's invoice in Campspot.
Note: Although there is a Void button in Campspot for Charge to Site transactions, using this does not void the charge in Toast. The Void button will eventually be gated by a permission, but this permission will not be available at launch. As a best practice, avoid voiding Toast charges in Campspot unless specifically instructed by Support.
Campspot Accounting:
Q: Which reports include Toast (CTS) activity for accounting?
- Accounting reports: All accrual journal entries, Audit Trail, Trial Balance, Aging Report, and Liability Report, all cash journal entries, journal entry construction, journal entry detail by invoice and account.
- Payments reports: All payment reports reflecting payments/refunds made in Campspot via the Lightspeed charge to site integration.
Q: How is toast charge to site activity reflected for accounting purposes?
- Guest Invoice: Transactions appear on the guest's invoice in Campspot as a lump sum Toast Revenue charge, combining all item(s), tax, and gratuity.
- Financial Account: Toast Revenue charges default to a non-customizable financial account, requiring adjustment in the accounting software or journal entry before importing.
- Payments in Admin Site: Payments are processed through the Admin Site Reservations - Credit Card payment method, attributed to the configured financial account.
Q: What if the Toast Revenue reported in Campspot doesn't match the Toast charge to sites amount?
- Unsuccessful charges result in the CTS receipt being left unpaid. View more details below.
- Balances paid after the application date are recognized on the payment day, potentially causing daily reconciliation discrepancies. View more details below.
Q: How can I avoid an unpaid charge to the site, and what steps should I take if a balance remains unpaid?
An unpaid charge to the site occurs when there's an issue processing the credit card on file—common reasons include an expired card, declined payment, or a failure in the payment processor.
To prevent this, make sure to capture a guest's credit card during the check-in process.
If you encounter an unpaid balance, simply reprocess the payment on the reservation using a valid payment method.
Best Practice:
For parks utilizing Charge to Site, it's crucial to collect an updated credit card at check-in. Add the card to the Guest Profile as the preferred payment method to ensure smooth transactions.
Q: Why do balances paid after the application date sometimes result in daily reconciliation discrepancies?
Balances paid after the application date are recognized on the payment day, which can potentially cause daily reconciliation discrepancies.
Q: How should I validate Charge to Site (CTS) charges and payments in Campspot to ensure accurate accounting?
- The best way to validate CTS charges and payments in Campspot is by utilizing the Journal Entry or Audit Trail report for accrual.
- Additionally, you can refer to the journal entry cash, journal entry detail by invoice, and account for cash.
- All CTS charges will be consolidated in a default account called POS Revenue.
- To reconcile, compare the total Toast Revenue reported in these reports against the total revenue charged to the site in Toast.
Q: Which reports do not include Toast charge to site activity?
- POS reports: Toast Revenue is excluded; detailed transaction history can be accessed in Toast.
- Rent Roll (Reporting Service): Toast revenue is not reflected in the reservation total or POS charges and other charges categories.
- Campspot Analytics: Toast revenue is not included.
- Any other reports involving reservation or POS charges not mentioned in the list of included reports.
Toast Integration: Troubleshooting Guide
Having trouble using the Charge to Site feature through the Toast–Campspot integration? Follow the steps below to troubleshoot common issues.
1. Guest Not Showing Up in Search
If you're trying to search for a guest and they don’t appear:
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Check if the guest is currently checked in
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Make sure the guest has a card on file in Campspot. Guests must have a card on file to show up in search.
2. Error Message When Charging to Site
If you see this error:
“Sorry! Payments through Campspot powered by Omniboost are currently unavailable. Please try again later or select a different form of payment to close this check.”
This means the connection is down.
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Complete the transaction another way (e.g., direct payment in Toast).
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Then contact Campspot Support for assistance.
3. Verifying if the Integration is Working
If you're unsure if the integration is working, ask yourself these questions:
Q: Are you able to search for a guest?
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If Yes then the integration is likely working.
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If No then double-check the following:
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Is the guest checked in?
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Does the guest have a card on file in Campspot?
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If both are true and the guest still doesn’t show up, contact Campspot Support.
If either is not true, the system is behaving as expected.
4. Charge to Site Not Appearing on Campspot Invoice
If you tried to charge a guest and the transaction didn’t go through:
Step 1: Check the Campspot invoice
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If the charge is there, but the guest has an outstanding balance then the card on file may be outdated.
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Update the card in Campspot.
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Manually complete the payment.
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If the charge is not on the invoice:
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Try processing the charge again in Toast.
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Still not showing after a second attempt? Contact Campspot Support.
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