Order object summary

An Order object contains details about an order. In the orders API, you use the Order object to create orders, update orders, and retrieve information about orders. You send Order objects in requests to create and update orders. The orders API returns Order objects in response to requests.

This topic discusses some related sets of values in the Order object and how they are populated.

Overview of Order object content

An Order object contains details about:

  • What the guest ordered

  • How the order is prepared and processed

  • How the guest receives the order

  • What the guest is charged for the order

  • How the guest pays for the order

The following diagram provides a high-level overview of the Order object contents:

Overview diagram of the Order object that highlights groups of related objects

GUIDs and identifiers in the order object

A GUID is a unique identifier that Toast generates when new objects are created.

You use GUIDs to identify configured objects that are relevant to the order, such as menu items, dining options, and discounts. Here is an example of a DiningOption object, which provides a dining option GUID to identify the dining option for an order.

"diningOption": {
  "guid": "18855a26-40d4-4a8f-b484-c6af211dd597"
},

To identify an object, you can use either guid or multilocationId. For more information about multilocationId and how to use it, see Using multi-location IDs in orders.

When you create an order, the Toast platform generates GUIDs for the Order object, Check objects, and Selection objects. These GUIDs are returned in orders API responses.

You use those GUIDs to identify an order, check, or menu item selection to retrieve or to modify.

Order status information

In the Order object, the status information reflects the current status of the order, check, or menu item selection. Statuses can reflect the current status of fulfillment or payment.

Status information is returned in responses.

In most cases, the Toast platform updates the status values based on actions to an item, check, or order.

Order status values

An order can have the following status values:

approvalStatus

This status indicates the current status of the order in the fulfillment process. It only reflects whether the order is sent to the kitchen. It does not reflect whether the order is completed, delivered, or paid for.

For future orders, approvalStatus is FUTURE. Restaurant employees do not receive the order until it is time to fulfill it.

For new orders that need to be approved by a restaurant employee, approvalStatus is NEEDS_APPROVAL.

When the order is approved, approvalStatus changes to APPROVED. New orders that do not require approval are automatically APPROVED.

If an order is not approved after a specific amount of time, approvalStatus changes from NEEDS_APPROVAL to NOT_APPROVED.

deliveryInfo.deliveryState

For delivery orders, the deliveryState value indicates the current status of the order delivery.

Until the order is ready to be delivered, deliveryState is PENDING.

When the delivery driver picks up the order, deliveryState is PICKED_UP.

When the delivery driver is on their way to the delivery address, deliveryState is IN_PROGRESS.

When the delivery is complete, deliveryState is DELIVERED.

Check status values

A check can have the following status values:

paymentStatus

The overall status of the check payment.

The paymentStatus is OPEN until a payment is applied.

The paymentStatus is PAID when a payment is applied but has not been adjusted for the tip.

The paymentStatus is CLOSED when the check is fully paid.

Payment.paymentStatus

For credit card payments, the status of the credit card processing.

The status indicates the current approval and capture status of the credit card payment. It also reflects when a payment is cancelled or voided.

Payment.refundStatus

The status of a refund on a payment.

NONE indicates that the refund was not processed.

PARTIAL indicates that a partial refund was issued.

FULL indicates that a full refund was issued.

Menu item selection status values

A menu item selection can have the following status values:

fulfillmentStatus

The status of the preparation of the menu item selection. The fulfillmentStatus indicates whether the kitchen is currently working to prepare the item.

NEW menu item selections were added to a check but are not sent to the KDS for preparation.

HOLD menu item selections were paused by a restaurant employee. They are not sent to the KDS for preparation.

SENT menu item selections were fired and appear in the KDS for preparation.

READY menu item selections have completed preparation. They are fulfilled and do not appear on the KDS. The READY status is only used If your restaurant uses the Toast platform KDS.

Order dates and times

In the Order object, the order, checks, and menu item selections have multiple dates and times associated with them. The dates and times track events related to the order placement and processing, including when the order entities are created, updated, completed, and paid for.

Many order-related dates and times are set by the Toast platform based on the creation or modification of an order entity. For example, when an order is created, the Toast platform sets the createdDate. Or when an order is voided, the Toast platform sets the voidDate. You do not set those dates, but you do see those dates when you retrieve order details.

The following timestamps are associated with orders, checks, and menu item selections.

Order creation and scheduling dates

The following dates are set when an order is created.

createdDate

Applies to: Order, Check, Selection

Populated by: Toast platform

Format: Date-time string

The date and time when the Toast platform received the order, check or menu item selection.

Populated by Toast when it receives the order, check, or menu item selection.

openedDate

Applies to: Order, Check

Populated by: Either provided in the Order object or populated by the Toast platform.

Format: Date-time string

The date and time when the order or check was opened.

For dine-in and as soon as possible (ASAP) orders, openedDate should match createdDate.

For future orders, openedDate should match promisedDate.

If you do not provide a value for openedDate, then the Toast platform sets openedDate to the current date and time, which will be nearly identical to createdDate.

promisedDate

Applies to: Order

Populated by: Provided in the order request

Format: Date-time string

For future orders, the date and time that the order is scheduled to be fulfilled.

For dine-in and ASAP orders, promisedDate is null.

estimatedFulfillmentDate

Applies to: Order

Populated by: Toast platform

Format: Date-time string

The date and time when a delivery or takeout order is expected to be ready.

For dine-in and ASAP orders, calculated by the Toast platform based on the openedDate and the required preparation time. For takeout and delivery orders, the calculation also includes any throttling that is currently in effect.

For future orders, matches promisedDate.

Order fulfillment, payment, and delivery

The following dates and times are set based on when an order is fulfilled, delivered, and paid for.

businessDate

Applies to: Order

Populated by: Toast platform

Format: Integer (yyyymmdd)

The date when the order was fulfilled.

Calculated by the Toast platform based on the business date cutoff time for the restaurant. The cutoff time is configured In the Toast administration back-end. In the restaurants API, the cutoff time is returned as the value of closeoutHour.

By default, the cutoff time is 4:00 AM. For example, an order that is fulfilled at 1:00 AM on December 3 would be considered fulfilled on December 2.

dispatchedDate

Applies to: Order

Populated by: Toast platform

Format: Date-time string

For delivery orders, the date and time when the order is ready to be delivered and assigned to a driver.

Set when the order is marked as ready to deliver on a Toast POS device.

deliveredDate

Applies to: Order

Populated by: Toast platform

Format: Date-time string

For delivery orders, the date and time when the order was marked as delivered.

Set when the employee marks the order as delivered on a Toast POS device.

paidDate

Applies to: Order, Check

Populated by: Either provided in the Order object or calculated by the Toast platform

Format: Date-time string

The most recent date when the order or check received a payment.

If you provide a payment without a payment date, the Toast platform sets paidDate to the current system time.

closedDate

Applies to: Order, Check

Populated by: Toast platform

Format: Date-time string

The date when the order and check are paid.

For orders with tips, the Toast platform populates closedDate when the payment and tip are added.

For orders without tips, the Toast platform populates closedDate during the nightly closeout batch.

Order changes, deletions, and voids

The following dates are set based on changes to an order.

modifiedDate

Applies to: Order, Check, Selection

Populated by: Toast platform

Format: Date-time string

The most recent date that the order, check, or menu item selection was modified.

Populated when an order entity is created and when a change occurs to the order, check, or menu item selection.

deletedDate

Applies to: Order, Check

Populated by: Toast platform

Format: Date-time string

The date and time when the order or check was deleted.

Populated when deleted is set to true.

If deleted is false, then deletedDate uses the Unix epoch as a placeholder value.

When an order is deleted, the checks are deleted and inherit the deleted and deletedDate values.

voidDate

Applies to: Order, Check, Selection

Populated by: Toast platform

Format: Date-time string

The date and time when the order, check, or menu item selection was voided.

Populated when the order, check, or menu item selection is voided.

When an order is voided, the checks and menu item selections are voided and inherit the voidDate.

When a check is voided, the menu item selections for that check are voided and inherit the voidDate.

voidBusinessDate

Applies to: Order, Check, Selection

Populated by: Toast platform

Format: Integer (yyyymmdd)

The business date that corresponds to the value of voidDate.

Populated based on voidDate and the business date cutoff time for a restaurant.

The cutoff time is set in the Toast administration back-end. In the restaurants API, the cutoff time is returned as the value of closeoutHour.

By default, the cutoff time is 4:00 AM. For example, if a check is voided at 1:00 AM on January 5, voidedBusinessDate would be January 4.

Order amounts

The order amount values determine the amount that guests are charged. Amount values are associated with menu item selections and checks.

For most of the amount values in the Order object, the Toast platform either retrieves the amount from the restaurant configuration, or uses an algorithm to calculate it based on other values. For example, prices for menu selection items are configured. Amounts such as taxes and check totals are calculated.

Components of order amounts

Order amounts include the following components:

Menu item prices

The prices of the selected menu items.

For most items, prices are specified in the menu configuration.

Some items are open price items, which means that you provide the price when you create the order.

For more information, see the menu pricing section of the Platform Guide.

Taxes

The tax charged for the menu selection items.

Taxes are calculated based on the applicable taxes and tax rates.

For more information on taxes and tax rates, see the taxes section of the Platform Guide.

Service charges

The service charges that are added to checks.

On the Toast platform, some service charges are added automatically based on the order type. Other service charges can be added by the restaurant employee. In the orders API, all service charges must be included in the order request. Service charges are never applied automatically to orders from the orders API.

Service charges might also be taxable.

For more information on service charges, see the service charges section in the Platform Guide.

Discounts

The applicable discounts that reduce the amount of a check or a menu item selection.

For more information on configuring discounts, see Managing discounts in the Platform Guide.

Amounts on menu item selections

A menu item selection has the following amounts associated with it.

receiptLinePrice

The price of a menu item selection before the quantity, taxes, discounts, and modifier option adjustments are applied. For items that use size pricing, receiptLinePrice is the price of the selected size.

For example, if the menu item selection is for two orders of fries, receiptLinePrice is the price of one order of fries. If a menu item selection is for three large drinks, receiptLinePrice is the price of one large drink.

Populated based on the menu configuration, or using the value provided in externalPriceAmount or openPriceAmount.

externalPriceAmount

Only used in orders that are created by marketplace facilitator organizations. Provided with new orders. Not returned for existing orders.

The price of the menu item selection as calculated by the marketplace facilitator. This is the price before the quantity, taxes, discounts, and modifier option adjustments are applied.

For more information about marketplace facilitator orders, see Marketplace facilitator orders.

Used to populate receiptLinePrice.

openPriceAmount

Provided with new orders for open price menu items. Not returned for existing orders.

The price of the menu item selection before the quantity, taxes, discounts, and modifier option adjustments are applied.

Used to populate receiptLinePrice.

preDiscountPrice

Gross sales price for the item before tax and discounts. Reflects the ordered quantity.

prediscountPrice = receiptLinePrice x quantity

Discount.discountAmount

The currency amount of the discount.

For open discounts, you provide discountAmount when you add the discount.

Otherwise, the Toast platform populates discountAmount based on the discount configuration.

Returned for all discounts.

Discount.discountPercent

For a percent discount, the percentage of the discount. For example, for a 10% discount, discountPercent is 10.

Used to calculate discountAmount for percent discounts.

Discount.nonTaxDiscountAmount

The currency amount of the discount on the non-taxable portion of the menu item selection.

In most cases, nonTaxDiscountAmount is identical to discountAmount.

The values are only different when you apply a percent discount to an item that has the tax included in the price. In that case, nonTaxDiscountAmount is less than discountAmount.

price

Final price charged to the guest for the item. Includes the ordered quantity and discounts. Does not include tax.

price = preDiscountPrice - sum(Discount.discountAmount)

AppliedTax.taxAmount

The tax amount for a specific tax. Calculated by the Toast platform based on the specific tax configuration.

tax

The total tax on the menu item selection.

tax = sum(AppliedTax.taxAmount)

Amounts on checks

A check can have the following amount values associated with it:

Discount.discountAmount

The currency amount of a discount on the check.

For open discounts, provided in new orders.

Otherwise, populated by the Toast platform based on the discount configuration.

Returned for all discounts.

Discount.discountPercent

For a percent discount, the percentage of the discount.

For example, for a 10% discount, discountPercent is 10.

Used to calculate discountAmount for percent discounts.

Discount.nonTaxDiscountAmount

The currency amount of the discount on the non-taxable portion of the check.

In most cases, nonTaxDiscountAmount is identical to discountAmount.

The values are only different when you apply a percent discount to a check that contains items that have the tax included in the price. In that case, nonTaxDiscountAmount is less than discountAmount.

ServiceCharge.chargeAmount

The amount of a service charge.

For open amount service charges, provided with the order.

Otherwise, the Toast platform populates the amount based on the service charge configuration.

ServiceCharge.AppliedTax.taxAmount

The amount of an applicable tax on the service charge.

Calculated by the Toast platform based on the specific tax configuration.

amount

The amount of the check after discounts and service charges. Does not include tax.

amount = sum(Item.price) + sum(Service Charge.chargeAmount) - sum(Discount.discountAmount)

taxAmount

The total tax on the check. Includes the taxes on the menu item selections and service charges.

taxAmount = sum(Item.tax) + sum(Service Charge.Applied Tax.taxAmount)

totalAmount

The total amount of the check. totalAmount includes discounts, service charges, and taxes.

totalAmount = amount + taxAmount

totalAmount is not affected by refunds. Refund information is provided in the menu item selection and payment details.

totalAmount is affected by voids. When you void a menu item selection, totalAmount is reduced by the amount charged for the menu item selection.

Example order with order amounts

To demonstrate the item and check amounts, we'll use a simple example order.

The order contains a single menu item selection for two grilled cheese sandwiches. A grilled cheese sandwich costs $8.00.

The guest receives a $1.00 discount on the item.

The item is subject to a 5% state tax and a 4% city tax.

The check has a $3.00 delivery service charge that is not taxed.

For the menu item selection, the amounts are as follows:

Amount

Value

Calculation

receiptLinePrice

8.0

In the menu, a grilled sandwich costs $8.00

preDiscountPrice

16.0

Multiply receiptLinePrice (8.0) by quantity (2).

Discount.discountAmount

1.0

The applied discount is for $1.00.

Discount.nonTaxDiscountAmount

1.0

The applied discount is for $1.00. The tax is not included in the price, and the discount is a fixed amount discount, so the two discount amount values are the same.

price

15.0

Subtract the total discountAmount (1.0) from the preDiscountPrice (16.0).

AppliedTax.taxAmount (State tax)

0.75

Multiply the rate for the state tax (.05) by the price (15.0).

AppliedTax.taxAmount (City tax)

0.65

Multiply the rate for the city tax (.04) by the price (15.0).

tax

1.35

Add the taxAmount values (0.75 and 0.65).

For the check, the amounts are as follows:

Amount

Value

Calculation

appliedDiscounts

No values

There are no discounts on the check, just on the item.

ServiceCharge.chargeAmount

3.0

There is a $3.00 delivery charge.

ServiceCharge.appliedTaxes

No values

The delivery charge is not taxed.

amount

18.0

Add the price from the menu selection item (15.0) to the service charge (3.0).

taxAmount

1.35

The total of the tax values on the menu selection items. The tax value for the single menu selection item is 1.35.

totalAmount

19.35

Add amount (18.0) and taxAmount (1.35).