Refunds

Once the Daily Balance report for the day (or batch) has been run, it is no longer possible to cancel an order. Instead it is necessary to issue a refund.

When signed on to a Counter Till all refunds are usually given in cash or by debiting a credit card.

When signed on to a Mail Room Till all refunds generate a Pending Refund for the item that was refunded. This will generate a refund check when the Pending Refund process is run.

To refund an entire transaction (rather than one item in a multiple sales transaction):

  1. Search the POS module for the transaction record with the item to be refunded.
  2. Open the transaction record in Details View:

  3. Select POS>Refund Record from the Menu bar.

    The Input box displays.

  4. Enter a reason for the refund.

  5. Click OK.
  6. How the refund is handled depends on whether you are signed on to a Mail Room Till or a Counter Till:

    If you are signed on to a Counter Till, a Refund item is created with the same amount as the transaction that you refunded. Pay the customer the refund amount in cash:

    If signed on to a Mail Room Till, a Pending Refund will be created for the refunded item. A check will be printed when the Refund Check process is next run.

To refund a single item in a sales transaction:

  1. Search the POS module for the transaction record with the item to be refunded.
  2. Open the transaction record in Details View. In this example we refund the Birth Certificate:

  3. Select POS>Refund Item from the Menu bar.

    The Input box displays.

  4. Enter a reason for the cancellation, e.g.:

  5. Click OK.

    The Select box displays with a list of all items in the transaction:

  6. Select the item to be refunded and click OK.

    The item will be refunded:

  7. How a refund is handled depends on whether you are signed on to a Mail Room Till or a Counter Till:

    If signed on to a Counter Till, the refund amount will display as Refund in the Type: (Balances Details) field on the Payments tab (also on the Single Sale tab). In this case, give the customer the refund in cash:

    If signed on to a Mail Room Till, a Pending Refund will be created for the refunded item. A check will be printed when the Refund Cheque process is next run.

Note: Where the quantity ordered for an item is greater than one and you only want to refund some of the items, it is necessary refund all of the items and then add the other items back into the transaction. For example, if the transaction contains three Pioneer Series CD-ROMs and the customer has decided to order only two, it is necessary to cancel all three and then re-order two Pioneer Series CD-ROMs.