Refunds & Voids

Mistakes happen and customers return products. The POS system provides two mechanisms for reversing transactions: voids (for canceling a sale before the customer leaves) and refunds (for returning products after the sale is complete).

Voiding a Sale

A void cancels the most recent sale entirely. From the POS Terminal, tap "Void Last Sale" in the menu. The system displays the details of the last completed transaction for confirmation. If you confirm, the sale is marked as voided in the database, inventory quantities are restored, and a void receipt prints automatically. Voiding requires the pos:void_sale permission, which is typically granted to shift supervisors.

You can only void a sale that was processed on the current register during the current session. To reverse a sale from a different register or a previous session, you must use the refund process instead.

Processing a Refund

Refunds handle returns after the customer has left the store. Navigate to Menu > Refund on the POS Terminal. The system asks you to look up the original transaction. You can search by receipt number, date, or scan the barcode printed on the original receipt. Once the original sale is found, its line items are displayed.

Select the items being returned and specify the quantity for each. If the customer is returning everything, tap "Select All". The system calculates the refund amount based on the prices and discounts from the original sale -- not the current product prices. This ensures the customer receives back exactly what they paid.

Refund Payment

After confirming the items, the refund payment screen appears. If the original payment was cash, the system instructs the cashier to return the refund amount from the drawer. If the original payment was by card, you can process the refund back to the card or issue a cash refund depending on store policy. The refund is recorded as a separate transaction linked to the original sale.

Partial Refunds

You do not need to refund all items from a sale. Select only the items and quantities being returned. For example, if a customer bought three shirts and wants to return one, select that product and set the quantity to one. The refund amount is calculated for just that single item, including its proportional tax.

Required Permissions

Both voids and refunds are sensitive operations tracked in the audit log. The following permissions control access:

• pos:void_sale -- allows voiding the last sale on the current register.
• pos:refund -- allows processing refunds against any historical transaction.
• pos:refund_no_receipt -- allows processing a refund without looking up the original receipt (refunds at current price). This permission is typically restricted to store managers.

All void and refund transactions appear on the Z Report and are synced to HQ for review. Managers can review refund patterns by employee in the HQ Reports section.