Refunding Through POS

Refunding Through POS

Refunds should be completed through the POS whenever possible to keep accurate sales data and journals balanced between the POS and Transafe.

Warning
Transactions from the current day that need to be reversed should be voided as the refund will process same day vs multiple business days.

Refunds processed outside of the POS (via Transafe) will not be reflected back to the POS and will result in a "Transafe out of balance" error at EOD.

If a customer is not processing through TranSafe or does not have access , you can initiate a refund directly through a onePOS terminal.

Alert
This can only be done with permission from the customer needing the refund, as they will have to provide their full card details if they are not on site with the card already.

- It is additionally helpful to have a full copy of the customer's check (printed or screenshot) if you want to recreate the order to get to the exact refund amount.

-If not, you can create an open item for the refund amount. There are some additional adjustments that have to be made in this method

Notes
- If you encounter the Unliked Refund Not Allowed For User error, a onePOS tech will have to activate it (Unlinked Refund Not Allowed For User)

Refund Process 1: Recreate Order (no tip or gratuity)

- Open a new check and input the original order
- Select all items
- Go to Check Options > Refund
- You'll now see the items are red and the total is negative

- Go to Close Check
- Select Credit Card or Appropriate Tender
- Manually enter the card info or swipe the card the refund amount will go back onto


Refund Process 2: Open Item

- Navigate to a screengroup that has an open item option (this will vary per location)
- If you need to add an open item - Add Open Item (note that this article is only accesible by onePOS tech)

- When prompted for an open item name, you can put 'REFUND'
- When prompted for price, put in the full total of the amount that needs to be refunded, including any tax or tips
- Select the open item, go to Check Options, then select Tax Exempt
- When prompted for tax exempt reason, you can also put 'REFUND'

- Go to Check Options > Refund
- You'll now see the items are red and the total is negative

- Go to Close Check
- Select Credit Card or Appropriate Tender
- Manually enter the card info or swipe the card the refund amount will go back onto



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