Void / Discount Reasons
The list of reasons a void, a discount or a wastage is recorded with. Every field (Type, Code, Name, the preset discount, Manager approval, Cannot be combined), what each type is used for on the POS and in Stock, and switching a reason off.
On this page
Every void and every discount is recorded with a reason, and so is every wastage of stock. Void / Discount Reasons is that list. It is the first thing an auditor asks for: "Wrong order keyed", "Staff discount 20%".
The POS offers only the reasons of the right type: the void window lists the Void reasons, the discount window the Discount reasons, and a wastage the Wastage reasons. A cashier cannot void or give a discount without one.
A new restaurant starts with six: three Void reasons (WRONG Wrong order keyed, CUSTCXL Customer cancelled, QUALITY Quality issue) and three Discount reasons (STAFF Staff discount 20%, MEMBER Member discount 10%, MANAGER Manager discretion).
Before you start
- You need Void / Discount Reasons, View to see the screen, and Void / Discount Reasons, Edit to change it (Back office access groups).
Open Void / Discount Reasons
- In the menu, under MASTERS, click General Setup, then Void / Discount Reasons.
- The page Void & Discount Reasons opens.
The screen, part by part
Void & Discount Reasons
Every void and discount is recorded against one of these. It is the first thing an auditor asks for.
| Type4 | Code | Name | Preset5 | Manager6 | Combine7 | Status8 | |
|---|---|---|---|---|---|---|---|
| Void | WRONG | Wrong order keyed | — | — | Active | Edit Delete9 | |
| Void | QUALITY | Quality issue | — | Required | Active | Edit Delete | |
| Discount | STAFF | Staff discount 20% | 20% | Required | — | Active | Edit Delete |
| Discount | BDAY | Birthday RM5 off | 5.00 | — | Alone | Active | Edit Delete |
| Wastage | SPILT | Spilt or dropped | — | — | Active | Edit Delete |
- Void / Discount Reasons: under MASTERS, in General Setup.
- Search…: finds a reason by its code or name. Show inactive beside it lists the switched-off ones too, greyed.
- + New: adds a reason.
- Type: Void (red), Discount (amber), Comp (violet), Wastage and Refund (grey).
- Preset: the discount a Discount reason fills in by itself: a percent such as 20%, or an amount such as 5.00. — when it has none.
- Manager: Required when Manager approval is ticked, else —.
- Combine: for a Discount reason only. Alone (violet on the screen) when it Cannot be combined, else —.
- Status: Active, or Inactive for one switched off.
- Edit and Delete.
Add a reason
- Click + New. The window New Void & Discount Reason opens.
- Choose its Type.
- Type a Code, such as SPILT, and a Name, such as Spilt or dropped. The POS shows the name.
- For a Discount, choose a Preset discount type and a Preset discount value if the reason always gives the same discount.
- Tick Manager approval or Cannot be combined if they apply.
- Click Save. The big green SAVED shows.
Optional. Lets the cashier apply a standard discount in one tap.
4Preset discount value- Type: what the reason is for. See What each type is used for.
- Code: a short code, such as BDAY. Two reasons of the same type cannot share a code.
- Name: what the cashier reads on the button at the POS, and what reports show.
- Preset discount type: Discount only. Percentage or Fixed amount, or — for none. With one, choosing the reason on the POS fills the discount in, so nobody types 2 or 200 instead of 20 on a busy night.
- Preset discount value: shown once a preset type is chosen. 20 with Percentage is 20% off; 5 with Fixed amount is RM 5.00 off.
- Manager approval: A manager must authorise this reason. The tick is saved with the reason and sent to both POS apps, and Required shows on the list. Today neither POS asks for a manager because of it: who may void or give a discount is set by the person's POS access group.
- Cannot be combined: Discount only. A discount given under this reason, on the bill or on a line, switches off every promotion and voucher on that bill. They show as not applied, with the reason's name. Saved with another type, the tick is cleared.
- Display order: the order on the list.
- Active: ticked, the reason is offered at the POS.
What each type is used for
| Type | Where it is offered |
|---|---|
| Void | The POS's Void this item and Void this bill windows, taking back a payment, and the POS's refund. |
| Discount | The POS's Discount the bill and Discount this item windows. |
| Wastage | A wastage note in Stock Documents (its Reason is required), and Wastage on the POS's Stock. |
| Refund | Saved, but neither POS lists it yet: a refund on the POS asks for a Void reason. |
| Comp | Saved, but nothing offers it yet. |
Reasons on the POS
On the discount window, the reasons are buttons under Reason. The first is chosen when the window opens. A reason with a preset fills in the type and the figure; the cashier can still change them.
- Percent off: filled in from the preset of the reason chosen.
- Reason: the switched-on Discount reasons, in their display order.
The void window lists the Void reasons the same way, under Reason, with What happened? (optional) under them for a note. An item that never reached the kitchen, or a bill with nothing sent and nothing paid, is voided without a reason.
The POS takes a change to the reasons at its next sync.
Change, switch off or delete a reason
- Edit, change it, Save.
- Untick Active to stop the POS offering it. Past bills keep it.
- Delete asks Delete "Spilt or dropped"?, If it has already been used it will be deactivated instead, so existing records stay intact. A reason on a past void or discount is switched off instead: Deactivated — still used by voided bills (or voided lines, or discounted lines).