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Change a bill's payment method

The guest paid by card and the cashier pressed Cash. Correct the payment method of a paid bill from Last bill - Payment to change, Change to, the reference, the reason, a manager's PIN - or change one payment into parts. Done on the POS first, with the internet down too. On the Windows and the Android POS.

Who uses it:ManagerCashierWhere:Windows POSAndroid POS
On this page

Sometimes the wrong method is pressed: the guest paid by card and the cashier pressed Cash. The bill is paid, the receipt is printed, and only the method is wrong. Change payment method corrects it.

Only the method and its reference change. The amount, the bill's total, its tax and its number stay as paid. When the method itself changes, what was handed over becomes the payment's amount and its change becomes 0, because a card gives no change. The shift's figures follow by themselves: the old method loses the amount, the new one gains it, and the cash the drawer should hold moves when one of the two is cash.

The change is saved on this POS first, with the internet down too, and the cloud is told after. Nothing prints and the drawer does not open.

Before you start

  • You need the right: Change payment method, under Take Payment, in your access group. Without it, a manager types their PIN in the same window.
  • The payment's shift must still be open on this POS. Once the shift is closed, the slip is printed and final.
  • Only an ordinary payment: cash, card, e-wallet or bank transfer, taken on this POS. Pay later, a deposit, a voucher and a member payment cannot be changed.
  • The bill must not have a refund.

Open the window

  1. Tap ⚙, then Last bill.
  2. Tap the bill in the list.
  3. Press Change payment method under the receipt (on Android 💳 Change payment method over it).

If the button is not there, the bill's payment cannot be changed. A muted line under the buttons says why, for example The shift this payment was taken in is closed, so its method cannot be changed.

The window, part by part

Change payment method (Windows): which payment, what to, its reference and a reason.
  1. Payment to change: the bill's payments, each with its method, time, reference and amount. A bill with one payment that may be changed opens with it chosen (blue). A payment that cannot be changed is greyed out and says why: not taken on this POS, Pay later, deposit or voucher, shift closed, day closed, or A member payment cannot be changed. Refund the bill instead.
  2. Change to: the methods the payment may become, drawn as the payment window draws them, in this POS's own payment layout. Only ordinary methods are offered, and the payment's own method too, to change only its reference.
  3. The reference: amber, with · required, while the method chosen needs a reference and none is typed; Reference for Cash · optional otherwise. Choosing another method empties it.
  4. Reason (optional): why, if anybody wants to say. It is kept with the change.
  5. Only the method and its reference change. The amount stays as paid.
  6. The manager's approval: shown only when you may not change a payment method yourself.
  7. PIN and Staff code (optional): the manager's PIN, with their staff code if they like. Checked on this POS, with the internet down too.
  8. Cancel: closes the window and changes nothing.
  9. Save: saves the change. It stays greyed out while nothing would change (the same method with the same reference), while a required reference is empty, and while a needed PIN is empty.

Change the method

  1. Open the window on the bill.
  2. Under Payment to change, tap the payment, if more than one is offered.
  3. Under Change to, tap the right method, for example Visa.
  4. If the reference box turns amber, type the slip's reference number.
  5. Type a reason if you like.
  6. If the manager's boxes are shown, the manager types their PIN.
  7. Press Save. The window closes and Last bill says Payment method changed to Visa.

In Last bill, the payment now says Visa (changed from Cash by Siti, 13:50). The receipt and a reprint show Visa, and never say it was changed.

To correct only the reference number, choose the same method, type the right number and press Save: Reference number changed.

Change one payment into parts

When the guests really paid part in cash and part by card, one payment can be corrected into two or more parts. Your POS shows this when its cloud takes it: the window is then wider, with an amount box and a keypad.

One payment of RM 45.00 corrected into parts: Cash RM 20.00 on the list, the rest by Visa.
  1. Parts: the parts keyed so far, each with its method, reference and amount, and ✕ to take it off again.
  2. Left to share out: RM 25.00: what of the payment is not on the list yet. With nothing left: Nothing left. Press Save.
  3. The amount box: it starts as All of it · 45.00 with Key a smaller amount to change it into parts. A smaller amount shows THIS PART in amber beside LEFT AFTER THIS; more than is left shows MORE THAN IS LEFT in red. After the first part it offers The rest · 25.00.
  4. Add part: puts the part keyed on the list.
  1. Choose the payment.
  2. Key the first part's amount on the keypad, for example 20.
  3. Tap its method, for example Cash, and type its reference if it needs one.
  4. Press Add part. The part is on the list and the box offers the rest.
  5. Tap the next method, for example Visa, type its reference, and press Add part.
  6. When the line says Nothing left. Press Save., press Save: Payment changed into 2 parts.

Save is on only with nothing left and two parts or more. A payment has at most as many parts as your cloud allows; at the limit it says At most 4 parts.

On Android

The window has the same parts: Payment to change, Change to, the reference box (yellow while required and empty), Reason (optional), the manager's boxes, Cancel and Save. When Save is off because nothing would change, it says Same method and same reference: nothing to change.

Parts are keyed without an Add part button:

  • An Amount (RM) box sits over the reference box, holding the payment's whole amount.
  • Key a smaller amount, then press its method: that part goes on the list. For a part payment, key a smaller amount, then press its method.
  • Each part has ✕ (Remove this part) and its own reference box when its method needs one.
  • Under the parts: Left to allocate: RM 25.00, red until it is 0.00, then green.
  • With too many or too few parts: A part payment has 2 to 4 parts.

What if…