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Give money back (a bill below zero)

When the dishes a guest returns come to more than the bill's sales, the bill is below zero, and the POS pays the difference out of the cash drawer. The Give back panel, Give back RM 8.10, cash only, the Paid screen's Given back, and the kiosk bill paid over. On the Windows and the Android POS.

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

A bill can come to less than zero. It happens when a guest returns dishes (rung at a negative quantity) worth more than what they buy on the same bill: for example, they return a Mee Goreng they paid for earlier, and take only a Teh Tarik. The POS then owes the guest money.

Such a bill is not paid: it is given back, in cash, out of the drawer, in one go. Nothing else settles it: no card, no Pay later, no deposit, no member payment.

Before you start

  • The returns are on the bill. Ringing a return needs the right Return items (negative quantity), or a manager's approval. See Return dishes.
  • This POS has a cash payment method, and a shift is open: the money comes out of this POS's drawer.
  • Money already paid on the bill before the return is given back too: the amount to give back is what the bill is below zero, plus what was paid on it.

Give the money back

  1. On the sales screen the total is below zero, and Pay says so: Pay RM -8.10. Press it.
  2. The payment window opens with the Give back panel in place of the methods and the keypad.
  3. Check the amount, and count the cash out of the drawer.
  4. Press Give back RM 8.10. The drawer opens, if one is connected and set to open by itself.
  5. The window shows Paid, with Given back RM 8.10 in red. Hand the money to the guest.
  6. Press Exit. The bill is closed.
Windows: the Give back panel, cash only, one key.
  1. Bill total RM -8.10: the bill is below zero.
  2. The returned dish, at a negative quantity and amount, on the receipt.
  3. RM 8.10: the cash to hand back, in large red figures.
  4. Paid out of the drawer in Cash. Nothing else can settle this bill.: the bill is settled by one cash payment out, by this POS's cash method (its name is said here).
  5. Back: closes the window without giving anything, back to the bill.
  6. Give back RM 8.10: pays the whole amount out, in one go, and closes the bill. It says Giving back… for a moment.
Paid: what was given back, in red.
  1. Given back RM 8.10: the cash that went out. There is no change line: the money given is what went out.

The money given back is a cash payment out of this POS's drawer, so the shift's cash count expects that much less. The receipt prints it under the TOTAL.

On Android

On Android

The window keeps its usual layout, with three differences:

  • The box at the top says To give back RM 8.10.
  • Under it: A bill below zero is given back in cash only. Choose Cash. The line is amber while a method other than cash is chosen.
  • The foot of the keypad is an amber Give back RM 8.10. It can be pressed only with Cash chosen. What is keyed on the keypad plays no part: the whole amount is given back.

The Paid screen says Given back RM 8.10.

Android: To give back, and Give back with Cash chosen.
  1. To give back RM 8.10: what the POS owes the guest.
  2. Cash: must be chosen; any other method leaves Give back grey.
  3. Give back RM 8.10: gives the whole amount back and closes the bill.

A kiosk bill paid over

A kiosk charges the guest's card before the counter sees the order. If a cashier then takes a dish off the bill, the kiosk has taken more than the bill now comes to. The bill is not below zero, but the difference is given back the same way, in cash: on the Main POS, press Kiosk orders waiting to pay, then Give back RM 4.50 on that bill; or open the bill and its payment window. See Kiosk orders waiting to pay.

What if…