FooodPosWiki

Take back a payment

A payment taken by mistake on a bill that is still open is taken back with the bin on the Payments tab. The Take back payment dialog, how the money goes back (cash from the drawer, a card voided on the terminal), the reason, a manager's PIN, and every message that refuses or follows a take-back. On the Windows and the Android POS.

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

Keyed the wrong method, or the wrong amount? While the bill is still open, a payment this POS took can be taken back. The amount goes back on the bill's balance, and you take it again the right way.

A bill that is already paid is not changed this way: refund it, or correct its method in Last bill (see What if…).

Before you start

  • The right to take a payment back. It is the action Reverse a payment under Take Payment in the person's POS access group. Cashiers are not given it: without it, a manager types their PIN on the dialog. See POS access groups.
  • Void reasons. The dialog asks why, from the reasons set in the back office (Void / Discount Reasons). See Void / Discount Reasons.
  • A shift open on this POS, the one the payment was taken in.

Take a payment back

  1. In the payment window, open Payments (n) on the left. It is usually open already.
  2. Press the bin beside the payment. Only payments this POS took have one.
  3. The dialog Take back payment 1 opens. Read how the money goes back.
  4. Choose a Reason, and type What happened? if you like.
  5. If a manager is asked for, the manager types their PIN (and their staff code, if they like).
  6. Press Take back RM 20.00. For cash, the drawer opens: hand the money back.
  7. The payment leaves the list, and the balance grows by its amount. Take the payment again.
The bin beside a payment on the Payments tab.
  1. The bin: Take back payment 1. It is grey while a payment is being taken.

The dialog, part by part

Take back payment 1: what it was, how the money goes back, why, and who approves.
  1. Take back payment 1, on a red bar: which payment, by its number on the list.
  2. Cash · taken 13:42: the method, when it was taken, and its reference when it has one (Ref 004512).
  3. Payment RM 20.00: the amount that goes back on the balance.
  4. How the money goes back:
    • Cash (green): Hand RM 20.00 back to the customer. The cash drawer opens when you confirm. On a POS whose drawer does not open by itself: The cash drawer does not open by itself on this POS.
    • A card, DuitNow or an e-wallet (amber): This POS does not give this money back. Void it on the card terminal, or refund it in the DuitNow or e-wallet app (Ref 004512), then confirm.
  5. Reason: your restaurant's void reasons; the first is chosen. What happened? (optional): your own words; left empty, the reason's name is kept.
  6. The manager's boxes, only for a person without the right: the PIN first, the Staff code (optional) beside it. They are checked on this POS, so they work with the internet down. The manager is recorded as approving it.
  7. Keep it: closes the dialog. Nothing is taken back.
  8. Take back RM 20.00: takes it back. It is grey until a manager's PIN is typed, when one is needed. It says Taking back… for a moment.

A card or iPay88 payment

A payment that came from a linked card terminal or from iPay88 is voided there first, the same day, then taken back here. The button says Taking back… while the terminal or iPay88 is asked.

  • Voided: the payment is taken back as usual.
  • Refused, or no answer: the dialog says why, for example The terminal did not void it: …, then If you have voided it on the terminal yourself, confirm again to record it voided by hand. Void it on the terminal, then press Take back again.

On Android a sheet says Voiding the payment where it was taken… while it asks; a refusal says It was not voided there: … A manager may record it as voided by hand.

See Card terminal payments.

After a take-back

  • The payment leaves the list, and the balance and Paid so far change at once. The Payments tab stays open; with no payment left, the left is the receipt again.
  • Like every payment, the take-back is saved on this POS first and told to the cloud after. With the internet down, the window says Taken back on this POS. The cloud is told when the connection returns.
  • If the cloud refuses it after all, the payment counts on the bill again, and the window says The cloud would not take this payment back (…), so it counts on the bill again and is listed for a manager.

On Android

On Android

The same dialog, as a sheet, with the same words: the title, the payment, the green or amber line, the reasons, What happened? (optional), the manager's PIN and Staff code (optional), Keep it and the red Take back RM 20.00.

  • The bin is a red-edged square at the end of the payment's line.
  • On a phone held upright, the payments are behind the Payments (n) › line: open it, press the bin, and the sheet closes and the dialog opens.

What if…