Refunds and Exchanges

Refunds

You can choose to refund a specific item or a sale (all the items of the sale). From the retail or restaurant module click on the Menu button.

Click on the 'Refund Item' or 'Refund Sale' button.

Refund an Item

1. You can scan the item's barcode, or type in the stock code. You could also type the description. If you only type part of the description, the search screen will open with the list of items that match the partial search that you can choose from.
2. You can choose the number of items for this product that must be refunded.
3. The price for this item will be displayed.
4. The price of the item (times the quantity) will be shown in the amount box. The amount can be changed if needed.
5. You can choose if the item(s) that is being returned must be returned into stock or be discarded.
6. The customer name and telephone number that returns to stock can be entered (optional).
7. The reason why the stock is returned can be entered.
8. Click on the Cash button to refund the customer cash. The electronic cash drawer will open to allow the cashier to retrieve the cash.
9. Click on the Account button to refund the amount into the customer account. The cashier will be able to select the customer account to refund (or create a new account).
10. Click on the Card button to refund the customers credit card. The cashier will manually need to process the refund on the card machine. ROBOTILL will ask for a refund confirmation where the cashier can enter the card number used or other information required by you.
11. Click the 'Check' button (or the alternative 4th payment option button) to refund using that option. The refund will need to be done manually by the cashier (write a check, process a refund in paypal, etc). ROBOTILL will ask for a refund confirmation where the cashier can enter a refund reference (check number, paypal transaction ID, etc).

You can change the Check button to another payment option by following these instructions.

Refund a Sale

1. Enter the Receipt ID on the receipt to locate the sale.
2. You could also search for the sale if the customer does not have the receipt.
3. The details of the sale will be displayed so that you can confirm you located the correct sale.
4. The amount will be the sale total. The amount can be changed if needed.
5. You can choose if the item(s) that is being returned must be returned into stock or be discarded.
6. The customer name and telephone number that returns to stock can be entered (optional).
7. The reason why the stock is returned can be entered.
8. Click on the Cash button to refund the customer cash. The electronic cash drawer will open to allow the cashier to retrieve the cash.
9. Click on the Account button to refund the amount into the customer account. The cashier will be able to select the customer account to refund (or create a new account).
10. Click on the Card button to refund the customers credit card. The cashier will manually need to process the refund on the card machine. ROBOTILL will ask for a refund confirmation where the cashier can enter the card number used or other information required by you.
11. Click the 'Check' button (or the alternative 4th payment option button) to refund using that option. The refund will need to be done manually by the cashier (write a check, process a refund in paypal, etc). ROBOTILL will ask for a refund confirmation where the cashier can enter a refund reference (check number, paypal transaction ID, etc).

You can change the Check button to another payment option by following these instructions.

Empty bottles and refundable crates

Use Deposit return in Refund Item to pay customers for empties or apply their value to a purchase. See Deposit Returns (Empty Bottles and Crates) for product setup, step-by-step instructions and optional stock tracking.

Sales tax (VAT) on refund slips

In Back Office, open the print designer for the Refund Slip. Add Total Tax to show the refunded sales tax, or Tax Detail to show the tax groups, amounts excluding tax and tax amounts. The supplied 58 mm and 80 mm refund templates include a sales tax total. Existing custom designs can add these items where needed.

ROBOTILL saves the tax information when a refund is recorded, so later changes to a product or tax rate do not change the tax printed on a reprint. A whole-sale refund uses the original sale totals, including discounts. If a different amount is refunded, it is allocated across the original tax groups.

Older refunds with reliable saved tax information can show that information. When the required information is missing, the slip prints Sales tax info is not available for this refund. This message also appears on older designs without a tax item. A known zero-tax refund shows zero tax.

Exchanges

Ordinary item refunds can also use Apply to current sale to settle a purchase without creating a customer account. Leave the deposit-return checkbox off for merchandise refunds.

When a customer wants to exchange an item, you will first need to do a refund and then do a new sale. If you do not want to refund the customer cash and you do not want to create a new customer in ROBOTILL each time a customer wants to do a refund, you could follow these instructions to make use of exchange cards.