Refund or void a sale
Cancel a finished sale, give the money back and put the stock back, with a reason and a manager approval.
A finished sale is never edited or deleted. To correct a mistake, you refund or void the whole sale. Bakasir keeps the original record, adds your reason and puts the stock back. This tutorial takes about 3 minutes.
Before you start
- You can see the sale. Owners and Managers see all sales. Staff see only the sales they made.
- If you are Staff, ask a Manager or Owner to be with you. They enter their Manager Approval PIN to approve the action.
- The sale is Completed. Voided, refunded and held sales cannot be reversed again.
Steps
Open Transactions
In the Portal menu, go to Sales → Transactions. In the Supermarket POS, click Return / Refund instead to search for the sale without leaving the register.
Find the sale
Type the receipt number in Search No. Ref…, or use the filters for status, payment method, customer, cashier and date. Completed sales show the Completed status.
Open the Actions menu
At the end of the sale row, open the Actions menu. View Details shows the items and payment before you decide.
Choose what to do
Pick Refund Sales when the customer returns the goods and gets money back. Pick Delete Sales to void a sale that should not have happened. Pick Edit Sales to void the sale and ring it up again correctly.
Write the reason
Type the Reason, for example "Wrong item entered". A reason is required for a refund or a void.
Enter the approval PIN
If you are Staff, the Manager Approval PIN box appears after you try to confirm. A Manager or Owner types their PIN.
Confirm
Press and hold Hold to Confirm until it fills. For Edit Sales the button reads Void & open POS. It voids the sale and opens the POS so you can ring up the corrected sale.
Check the result
The sale now shows Refunded or Voided in the list. The receipt stays in the history with the reason.
What happens when you confirm
- The whole sale is reversed. A partial refund of some items is not possible. To refund a part, void the sale and ring up the items the customer keeps.
- Stock goes back. Every item returns to the stock of the outlet, including batches in a pharmacy.
- Loyalty points are reversed. Points earned on the sale are taken back, and points the customer redeemed are given back.
- The register is affected. If you have a register open at that outlet, the cash that goes back to the customer is counted in Cash out (change) and lowers Expected in drawer.
- Accounting follows. With the Accounting Suite, a reversal entry is created. The original entry is never rewritten.
- Reports. Refunds are listed separately in Reports → Transaction Reports, in Refunds Ratio and Refund & Returned.
Locked periods
A sale inside a locked period cannot be refunded or voided. The Owner must change Period Lock Date in Settings → System first.
Tips
- Void or refund? Both put the stock back and reverse points. Use Delete Sales for a sale that never should have happened, and Refund Sales for a return. The status and the reports then tell the two cases apart.
- Online orders are cancelled from the order screen, not from here. See Online orders.
- Not a shortcut. Never ring up a negative sale to cancel another one. Always reverse the original sale.
- Desktop and Android. Both apps can refund and void too. See Selling on Desktop and Selling on Android.
Next steps
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