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Refunds are done through Purchase History. Purchase History can be accessed by clicking through the Register button at the top of the Kiosk, then by clicking “Purchase History” in the Register Menu.
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The purchase history dialog will load blank by default, but users can use the quick search or the advanced search to find exactly what they need.
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Using the quick search, users can type in a session and transaction number, or the last 4 digits of the credit card used for the purchase.
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If the user is using the quick search to search by session and transaction number it will need to follow the session/transaction format. For example, Session 1 transaction 2 would be entered as 1/2 in the quick search. |
Clicking the “X” button will clear the search bar.
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If they need to search using different criteria, they can use the advanced search to the right of the search bar.
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From here, users have the option of either entering the session and transaction number for the sale they are looking for, or entering a date range and searching by item type and/or credit card number. They can use the buttons to the left to select which option they would like to use for their search.
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When the session and transaction option is selected, users can enter the numbers found on a receipt to quickly find the sale. The search button is enabled when the session number is entered. This is required. The Transaction number is not required for a search.
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When a receipt is not available, the best way to search for the sale is the second search option. Here, users can enter a date range to limit search results. By default, the range will be one week.
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The date cannot be searched alone. Either the item type or the last 4 digits of the credit card, or both, must be entered as well. The Search button will not be enabled until one is entered. |
If the user chooses to search by item type, they can click the item type field to see a drop down with all available type options.
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If the user chooses to search by credit card, they just need to type the last 4 digits of the card into the text field.
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After all required fields are entered, the search button is enabled and a search can be performed.
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The information entered in the advanced search will be shown in the search bar, and all results matching the details specified by the user will be shown below.
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The date and time of all listed sales are shown to the left.
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The session and transaction numbers are in bold to the right of the sale date, with the item description below.
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The purchaser (if applicable) is next to the sale description.
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Beside the purchaser, users can see the payment type.
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If multiple payment types were used, they will all be listed. Notice the first item in the picture above lists the Visa ending in 0002, as well as a Gift Card. |
All the way to the right, the sale amount is shown.
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If the sale was actually a refund, there will be a blue “Refund” label shown next to the session and transaction numbers, and the amount on the right will be shown in parenthesis.
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Any sale from the list can be clicked to highlight it in blue. Once an item is chosen, the “Select” button is enabled.
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When “Select” is clicked, users can see a receipt dialog showing the sale items and prices, including tax and total, and the payment made on the sale.
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If the sale that was selected is a refund, the refunded amounts will be in parenthesis, and there will be a button at the bottom that users can click to open the receipt dialog from the original sale.
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If the user is looking at a sale that was not a refund, the button will say “Refund” and the user can click that to go through the refund process. See How to complete a Refund for more information.
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Menu (See How Purchase History Works for more information) or through the Purchase History button in the header of a customer record (See How the Customer Purchase History page Works for more information).
When a user has selected a sale from the Purchase history, they can click the “Refund” button to start the refund process.
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The Refund dialog will open, where users can use the buttons on the left to select which sale items they would like to refund.
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By default, no items will be selected, but the buttons will turn blue once the user has selected them. |
The original price of the item is shown by default, but users can click the button on the right side of the item to change the refund amount if they would like.
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When an amount has been adjusted manually, the color will change to a darker gray. |
All items that have been selected for the refund are shown on the right side of the dialog, with the refund amount.
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The original sale totals and the current refund total are shown at the bottom of the dialog.
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Note: The original sale total will show the amounts for each payment type used.
When the user is done selecting items and adjusting pricing, they can click the “Next” button at the bottom of the dialog.
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This button will only be enabled once items have been selected and the refund amount is over $0.00 |
When “Next” is clicked, the user will see the Return Funds dialog, where they can choose which payment options they would like to use for the refund.
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Cash, Gift Card, and Check Request are always available for refunds, but if the original sale was done with a different payment type (Credit Card, Invoice/PO), that payment type will also be listed. |
The “+” button allows the user to click one button to add the full refund amount to the selected payment type.
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If the customer would like the refund back on multiple payment types, the amount buttons to the right can be used to enter an amount for the desired payment types.
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Note: The user will never be able to add more than the total refund amount.
The Total Refund amount at the bottom shows how much is available for refund, based on the amounts added in the previous dialog. The Refund amount is how much has been added to the available payment types in the current dialog.
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The refund cannot be processed until these two amounts match. |
Once the refund amounts have been set, the user can click the “Complete Refund” button.
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If any portion of the refund is being added to a gift card, the user will see the Gift Card dialog, where they can scan or enter a gift card number. See How the Sales Gift Card Screen Works for more information about the functionality of this dialog.
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A new or existing gift card can be used here. |
Users will then see a comment dialog, where they can enter their reason for the refund.
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Note: This step can be skipped.
Once “Save” is clicked, users will have the option to print a customer copy of the receipt.
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After printing the customer receipt, the user will be brought back to a completed Return Funds dialog, where they can click “Done” to exit out of the refund.
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