In this article, you will find instructions on how to issue a full and partial cash / credit card refund in the Cents Employee Application!
In order to perform a refund, an order must first be marked as paid. From there, a refund can be initiated with both service and product orders, and can be refunded on an order paid with debit/credit, or cash.
Now, let’s get into it.
Cash Full Refund
To refund a Cash Service Order, you will access the refund through the Order Summary page. This can be found by first clicking into the “Active Orders Drawer” and selecting the order that you wish to refund; then, click on the three dot menu on the top right of the page; and finally, click on “Review Order Details.” Once in the Order Summary page, scroll down to the payments section, and click the “Refund” button. Enter the cash amount to refund, reason, and optional description. Proceed by clicking “Refund & cash out” (see image below).
To refund a Cash Product Order, you will first need to go to the “Order History” page in the hamburger menu on the left-hand side of the employee app. From here, scroll down to the payments section, and click the “Refund” button. Enter the cash amount to refund, reason, and optional description. Proceed by clicking “Refund & cash out” (see image below).
You will now see a pop-up indicating that the refund amount will be recorded in the system as a cash-out event, with the expectation that cash will be withdrawn from the cash drawer in order to execute the refund. Issue the refund to the customer by clicking “OK.”
This will automatically update the following fields on the Cash Drawer reconciliation: Cash Refunds, Cash Out/In, and Expected in Drawer amount.
The full refund will reflect in the Order Summary page, under Payments.
Note - if the refund amount exceeds the value available to refund, you will see an error message and you will not be able to proceed with the refund.
Cash Partial Refund
In order to complete a partial refund, the process will be the same as a full refund. However, when entering the “Amount to refund,” you will only enter the amount you wish to refund (a portion of the full amount).
Once you issue the partial refund, the Order Payment Details should reflect as “Partial Refund” instead of “Full Refund.” You will also see that the “Refund” button is still available within the Payments section of the Order Summary page. This is because you only completed a partial refund, and have the option to refund the rest of the payment if you choose.
Note - if the refund amount exceeds the value available to refund, you will see an error message and you will not be able to proceed with the refund.
Credit Card Refund
To refund a Credit Card Service Order, you will access the refund through the Order Summary page. This can be found by first clicking into the “Active Orders Drawer” and selecting the order that you wish to refund; then, click on the three dot menu on the top right of the page; and finally, click on “Review Order Details.” Once in the Order Summary page, scroll down to the payments section, and click the “Refund” button. Enter the amount to refund, reason, and optional description. Proceed by clicking “Refund” (see image below).
To refund a Credit Card Product Order, you will first need to go to the “Order History” page in the hamburger menu on the left-hand side of the employee app. From here, scroll down to the payments section, and click the “Refund” button. Enter the amount to refund, reason, and optional description. Proceed by clicking “Refund” (see image below).
Next, you will see a pop-up message saying “Refund has been submitted” and a notice will appear saying the original payment method should be refunded within 5-10 business days.
Once you have completed issuing the refund, the relevant amount will be reflected on the Order Details page under the Payments section.
Credit Card Partial Refund
In order to complete a partial refund, the process will be the same as a full refund. However, when entering the “Amount to refund,” you will only enter the amount you wish to refund (a portion of the full amount).
Once you issue the partial refund, the Order Payment Details should reflect as “Partial Refund” instead of “Full Refund.” You will also see that the “Refund” button is still available within the Payments section of the Order Summary page. This is because you only completed a partial refund, and have the option to refund the rest of the payment if you choose.
Note - if the refund amount exceeds the value available to refund, you will see an error message and will not be able to proceed with the refund.