Voids, refunds and discounts with a supervisor PIN
Discounts on a line or a whole bill need a reason and stay within the cashier's, supervisor's and administrator's limits. Voids and part refunds need a reason and a supervisor, who approves with a PIN on the cashier's own tablet.
PLANSEvery plan
The problem it solves
- A cashier gives friends 30 % off and the owner finds out from the stock count.
- A bill is cancelled after the customer paid, and the cash leaves the drawer.
- A customer returns one item of three, and the cashier cancels the whole bill to fix it.
- Free meals for guests are written off without a name or a reason.
How it works
- On the Sell tab the cashier taps a line for % off or a new price, and chooses a reason. Discount on the bill takes a % or an amount off.
- Within the outlet's Cashier Discount up to (%) the discount applies at once. Above it the screen asks for a supervisor, and above Supervisor Discount up to (%) for a Food Administrator.
- The approver picks their name and types their PIN on the cashier's tablet. The PIN is checked on the tablet, so this works offline too.
- An item or the whole bill can be given On the house with a reason from the list; Other needs a note.
- On the Sales tab the cashier picks one of the counter's last 30 sales. Void cancels it, Give back returns some items and Print again prints a copy. Void and Give back need a reason and a supervisor.
- Every approval is kept as a Counter approval with who asked, who decided and the amount.
Everything it does
Discounts
- Line: % off or a new price; bill: % off or an amount, spread over the items, the rest on the largest
- Limits are on the % off the list price: cashier 5 %, supervisor 25 %, largest 50 % to start with
- Above the largest discount nobody can approve; the item goes on the house instead
- A price above the list price also needs a supervisor
- No discount on tokens, coupons, meal plans, the packing charge or kiosk sales
- A table bill's discount is checked again at payment if items were taken off after it was approved
- Reasons to start with: Regular customer, Staff, Complaint, Late or damaged item
On the house
- Price 0, no revenue or tax; the list value is reported
- Approved by a Supervisor to start with, or a Food Administrator if the outlet says so
- Complimentary: Administrator above an amount (0: never)
- Reasons to start with: Guest of the house, Service recovery, Staff meal, Tasting, Other
Voids and refunds
- Void: the whole paid sale is reversed. Wallet and coupon money goes back, unused tokens and plans are cancelled, cash is handed back by the cashier
- Give back: the sale is reversed and what the customer keeps is sold again at the same prices, paid the same way
- Give back works on item sales paid one way; a sale paid several ways is voided and sold again
- A token or plan already used cannot be reversed
- A reversed sale with a tax invoice reverses the invoice too
- Back office: Reverse on a paid order, by a supervisor, with a reason
Reports
- Food Service > Selling > Refunds and Charges > Counter Approvals: each discount, on the house, void, reprint and cash difference
- Discounts and on the house per cashier and reason on the Shift Report
- Discounts by Cashier and On the House reports by outlet, counter, shift, day, reason and approver (Scale)
Who uses it
CashierGives discounts within their limit, asks for approval above it, voids and gives back with a reason.
SupervisorApproves on the cashier's tablet with a PIN, up to the supervisor limit; approves their own actions when cashiering.
Food AdministratorApproves above the supervisor limit, sets the limits and the reasons.
Where you use it
- The SmartMy Feast Counter app: Discount and On the house on the Sell tab and table bills. Void, Give back and Print again on the Sales tab (built and in testing, not in the app stores yet)
- Web: Reverse on Food Service > Selling > Orders > Orders; Selling > Refunds and Charges > Counter Approvals; Configuration > Billing > Discount Reasons; the outlet's Discount Limits and On the House
- Not built: a coupon code typed at the counter tablet; promotions that need a code apply on the server only
What you control
Settings
- Cashier Discount up to (%): 5; Supervisor Discount up to (%): 25; Largest Discount (%): 50
- Complimentary Approved by: Supervisor; Complimentary: Administrator above: 0 (never)
- Discount Reasons: kind Discount or Complimentary, Note Required, per Entity or all
Approvals
- Counter approval: discounts above the cashier's limit, on the house, voids, refunds, price changes. Decided at once on the cashier's tablet by a Supervisor or, where the limits say, a Food Administrator. A chain with a second level cannot be decided at the counter
Questions
Can a cashier give any discount?
Only up to the outlet's Cashier Discount up to (%), 5 % to start with. Above that a supervisor or a Food Administrator approves with a PIN, and above the largest discount nobody can.What if the supervisor is away from the counter?
The cashier asks, and the approver types their PIN on the same tablet. There is no remote approval from another phone for counter actions.A customer returns one item. Must we cancel the bill?
No. Give back returns that item. The sale is reversed and the rest is sold again at the same prices and payment, under a new bill number.Does a void work offline?
Yes, in Growth and above. It is kept on the tablet and sent later; the supervisor's PIN is checked on the tablet.Where do we see who gave discounts?
Every discount above the cashier's own limit is a Counter approval with who asked and who decided. The Shift Report lists discounts by cashier and reason.Related features
COUNTERShifts, cash count and X and Z reportsEach cashier opens a shift with the cash in the drawer and records cash in and out with a reason. At closing they count by note and coin. The system works out the expected cash, the shortage or excess and the X and Z reports.COUNTERBill numbers without gapsEvery paid bill gets the next number of its counter's series, such as MAINC1/26/000123, restarting each financial year. Tablets reserve blocks of numbers to number bills offline. Every unused number is listed as void, so the series has no holes.SELLINGPromotions, happy hours and coupon codesRun percent or amount off, buy X get Y free, mix and match, bundle prices and rewards for spending more. Choose the items, outlets, customer types, dates, weekdays and hours. A promotion changes prices only once it is approved.PAYINGComplimentary and guest mealsGive meals on the house with a reason and an approval, and issue guest meal tokens for visitors and events. Each one is charged to a cost centre, so the free meals of a month have a value and an owner.ACROSS SMARTMY FEASTApproval chainsDecide who approves what in your canteen. It may be a void or discount at the counter, a guest meal or a promotion. Or an indent, a purchase request, a stock count difference or wastage. Each kind has its own chain per Entity, with levels and amounts, and small requests can go through at once.TABLE SERVICE AND KITCHENReceipts and token slips on thermal printersThe counter tablet prints receipts, token slips and kitchen tickets on network thermal printers that take ESC/POS. On cash sales it opens the cash drawer through the receipt printer. Printers are set up once in the back office and reach every tablet.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.