Refunds and discounts with a supervisor PIN
Refund the lines and quantities that come back, with a reason, found by receipt number or customer. Give line or bill discounts with a reason up to the cashier's limit. A supervisor approves each refund on the cashier's screen with a password or a PIN that works once.
PLANSEvery plan
The problem it solves
- A cashier refunds a sale in cash to a friend, and nobody checks.
- Half a bill comes back, and the whole bill is reversed and typed again.
- Discounts are given with no reason, and the owner sees only a lower total at night.
How it works
- The cashier finds the sale under Orders by receipt number, customer name or mobile, and clicks Refund.
- For each line they set how many come back (Sold, Refunded before, Refund now) and type the reason, such as "Wrong size".
- The money goes back by one of the register's payment methods; the amounts must add up to the refund exactly.
- The supervisor approves on the same screen with their login and password, or picks their name and types their PIN on a shared counter. The approval works once and only for 5 minutes.
- The refund is its own order marked REFUND in the open session. Cash refunds lower the expected cash.
- For a discount, the cashier types a % or a lower price on a line, or a % or amount on the bill. They give the reason. Up to the register's Discount Without Approval (10 % to start with) the cashier decides.
Everything it does
Refunds
- Only a paid sale is refunded; an unpaid order is cancelled instead and uses no number
- Chosen lines and quantities; the same quantity can never come back twice
- A reason is required; the refund is recorded in the open session of the register that sold
- The refund takes the next gapless number and prints as REFUND
- From Growth: stock goes back to the register's location; a refund of an invoiced sale makes a credit note
- Scale: points earned are taken back, a gift card or a deposit is credited back
- A refund cannot be discounted or given on the house; there is no store credit as a refund method
Discounts
- On a line: Disc. % or a lower price, with Why the discount (required)
- On the bill: % off or amount off, with a reason, spread over the lines in proportion; one bill discount per order
- Lines that may not be discounted (No Discount at the Counter, gift cards, deposits, rewards) are left out
- The limit is judged on the result: how far the price paid is below the list price
- On Starter anything above the cashier's limit is refused for everyone
- From Growth a supervisor or a POS manager can approve more: see the discount tiers page
- The receipt shows the list price, the discount, its reason and "You saved"
Supervisor approval
- By login and password on the cashier's screen; the cashier stays signed in
- By PIN on a shared counter, choosing from the supervisors allowed on that counter
- Used once, for one action, within 5 minutes
- A cashier who is a supervisor is not asked
- The order shows Approved By; every approval is listed under Point of Sale > Reports > Counter Approvals
- Nothing waits: the approval is decided at the counter in one step
Who uses it
CashierFinds the sale, chooses what comes back, gives discounts within the limit.
SupervisorApproves every refund with a password or a PIN.
POS ManagerReads Discounts by Cashier and Counter Approvals.
Where you use it
- Web: Point of Sale > Counter > Orders, Refund. Discount on the Bill on a back-office order. The cart on Point of Sale > Counter > Sell (Growth)
- Web: Point of Sale > Reports > Discounts by Cashier and Counter Approvals
- The SmartMy POS app: Orders, Refund; Discount and Bill discount in the cart; Supervisor PIN or Login and password. It is built and in testing, not in the app stores yet
- Not built: voiding a paid bill; a paid sale is refunded instead
What you control
Settings
- Discount Without Approval (%): 10 to start with, per register
- Shared Counter: off; turn it on to let supervisors approve by PIN
Approvals
- Counter approval: every refund, decided at the counter by a supervisor of the chain; to start with, the supervisors of the Entity, in one level
Questions
Can a cashier refund without a supervisor?
No. Every refund needs a supervisor, unless the cashier is a supervisor. The approval is checked on the server and works once.Can we cancel a paid bill?
No. A paid bill stays in the series and is refunded, line by line or whole. Only an unpaid order can be cancelled.Does the money go back to the card by itself?
Only with a linked card machine whose provider can refund. Otherwise choose the card method to record it and give the money back on the machine.Does the refund work in the app without signal?
Yes. It is kept on the device with the approval and checked when it reaches the server. If it cannot be recorded, it waits under App Conflicts for a supervisor.Which discounts are in Starter?
Line and bill discounts with a reason up to the cashier's limit, and refunds with a supervisor. Approving larger discounts starts in Growth.Related features
SELLINGHigher discounts, price changes and items on the houseEach register sets three discount bands: what a cashier gives alone, what a supervisor approves and what only a POS manager approves. Items or whole bills given on the house need a reason and an approval, and their value is reported apart from discounts.SET-UPRoles, branches and a shared counter with PINsFour roles decide who sells, who approves and who sets up, and each person sees only the stores they may switch to. On a shared counter, staff sign in with their own PIN, so every sale shows who made it.PAYINGReceipt copies marked duplicateEvery receipt printed again is a copy: counted, written on the sale with who printed it, and printed as DUPLICATE COPY with its number. A register can also ask for a reason and a supervisor.SESSIONS AND CASHShifts, cash count and X and Z reportsEach register runs one session at a time. It is opened with the cash in the drawer, and closed with a count note by note and a reason for any difference. Cash in and out is recorded with a reason, and the X and Z reports give the figures of the shift.ACROSS SMARTMY POSApproval chainsTwo kinds of approval run through the approval chains of SmartMy POS. Counter approvals are decided on the spot by a supervisor or POS manager at the cashier's screen. Promotions can wait for one or several approvers before they run. Each Entity has its own chain of each kind, and every decision is kept with who made it.STORES AND REPORTSSales analysis and discounts by cashierSales Analysis shows paid sales and refunds in a pivot table or a graph, by day, register, cashier, customer or session. Discounts by Cashier shows who gives how much off, why and who approved it. Every list of registers, sessions, orders, products and payment methods can be searched, grouped and exported.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.