Refunding a payment and taking it again another way
When a card payment has to become a cash one, refund it, re-take it, and let Payment history tell the truth about it.
2 min read
Sometimes a payment was taken the wrong way — on the wrong terminal, on the wrong method, before a discount was applied. The fix is two honest steps: refund the first payment, then take the money again.
The scenario
Check #1042, 72.00, taken on Card. The guest then hands over cash and asks for the card charge to be cancelled.
Do it
- 1On the POS, open ≡ › Payment history and find #1042 — type the number into Search #, reference, table…. Tap the row and press Refund: the payment sheet opens on that payment.
- 2Under Why take it back? choose Refund (“Give the money back”). The dialog Refund the Card payment? says the check reopens if it was closed; pick a reason under Why, add a note — paid cash instead — and press Refund. A card refund goes back to the card.
- 3The check is open again with 72.00 due. Press Pay, choose Cash, take 72.00. The check settles again.
What Payment history now says
The row shows Re-paid — not Part-refunded, and not Paid. It was refunded and then collected again, so it is settled and nobody is owed anything; the status exists so a refund never disappears from view. See Payment history statuses.
TipIf the guest had paid on Balance (store credit or a tab), the refund puts the money straight back on their account. You never adjust the account by hand to “fix” a refund.
TipRecorded a payment by mistake and no money changed hands (the wrong amount typed, the wrong method tapped)? Tap the round arrow and choose Mistake (“Nothing was paid”) instead: the payment is removed, the amount is due again (a settled check opens again), and it never shows up as a refund in your reports. A payment that went through the card processor, or one whose shift is already closed, can only be refunded.
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