Overview
What it does
The new functionality allows Guestline EPoS users to select specific orders to Refund or Reopen. You will only be able to use these functions on orders where the payment was taken within EPoS.
Payment/bill closure methods that do not support this functionality are:
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Rezlynx PMS Postings (Room Transfers, etc)
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BlueRunner Loyalty Points Redemptions
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Premiere Spa Voucher Payment
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Premiere Spa Account Transfer
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Windcave (PKA Payment Express)
Who has it?
This will be available for all Guestline EPOS customers using the latest version of the Guestline EPOS software (v6).
Benefits
- This will save the users time when:
- Needing to refund the whole of a closed order
- Needing to adjust payment on a bill
- Needing to adjust payment on a closed bill
- Needing to refund a GuestPay chip & pin payment
- As the users need to select the original order to refund it will be more accurate than manually carrying out the refunds.
Skip to Instructions
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How it works – Full Refund
1. Find the Reprint Receipt Screen
Once you have logged in to Guestline EPoS navigate to Reprint Receipt. You will find it toward the bottom right corner of the main screen.
2. Find the Order you need to Refund
Before you select the “Full Refund” button you will need to select the order that you want to affect.
Use the search filters available to locate the order you want to choose. You can use the “View Receipt” button to check the order you are choosing.
3. Select the order
Once you have selected the correct order you can then press the “Full Refund” button. You will be asked to enter your password (or whatever your login method is normally).
4. Confirm the selection
You will need to confirm that you want to perform the Refund on the chosen order. To proceed press the “Yes” button.
5. Confirmation of Refund
The EPoS will then provide confirmation that the refund has been completed and the order number for that refund. You should also have a receipt printout of the terminal's default receipt printer.
6. Screen Refresh
The list of closed orders will now refresh and (provided your filters are correct) you will see the refunded order at the top of the list.
How it works – Reopen Order
1. Find the Reprint Receipt Screen
Once you have logged in to Guestline EPoS navigate to Reprint Receipt. You will find it toward the bottom right corner of the main screen.
2. Find the Order you need to Reopen
Before you select the “Reopen Order” button you will need to select the order that you want to affect.
Use the search filters available to locate the order you want to choose. You can use the “View Receipt” button to check the order you are choosing.
3. Select the order
Once you have selected the correct order you can then press the “Reopen Order” button. You will be asked to enter your password (or whatever your login method is normally).
4. Confirm the selection
You will need to confirm that you want to Reopen the order you have chosen. To proceed press the “Yes” button.
5. Adjust the Open order
Once you have confirmed that you will be reopening the order you will be returned to the main screen with all the items, and payments, added. The user will now make the adjustments to the items as they wish.
N.B. If the order contains items that could be sent to a remote ordering printer (Kitchen Printer) you may want to consider adding messages to the items, so they are not prepared/made.
6. Closing the order
Once the adjustments have been made the user will then go to the Payment Screen to close the order. If there is an outstanding balance it must be dealt with.
In the example I have created I have removed the Service Charge from the order and now need to refund £9.03.
6.1 Refunding a Payment
The user should press the “Refund Amount” button and then tap on the payment that needs to be adjusted. The payments are the list seen in the top left of the window.
6.2 Choosing Partial or Full
After selecting the payment the user will be asked if they need to fully refund the amount (used in the case of originally choosing the wrong payment type) or only to partially refund the amount.
6.2.1 Full Refund
If the user chooses “Full” then the total amount will be refunded, payment must be taken again.
6.2.2 Partial Refund
If the user chooses “Partial” then they will be required to enter the amount they are going to refund. In the example in the screenshots, I will be entering 9.03.
7. Finishing the Payment
Once the EPoS balance is at zero then you can proceed to press “Finish Payment” and close the order.
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