Void and refund
A void cancels a bill or item before the sale is completed; a refund returns money for a sale that was already completed.
Both a void and a refund undo a sale, but at different moments. A void removes an item or a whole bill before the sale is finalised, usually because of a wrong entry. A refund gives money back after the customer has paid, usually because of a return or a complaint.
Examples
- Void: a cashier at a pizza shop enters a large pizza at Rs 1,950 instead of a medium at Rs 1,450. Before printing the bill, she voids the large and enters the medium. The bill total drops by Rs 500.
- Refund: a customer buys a mobile charger for Rs 2,200 at an electronics shop, finds it faulty the next day and returns it. The shop refunds Rs 2,200 and the charger goes back into stock as faulty.
Why it matters
Voids and refunds are the most common way cash goes missing at a counter. A cashier takes Rs 1,800 in cash for an order, then voids the bill after the customer leaves and keeps the money. The kitchen cooked the food, the customer paid, and the records show nothing. A few of these a week add up quickly.
The fix is simple control: only trusted people should be able to void or refund, and every one of them should be recorded with a name and a reason.
How software handles it
In ArfaPOS, cancelled orders carry a reason, discounts on the waiter tablet need a manager PIN, and on Growth and Business role permissions and audit logs decide and record who can cancel or change orders. Taajir has role permissions, PIN-protected sensitive actions and an audit log that records every change with the user's name, and sale returns are linked to the original invoice. For returns in a trading business, the return is usually recorded with a credit note.
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