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Doing a Cash or Non-Integrated Credit Card Refund

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Chapter 1. Returns to Inventory or does not Return to Inventory?

If you are using TouchBistro’s Inventory feature, you need to setup TouchBistro two different ways to account for refundable items that return a menu item to inventory and refundable items that don’t return a menu item to inventory.

For example, you may sell packaged merchandise like your own branded hot sauce or a branded t-shirt. When sold, the inventory count for the item is reduced by one. However, when returned and refunded, TouchBistro will add the item back to inventory.

You may also allow menu items intended for onsite consumption to be refundable but not returnable. For example, a customer requests you refund the purchase of an open bottle of wine that has gone bad. You want TouchBistro to account for the refund but you want the inventory to reflect the fact the bottle of wine is permanently removed from inventory.

Chapter 2. Setting Staff Members who can Process Returns

Before you begin you need to give some staff member profiels the right to

1.  Log in as Admin.

2.  Tap Admin | Admin Settings in the top right hand corner.

3. Tap Staff Types.

4. Tap a staff type profile you want to give refund rights to. For example, you might want to give a manager staff type the ability to process a refund.

5. Under General Staff Permissions, locate the Can Return Items and Access Negative Priced Items option. Slide Can Return Items and Access Negative Priced Items to the green position.

6. Tap Done/Save.

7. Any staff member assigned this staff type will now have the ability to process negative priced items/returns.

Chapter 3. Setting Up and Processing a Refund that Returns to Inventory

Section 1. Set Your Menu Item as Returnable (Negative Price)

1.  From the Admin Setting screen, tap Menu and then Menu Items.

2.  Open a category that has a menu item that can be refunded and returned to inventory. In the above example, all our items under Branded Merchandise.

3.  Open a menu item you want to set as returnable. For example, Bottle Opener.

4.  If you’ve not set the inventory, set it with the Inventory option. In this example, we have 5 bottle openers in inventory.

5.  In the Additional Details area, scroll to the bottom and enable Allows Returns (Negative Price).

Section 2. Processing the Refund and Return

In this example, we’ll walk through selling and refunding an item as well as how that item gets reported in terms of sales, payments/refunds, and inventory. For illustrative purposes we will imagine our venue only sells one item between opening and closing: the bottle opener we configured above. And that bottle opener is also returned before the end of day.

The bottle opener is purchased via the Cash Register and paid for using the Exact fast pay button. Note the final sales total ($3.38) includes the programmed sales tax.

Assuming this is the only sale so far, and we ran a Sales Totals report, an Inventory List Report, and a Payment and Refunds Totals report, we’d see the following:

The Sales Total report properly records our bottle opener sale of $3.38 ($2.99 + $0.39 in tax). The Inventory List report properly reflects there are now 4 remaining. In the setup steps above we started with 5 bottle openers. Finally, the Payment and Refund Totals report reflects we have $3.38 in cash from this sale and no refunds have been processed for the day.

1) Doing the Negative Price Return

Our customer returns shortly after purchasing the bottle opener and requests a return and refund. Open the Cash Register (you can also do this via a table).

Add the bottle opener to the Current Order.

Now tap on Bottle Opener and tap Return This Item (Negative Price). (If you did not flag the item as Allows Returns (Negative Price) then this option will not be visible.)

TouchBistro converts the bottle opener to a negative price as well as calculates the tax that must also be refunded. Verify and tap the Checkout icon.

If the item was purchased cash (as indicated on the receipt the customer offers along with the bottle opener) then tap Cash Refund. If the item was purchased with a non-integrated credit card, tap Non-Integrated Credit Refund. In this example, the item was purchased cash. Later we’ll see how to process a non-integrated credit refund.

Tap Full Refund.

Close the bill.

If we re-run our Sales Total report, an Inventory List Report, and a Payment and Refunds Totals report, we’d see the following:

In the Sales Totals report, TouchBistro has recorded the bottle opener sale. And it has also captured the corresponding return. Since we only sold the bottle opener and refunded the bottle opener today, our net sales are $0. In the Inventory List report, we can see TouchBistro has properly returned the bottle opener to inventory. Finally in the Payment and Refund Totals report, we can see we had the bottle opener as our sole cash purchase and its return, paid out of cash, is likewise reflected next to Cash Refund.

Chapter 4. Setting Up and Processing a Refund that Does Not Return to Inventory

If you are using the Inventory feature and want to ensure refundable but not “returnable” items (like an open bottle of wine) are not returned to inventory after processing a negative price refund, follow these steps.

Section 1. Create a General Menu Item for Refunds Under Appropriate Categories

From the Admin Settings screen, tap Menu Categories.

Select the first menu category for which you allow refunds. If every menu category supports refunds, then repeat these steps for each menu category. It’s particularly important to do this if your applicable taxes changes between categories. In this example, we’ll set up a refund option for red wine.

In contrast to the previous example, we’re not going to set each individual menu item as allowing a negative price. We’re going to create a new “Return” menu item.

Tap Add http://stagingtb.wpengine.com/wp-content/uploads/2015/06/white_plus_in_black_square.jpg icon to create the Return menu item.

Name this Return or Red Wine Return to help you identify returns better on detailed reports. Set it for an Open price. Enable Allows Returns (Negative Price).

Tap Done when you’ve set up this menu item.

Your Return menu option is now added to your category.

Section 2. Processing the Refund

In this example, we’ll walk through selling and refunding an item as well as how that item gets reported in terms of sales, payments/refunds, and inventory. For illustrative purposes we will imagine our venue only sells one item between opening and closing. This time around we’ll work through the selling and refunding of an open bottle of wine.

A customer orders a bottle of 2010 Shiraz. Tap the Checkout icon.

The customer then pays with a credit card using a non-integrated payment processor. So tap Manual Charge/Credit.

The order is processed as a MasterCard payment. Close the table after processing the payment.

If this was our only sale for day and we ran a Sales Total report, an Inventory List Report, and a Payment and Refunds Totals report, we would see the following:

The Sales Total report properly records our wine sale of $33.89 ($29.99 + $3.90 in tax). The Inventory List report properly reflects there are now 4 remaining bottles. In the setup steps above we started with 5 bottles. Finally, the Payment and Refund Totals report reflects we have $33.89 in credit card payments from this sale and no refunds have been processed for the day.

Now let’s say the customer returns and wants a refund on the 2010 Shiraz.

Open the POS or a table. In this example, we’re going to process the refund via a table.

Unlike the example where we want a refunded item to return to inventory, do not add the item this time. Tap to add the open Return item we created.

Since Return was set for Open Price, you will be prompted to enter the value of the return. Enter the pre-tax total of the item (or items) you wish to perform a return on. For example, we’re processing a return for the open bottle of 2010 Shiraz which is $29.99 pre-tax. Do not tap the button. Tap Set Price.

Now, tap on Return and tap Return This Item (Negative Price).

Ensure the item has been converted to the proper post tax negative price and tap Checkout.

Select the Refund Option. In this example, we’ll assume you’re run a refund via your non-integrated payment system. If so, you need to parallel this refund in TouchBistro so you don’t book revenue that was refunded.

Tap Full Refund and close the table.

If we re-run our Sales Total report, an Inventory List Report, and a Payment and Refunds Totals report, we’d see the following:

In the Sales Totals report, TouchBistro has recorded the wine bottle sale. And it has also captured the corresponding return. Since we only sold the bottle and refunded the bottle today, our net sales are $0. In the Inventory List report, we can see TouchBistro keeps the inventory count reduced by one (as the bottle was opened and merely refunded). Finally in the Payment and Refund Totals report, we can see we had the bottle as our sole credit card purchase and its return, refunded via our non-integrated credit card machine, is likewise reflected next to MasterCard Refund.