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Doing a Refund that will Consume Inventory

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Chapter 1. Introduction

In TouchBistro when you use the refund option, if the item is inventoried (either using the simplified countdown system or the Ingredient Inventory system), TouchBistro assumes the item is returned to inventory.

In general, it is assumed refunds are rarely done on meals after payment is made. Usually meals are comp’d or discounted in some way. Refunds are more likely to be done on packaged goods that can be returned to inventory. A customer buys a six pack from the restaurant store or a t-shirt and returns later because the t-shirt does not fit or the six pack was returned. Normally, these items can be re-stocked.

However, there are cases where a venue’s customer may want to return an item, like a packaged good, that has been opened and can’t be returned to inventory. For example, a customer buys a bottle of hot sauce, opens it, discovers a bug in the bottle, and brings it back for a refund.

This guide will walk you through how to set up TouchBistro to handle refunds that do not return to inventory. It uses the Moneris integration in the examples, but the procedure is the same for Vantiv, Cayan, and most other payment integraitons.

Chapter 2. Example of a Refund that Returns to Inventory

Before we start, we will first walk through an example of a normal refund and how TouchBistro returns the item to inventory. We will use the simplified countdown system. However, refunds return ingredients as well.

1.  At the start of the day we have 25 bottles of Pinot Noir in stock.

2.  One is purchased and paid for using an integrated payment option.

3.  If we check our stock count, we can see the count has been properly reduced by one.

4.  Next we refund this bill, using the Refund Sale option.

5.  We complete the refund and close the negative bill.

6.  If we check our inventory again, we can see the bottle has been returned to stock.

Chapter 3. Setting Up TouchBistro to Perform a Refund that Consumes Inventory

Before you do a refund that you want to consume inventory (because, say, the refunded item can’t be restocked), you need to set up a Refund discount and enable 100% Discounted items to appear on the guest check.

1.  Tap Admin | Admin Settings | Bill & Chit.

2.  Tap Bill / Guest Checks.

3.  Enable Print 100% Discounted Items.

4.  Tap Admin | Admin Settings | Menu.

5.  Tap Discounts.

6.  Create a discount called Refunds. Give it a 100% discount and apply it to all menu categories. Tap Staff Types to ensure this discount is available only to managers.

With both these items set up you’re ready to perform a refund that consumes inventory.

Chapter 4. Using Refund Sale, Reorder, and Discounts to Properly Consume Inventory

1.  First refund the bill as normal using the Refund Sale option.

2.  We complete the refund process (access the negative refund bill under Bar Tabs) and close the negative bill.

3.  Return to the All Closed Bills tab and tap the original bill’s Information   icon. Tap Reorder.

4.  Open the reordered bill under Bar Tabs.

5.  Tap the item (or items) and tap Discounts.

6.  Apply the Refund discount.

7.  Tap the Checkout  icon.

8.  You might have to tap on the bill item to close it.

9.  You will have three bills representing the complete refund process.

10.  Finally, if we examine our stock count, we can see Pinot Noir has been properly reduced by 1 using the Reorder method.

Chapter 5. Handling a Refund that Has Some Items that Consume Inventory

Imagine a situation where a customer needs a bill fully refunded. However, some items on the bill are returned to inventory and some need to be treated as consumed.

Let’s say a customer buys two bottles of wine. The customer takes them home. The customer opens one and finds a fly in the bottle. The customer has no confidence in the unopened bottle and wants the venue owner to refund both bottles.

The venue owner knows it is unlikely the unopened bottle has a fly in it and intends to return the unopened bottle to inventory.

To handle a situation like this, follow these steps.

1.  Refund the bill as normal using the Refund Sale option.

2.  Open the refunded bill under Bar Tabs and use the integrated refund option to refund the full sale.

3.  Return to the All Closed Bills tab and tap the original bill’s Information   icon. Tap Reorder.

4.  Open the reordered bill under Bar Tabs.

5.  Delete/remove all the items that are returned to inventory. In this case, 1 bottle will be returned to inventory and 1 bottle will need to be treated as consumed. Tap the Bottle of Pinot Noir menu item and tap Quantity.

6.  Reduce the quantity to the number of bottles we want to be treated as consumed. In this case set Quantity as 1.

7.  Tap the item (or items) and tap Discounts.

8.  Apply the Refund discount.

9.  Tap the Checkout  icon.

10.  You might have to tap on the bill item to close it.

11.  You will have three bills representing the complete refund process.