How do I refund a ticket from a previous software?

How do I refund a ticket from a previous software?

If your business recently started using Inspire by STX, there is a chance that a client might need to receive a refund for a transaction from the previous software.  Refunds in Inspire by STX are limited to transactions that took place within Inspire by STX, however there are some options you could consider to provide a refund to the client, update payroll and/or update the product on hand numbers.
Consider utilizing these steps or options if you do not have a client name or ticket number to issue a return in Inspire by STX. 

Issuing Refund Money

If you would like to provide funds to a client for their refund, there are four options listed below to consider.  Additionally, consider updating the Inventory On Hand numbers if the product will be restocked and/or if the worker's commission should be deducted - those additional steps are noted at the bottom of this article. 
  1. Issue a Cash Refund
  2. Issue a Clover Refund
  3. Issue an Account Balance as a Refund
  4. Issue a Gift Card Issue Refund

Issue a Cash Refund:

  1. Go to Check Out List
  2. Select Cash In / Out button
  3. Choose the Cash Paid Out option
  4. Enter the Amount, To and the Reason
  5. Click Save
  6. Pay the client the amount in Cash

Issue a Credit Card Refund:

  1. From the Clover or current Credit Card Device, perform the refund 
    1. Click Here to learn how to perform a manual refund on a Clover device
  2. The following steps are optional
    1. From Inspire by STX Software, go to Check Out List
    2. Select Cash In / Out
    3. Choose the Cash Paid Out option
    4. Enter the Amount, To and the Reason
    5. Click Save
Note: Recording the payment as Cash Paid Out is optional and will reflect on your cash drawer reporting. 

Issue a Refund as an Account Balance: 

  1. Go to Checkout 
  2. Search for the Client Name
  3. Select the Other tab
  4. Enter the Refund Amount in the Received on Account field
  5. Click Add to Ticket
  6. Click on Payment tab
  7. Select No Sale or a preferred payment type
    1. To create a unique payment type, click here. 

Issue a Refund as a Gift:

  1. Go to Checkout 
  2. Search for the Client Name
  3. Select the Other tab
  4. Enter the Gift Number and Refund Amount in the Gift Amount field
  5. Click Add to Ticket
  6. Click on Payment tab
  7. Select No Sale or a preferred payment type
    1. To create a unique payment type, click here. 
Note: Issuing a Gift as a refund method could impact your gift sales & liabilities, our team recommends discussing this method with your accountant.  

Updating Inventory Counts

If the Product is going to be placed back on the shelf after a return, the business will want to update the product's on hand numbers.

Steps to update the Product On Hand number:

  1. Go to Inventory
  2. Select Manage Inventory 
  3. Filter & Find the product
  4. Update the On Hand Number
    1. Example: If the current On Hand is 4, update the On Hand number to be 5
  5. Click Save
  6. Repeat for each Product

Deducting Commission from Worker

If the business would like to deduct commission for the refund transaction, management will need to manually deduct during the next payroll reporting. 

Steps to Deduct Commission from a Worker:

  1. Go to Process Compensation Report
  2. Enter Dates
  3. Input the Commission Amount to deduct in the Deduction field
  4. Click Generate 
  5. Print or View as needed
  6. Click Archive
Note: Inspire by STX does not have a way to record this data, the business will want to make a note or tally for the management team leading up to the payroll date.