Falaah Falaah AI

Refunds and voids

Void or refund a Muin POS order: who is allowed to, what each one does to stock, how a card sale refunds to the card, and the restrictions you will meet.

Both a void and a refund undo a completed sale from the Orders screen. A void cancels the whole order; a refund returns all of it or only some of its lines.

When you’d use this

  • The wrong item was rung and the customer has not left the counter.
  • A customer brings something back the next day.
  • A card sale needs part of the money returned, not all of it.
  • Someone rang a training order on a live till.

Who can do it

A POS manager. Void and refund are not shown at all to a cashier: the buttons are absent, not greyed out, and the server refuses the action with POS manager role required for this action. if it is attempted another way.

This is the POS employee role set under Staff & Shifts, not a workspace role. There is no manager-PIN override and no approval queue: the person signed in either holds the manager role or does not.

Void or refund

Void Refund
Offered on A completed order A completed or partially refunded order
Covers The whole order All of it, or selected lines
Stock Restored Restored for the lines refunded
Can be repeated No Yes, until the balance is exhausted

Neither is offered on an order with nothing left to return.

To void an order

  1. Go to Finance > Point of Sale > Orders.
  2. Click the order’s row to open it.
  3. Click Void, then confirm. The message says it restores inventory and cannot be undone.

To refund an order

  1. Open the order from Orders.
  2. Click Refund.
  3. Tick the lines you are returning, or leave everything unticked for a full refund. The button then reads Refund N Item(s) or Full Refund.
  4. Confirm.

On an order that has already been partly refunded, the dialog says so and asks you to select the remaining lines; Full Refund is no longer offered.

A card sale refunds to the card

If the sale was taken on the Card (Muin) tab, Refund opens a different dialog: Refund order #N, with an amount rather than a line picker, capped at what is still refundable. It reads This refunds to the original card. The customer will see it within 5 to 10 business days.

If a card-method order has no card transaction attached, the dialog says This order has no linked card payment, so it cannot be refunded here, and the sale has to be settled outside Muin.

What it affects

  • Stock goes back for every tracked line, once and only once. Refunding the same line twice is refused.
  • Orders shows the new status: refunded, or partially refunded.
  • Reports: the daily summary, the per-employee summary and the tax report all follow the refund. A high void count against one operator is visible on the Employees page.
  • Cash: a cash refund is recorded, but the till itself is counted by hand. There is no cash-drawer integration on the web Register.

When it goes wrong

What you see What it means What to do
No Void or Refund button on the order You are signed in as a cashier, or the order has no refundable balance left. Have a manager sign in, or check the order’s status.
POS manager role required for this action. The action reached the server from a cashier session. Change the employee’s role to Manager under Staff & Shifts, or have a manager do it.
Order already fully refunded There is nothing left to return. Check the order history; the earlier refund is recorded on it.
Line items … have already been refunded Some of the ticked lines came back in an earlier partial refund. Untick those lines and refund only the rest.
Cannot transition order from ‘X’ to ‘Y’ The order is not in a state the action allows, for example voiding something already refunded. Read the order’s current status and pick the action that matches it.
This order has no linked card payment, so it cannot be refunded here. The order is marked as a card sale but carries no card transaction. Refund through your payment provider and record it against the order.

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