There are many situations where you might need to edit, refund, or discount a receipt. Depending on the POS user permissions you’ve configured in the Back Office, you can perform actions such as emailing or printing a copy of the receipt, refunding or editing payment on an order, or creating an invoice.

Receipt actions are currently available for same-day transactions only.

To refund older Lightspeed Payments transactions or transactions processed through Standalone mode, view our article on Refunding sales through Lightspeed Payments.

Accessing the Receipt actions menu

The Receipt actions menu enables you to refund orders or change the payment method used on orders completed that day.

1. Log on to Restaurant POS with your Lightspeed username and password.
2. Select Receipts in the navigation menu.
3. From the Receipts screen, search for receipts by receipt number or ID, order name, order total, or the last 4 digits of the credit card attached to the receipt by using the search field at the top of the screen.

   

4. When you have selected the desired receipt to edit, tap Receipt actions.

All available receipt actions for the selected receipt will populate.

Reopening receipts

Reopen a receipt to refund an order’s original payment and create a new order with the same items included. After selecting a refund reason, you can edit the new order and re-process the payment as needed.

1. Tap Reopen from the Receipt actions menu.
2. Tap Refund and reopen.

   

3. Select the refund reason to void the receipt from your reports and reopen an identical order in the Order screen of the POS.
4. Edit the order as necessary, then tap Pay to complete the order as normal.

Refunding receipts and items

Depending on your POS configuration and POS user permissions you’ve configured in the Back Office, you can refund entire receipts or items from a receipt from that sales day directly through the POS.

Some payment types, such as Interac, must be refunded in full prior to the end of the sales day. If you need to partially refund an Interac payment, you will need to refund to a different payment type, or refund the full amount and process a new order with a present card.

Use Refund order to return an order’s entire payment to the customer.

1. Tap Refund order from the Receipt actions menu.
2. Tap Refund.
3. Select the refund reason, then tap Refund receipt.

Use Refund item to refund the full amount of a selected item.

1. Tap Refund item from the Receipt actions menu.
2. Select the item or items to refund, then tap Next.

   

3. Select the refund reason, then tap Next.
4. Tap Refund.

Reporting on refunds

Refunds are reported as separate receipts and can be found in your sales reports, your order reports, and the Cancellations and Corrections report.

Changing a payment type

If you need to change the reported payment type attached to an order without refunding:

1. Select Change Payment from the Receipt actions menu.
2. Tap Edit.

   

3. Choose the correct payment method from the list, then tap Back.
4. Tap OK to apply the changes.

Discounting a receipt and custom refunds

To discount a completed receipt or to refund a custom amount, you first need to create a partial refund discount in the Back Office. Once created, you can apply that discount to specific items or entire receipts in the POS.

1. Log in to the Back Office with your Lightspeed credentials.
2. From the navigation menu, select Configuration > Settings > Discounts.
3. Click Add discount.

   

4. Under Discount name, enter a name for the discount. We recommend naming this something easy to find in your reports, such as Partial refund.
5. Enable Custom Discount, which allows the POS user to select a custom amount rather than the default value.
6. Select the discount type as Amount.

   

7. Click Save.

Now that the discount has been created in the Back Office, use Apply discount to refund a custom or partial amount from a receipt or specific item.

1. Tap Apply discount from the Receipt actions menu.
2. Select the item, items, or the entire order to be discounted, then tap Next.

   

3. Select the discount to apply to the order, then tap Next.
4. Enter the amount to refund, then tap Next.

   

5. Select the refund reason, then tap Next.
6. Tap Refund.

Reporting on receipt discounts and custom refunds

Discounted receipts and custom refunds are reported as discounts and can be found in the discount breakdown report as well as in your sales reports.

Creating an invoice

The Create invoice action generates a receipt that shows the total paid for the order but omits its items. This is commonly used if a customer wants to keep their meal details private when submitting an expense report to their employer. Once created, the invoice can be printed at the POS or viewed from the Back Office Invoices report.

This action is not connected to customer invoicing, which is a separate feature that allows you to manage accounts receivable and debts from your customers.

Sending receipts

Printing a customer copy

If you need to print a copy of the receipt for you or your customer, select Print customer copy or  Print merchant copy from the Receipt actions menu. A copy of the receipt will be sent to a configured receipt printer.

Emailing a receipt

If you’d like to send an electronic copy of the selected receipt, select the Email action option. You’ll be prompted to enter the recipient's email address. When you’re done, select OK to send. For step-by-step help, see Emailing receipts.

What's next?