Processing a Refund in NX POS

💵 Processing a Refund in NX POS

Refunds in NX POS can be performed quickly and securely by authorized users.
This guide walks through each step of the refund process, including how to select refund type, choose the original order, confirm refund details, and issue the refund to the appropriate payment method.

🔐 Required Permission

To perform a refund, the user must have the permission:

Permission: Check: Refund Payments

Without this permission, the Refunds option will not be accessible from the Manager Menu.

🧭 Accessing the Refund Menu

From the NX POS home screen:

1. Tap Manager Menu
2. Select Refunds
3. Tap New to begin a new refund process

🧾 Step 1: Select the Refund Type

Choose the basis for your refund. Options include:

• By Item(s) – Select specific items from an order
• Custom Amount – Enter a custom refund total
• Whole Order – Refund the entire transaction
• Tax Only – Refund the tax portion only
• Tip Only – Refund gratuities collected via payment

📸 Example:

📅 Step 2: Select the Source Order

Choose the order to refund from.
You can use the date picker to navigate to a past business day if the refund is for an older order.

💡 Only orders with valid payments are available for refund.

📸 Example:

🍽️ Step 3: Select Items to Refund (if applicable)

If you selected By Item(s) in Step 1, you’ll now see a list of items from the original order.

• Check the items you wish to refund.
• The Total updates automatically as you select or deselect items.

📸 Example:

💲 Step 4: Confirm the Refund Amount

NX will display the total refund amount based on your selection.
You can adjust this amount manually if necessary before proceeding.

📸 Example:

💳 Step 5: Choose Refund Payment Method

Select the payment to refund to:

• Choose the original tender (e.g., Visa, Mastercard)
• Or select Refund to Cash if issuing a cash refund

📸 Example:

💡 Refunds can only be processed to the original tender type or as a cash refund. NX will automatically limit refund options based on the original payment methods used.

📝 Step 6: Enter Refund Reason

Provide a short note describing the reason for the refund — for example:

“Guest satisfaction”
“Order entered incorrectly”
“Duplicate charge correction”

📸 Example:

⚙️ Step 7: Refund Processing

NX will process the refund automatically.
You’ll see a progress window while the transaction completes.

📸 Example:

🧾 Step 8: Send Refund Receipt

Once processed, you can send a receipt to the customer by:

• SMS/Text Message
• Email
• Printed Receipt

📸 Example (SMS Receipt):

📸 Example (Email Receipt):

✅ Step 9: Refund Complete

When the refund is finished, NX displays a confirmation message indicating successful completion.

📸 Example:

The refund will appear in the Refunds list with details including:

• Business Date
• Employee Name
• Source Order Reference
• Refund Reason
• Status
• Total Refunded Amount

💡 Tips for Accurate Refunds

🧠 Summary

💬 Key Takeaway

Refunds in NX POS are simple, traceable, and secure — ensuring that every transaction adjustment is handled with accountability and precision.