Cancel or refund a purchase
Until it reaches an invoice a purchase can be cancelled. After that the invoice stays as it is, and you write the credit note in your bookkeeping.
A kiosk purchase is a single line with a frozen name, price and VAT rate. How it can be undone depends only on how far it has already travelled.
| State of the purchase | What is possible |
|---|---|
| Open item, not invoiced yet | You can cancel it as the operator, with no time limit. The line drops out of billing. |
| Linked to an invoice | No longer cancellable. The invoice stays as it is; you write the credit note in your bookkeeping and refund the amount yourself. |
| Paid instantly in the kiosk in the past | Refund only. The refund issues a Reversal receipt, and the original receipt stays as it is. |
That includes:
- A member takes a purchase back themselves only right afterwards: for a few seconds Recorded: Espresso comes with an Undo button. After that they turn to you; until the invoice you cancel the line.
- A line you cancel before the month-end run picks it up appears on no invoice at all. See Start the month-end run.
- For the same purchase line there is always exactly one tax document. See Kiosk invoice at the end of the month.
- Refunding a line that was paid instantly back then is a legacy case. Paying right away is no longer possible in the kiosk; the receipts from back then remain. A partial refund only records the refunded amount; the payment status flips to refunded only on a full refund. The reversal receipt references the original receipt, and both are kept, because an issued receipt is a record.
To cancel a purchase, open Kiosk purchases. Reception finds it under Kiosk; admins and the owner reach it from the kiosk through View purchases. The list shows the purchases of the last 3, 7 or 30 days with member, product, amount and time; the name leads to the member file. Tap Cancel on the line and confirm the question. Invoiced and already cancelled lines have no button.
If the member has already paid the amount, only an admin or the owner can refund it. For reception the cancellation then ends with a message, and the line stays.