Refunds, Kasbon and Receipts at the POS
Three things people often look for at the till: giving money back to a customer (refund), seeing who still owes a kasbon, and sending a receipt on WhatsApp. All three are in the POS and in the Cashier inside the Dashboard app.
Refunds
Only the Owner (through the Cashier in the Dashboard app) and an Admin can record a refund. A cashier does not see the Refund button. If a customer asks for money back, ask the owner or an admin to record it.
- Open Orders (Pesanan), then tap an order that has been paid.
- Tap Refund. The button is not shown on an order that is unpaid, canceled, or already fully refunded.
- On each item, tap + as many times as the customer returns. Under the item name you see how many can still be refunded (for example Left 39 of 40).
- If the order has shipping and the shipping is returned too, choose With shipping.
- Choose whether the items go back in stock (choose No for damaged items), and whether the money is returned by Cash, Transfer or Other. A reason is optional.
- Check the Refund value card. The system works out the amount, so it matches what the Dashboard shows. Tap Refund, then Yes, refund.
After it is recorded, the screen shows Refund recorded. A refund cannot be undone.
These change automatically: stock (if the items go back in stock), customer points, the seller share for multivendor shops, and the revenue report. A cash refund is also recorded as cash out on the cashier shift that is open.
At the POS the money always follows the system's calculation. If you need to change the amount returned, use Refund in the Dashboard. Orders sold on account are handled as credit notes, as explained in Canceling and refunding credit orders.
Customer kasbon
Kasbon (customer credit) is available from the Growth plan. On the Free plan the screen shows a message to upgrade.
Open More, then Customer kasbon (in the Cash & credit group). On a tablet, go through Settings → Customer kasbon. The list only has customers who still owe, the largest first. Every role, cashiers included, can open it.
- Each row shows the name, the kasbon amount and the due date. When it is past due it shows 5 days overdue with an Overdue tag.
- Search by name or phone number. Choose Past due to see only the late ones.
- The list loads 20 customers at a time. Tap Load more for the rest.
Remind on WhatsApp
Tap Remind on WhatsApp on the customer's row. WhatsApp opens on that customer's chat with the message already written, for example:
Halo Bu Sari, ini pengingat dari Toko Maju. Kasbon Anda saat ini Rp150.000, sudah lewat 5 hari. Boleh dibayar ya. Terima kasih.
The message is in Indonesian, which is what customers in Indonesia read. You can edit it before sending. The message is only sent when you press send yourself in WhatsApp. Etalasse sends nothing from this button and does not use the shop's WhatsApp quota. If the customer has no phone number, the button shows No phone number yet. Add the number in the customer's details.
Want automatic reminders before and after the due date? See Bill Reminders. Recording money received from a customer is done in the customer's details at the till, not in this list.
Share a receipt
On an order that has been paid, tap Share receipt. The phone's share menu opens with the receipt as text, the same as what the printer prints. Pick WhatsApp or another app and send it to the customer.
In a browser without the share menu, WhatsApp opens with the receipt text and you pick the chat.
A receipt as a picture is not available yet. For now, the receipt is shared as text.
If something goes wrong
| Message | What to do |
|---|---|
| Only the owner or an admin can refund. | Sign in as the owner or an admin, or ask them to record it |
| This order cannot be refunded | The order is unpaid, canceled, or all its items are already refunded |
| Kasbon is on the Growth plan and above | The shop's plan does not include kasbon. The owner can upgrade in the Dashboard |
| No connection | Check the internet and try again |
| WhatsApp cannot be opened on this device | Install WhatsApp, or copy the message and send it from another device |