Order cancellation

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Order cancellation

In Dotypos you can perform either a full order cancellation that cancels the complete order or just a partial cancellation, in which you select individual items from the order to be canceled. It does not matter whether you cancel an account paid for in cash or by invoice. In both cases the corrective document will be issued with the value with the minus sign. The negative value will be fiscalized under the same document number and thus the revenues will be balanced. The corrective document will be entered in the accounting system.

 

How do I cancel an order?

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After clicking on the tile History a list of chronologically sorted orders will be displayed. Choose the order to be fully or partially canceled and use the violet three dots icon 01 to trigger the menu Order options. Here, choose the option Cancel this order 02.

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A dialog window appears where you have several options to cancel.

If you wat to cancel the whole account you can click directly on Unpaid 01 (the cash will not be returns to the customer) or Paid 02 (the cash will be returned to the customer) in the bottom right corner of the window.

After the account cancellation you can select/deselect the option Return goods to warehouse 04 to choose whether you want to add the items in this account back to the warehouse or not. This option is independent on whether the customer is refunded money or not.

If you want to cancel only certain items, select partial cancellation. This will be available by either long holding the three vertical dots icon 03or by clicking this icon and selecting the option PARTIAL CANCELLATION from the displayed menu. If you want to do a partial cancellation, go to the next step, otherwise go directly to Step 4.

You can select another type of money back (e.g. cash) than what was used to make the payment (e.g. debit/credit card) 05.

When the cancellation is finished, a canceling receipt with the negative amount of the canceled order or item will be printed.

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Click on the simple nib to move one product unit from the window Cancellation to the window Partial cancellation (there is one iced coffee in the example below that can be moved). Click on the double nib to move all units of the selected product. So if there were 4 ice coffees in the order, all would be moved.

After selecting all of the items to be canceled, go on and click Not paid or Paid in the same way as when canceling the order in full.

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Now return to the History window, where you can check whether your selected items were canceled and the canceled orders were regularly sent to the Financial Administration to be recorded. Make sure you checked the options to display canceled and cancellation documents 01so they are displayed in the overview. Click on the cancelling account 02 to display its details in the left section including its fiscal identification code 03. This specific order cancellation is paired with a partially canceled order with the notice Partially canceled 05. If you cancel an order in full, the text Canceled will be written in its heading 04.

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If you perform a partial or full order cancellation, the history will display both the original canceled order (order with canceled items) and the new record, called a Canceling order. This canceling order is created automatically as a reference to the original order and it contains the whole canceled sum from the original order. So if you cancel two items at CZK 20 from a CZK 100 order, the value of the canceling order will be minus CZK 40.

 

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Order cancellation options

The picture below shows the menu that is displayed after you click on the three vertical dots icon in Cancel:

Use the option PARTIAL CANCELLATION to cancel individual items from the order as described above.

The option CHANGE NOTICE is useful especially when you do not refund cash back to the customer for returned goods (you choose Not paid), but instead you transfer the money to an account (see Order cancellation scenarios). In this case you can add a notice to the canceling order that the money will be returned to the customer’s bank account XXXXXX or posted to the address XXXXX at the latest by the 30th day. When the money back is paid (e.g. few days later), you can open this unsettled canceling order in History and then click on Settle and Paid.

SELL BY PROXY means that the canceling order will be sent to the Financial Administration for recording with another tax identification number than the one set as the default in the cash register.

DO NOT FISCALIZE DOCUMENT is useful when you do not want the canceling order to be sent to Financial Administration (recorded). Usually the canceling order is sent to the Financial Administration to be recorded even if the original document was drawn without “fiscalization.”

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Order cancellation scenarios

There are several scenarios available that will change the total cash in the register. These scenarios reflect whether the customer has paid for the goods and if you refunded the money when you canceled the order:

1.The customer bought the goods (service) and paid for it (common practice). When returning goods and canceling the order, you refund the customer (choose the option Paid). It means the money will be deducted from the order and the financial status will correspond with the status as if the sale never took place because the money received from it was returned to the customer.
In the cash register a document dated on the date of the order will be created to increase the sales according to payment type and is included in the VAT and cash register operations. The settlement on the date of cancellation creates a document with a negative value to decrease sales according to the payment type and decreases both VAT and cash register operations.

2.The customer bought the goods (service) and did not pay for it. A typical example is a document issued with deferred maturity, such as an invoice. However, it also covers situations where the customer has for any reason not yet paid for the goods. When the goods are returned and the order is canceled, select Not paid, i.e. no money is refunded to the customer. The cash amount in the cash register will remain the same, as it is in the preceding case.
In the cash register a document is created on the date of the order that increases the VAT, but does not affect the sales and cash register operations until the payment is made (settlement does not increase VAT and documents, just sales and cash register operations). Cancellation without payment creates a document with a negative value that decreases VAT on the cancellation date, but does not affect sales and cash register operations.

3.Incorrect entering of a payment method: The customer bought the goods and paid for it in cash. The operator mistakenly enters payment type as debit/credit card. In this case go to Order options, select Cancel this order and then Paid while entering the same payment type mistakenly used to settle the order. Now make a new sale of the same product, but this time using the correct payment method.

4.The customer ordered a dish and got an order ticket (bon) to pick the dish up with. But then he changed his mind. If you have activated the option Printing order cancellations when canceling an order in settings of the printing task Printing of orders, not only the standard canceling receipt, but also the canceling kitchen bon will be printed, so the order will not be prepared.

Our knowledge database has an example of an incorrectly entered payment method.

 

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If you do not follow the instructions to revise the incorrectly entered payment method, the cash will not match the payment operations in the Z-report.

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