Bills

Cancel or refund

Two different things happen at a register, and each prints a different slip. The difference is whether the guest has already paid.

Cancelling a bill means cancelling a bill on which nothing has been paid yet — the guest left before ordering, or you opened the bill by mistake. Nothing is returned, because nothing was taken. The bill stays in the system as cancelled but does not count in sales. As soon as the bill holds any payment, even a partial one, it can no longer be cancelled. A single item on an open bill can be cancelled the same way.

Refunding is possible only on a bill that has been paid. The money goes back to the guest — from the till, to the card, or the way it came in. A new document with its own number is created, referring to the original receipt; the original stays valid and unchanged. You can refund the whole bill, just some items, or even single pieces.

Each of the two prints a different slip:

• Void receipt — when you cancel an unpaid bill. The header reads VOID; there are no payments or VAT on it, because nothing was taken.
• Credit note — when you refund. It has a full VAT section and payments, because money really went back.

In short: before payment you cancel and a void receipt prints; after payment you refund and a credit note prints.

Creating a new bill

Create Bill (with a table)

Tap Create Bill in the right panel of the main screen, or tap a free table on the map (the window then has the table preselected). In the small panel the button is called New bill; on a phone it is in the bottom bar or in the More menu. The button is visible only during a started session and with the Create order permission. The New Bill window opens:

• Table — shows where the bill belongs: the table name or "No Table", with the section when there are several ("Main · No Table"). Tap it to choose: first the section, then a "No Table" row and the tables of that section (the back arrow returns to the sections). With only one section (or the Sections module off) you go straight to "No Table" and the tables. Sections are set up in Settings → Floor plan → Sections.
• Number of Guests — 1 by default, with + and − buttons (minimum 0).
• Customer — without a customer it reads Assign customer ›; with one it shows the name and, below it, points and credit. Tapping it opens the Customer window — the same as in sales, in the bill detail and in payment: type a guest name, or use the magnifying glass to pick a customer from the database (see Customers). The row is visible only with the Assign customer permission and the Customers module on.

The window has two buttons:

• Save (blue) — creates the bill without going to sales,
• Order (green) — creates the bill and opens the sales screen.

The Split Bill window (when splitting) and the Move Bill window (changing the table) have the same Table row and number of guests; both have only a Save button and no customer field.

Quick sale

The first side panel button, Sell, opens the sales screen without choosing a table (see Sales); the bill is created only when you pay or save. It is marked "No Table" (or "Takeaway"). You can assign a table later in the bill detail with the Table action.

Bill detail

Tapping a bill row in the list (or an occupied table on the map) opens the bill detail (requires the Order detail in info panel permission).

On a computer or tablet the detail has two cards side by side: items on the left; on the right the view switch, the bill info, the customer and, at the bottom, the totals with payments; the buttons are below. On a phone everything is in one column and the totals and buttons stay fixed at the bottom.

Header

• Printer icon on the left ("Print bill") — prints a pre-bill for an open bill (Print pre-bill permission), or a copy of the receipt for a paid, cancelled or refunded one (Reprint receipt permission).
• Bill number in the middle — "Bill 1A-568", or "Credit note 1A-570" for a refund document. One table can have several bills, so the title is the number, not the table.
• Cross on the right — closes the detail (tapping outside closes it too).

Bill info

• Status — "Open"; for a paid bill the payment time, plus "· refunded" or "· partly refunded"; for a cancelled bill "Cancelled 12:25", for a transferred one "Transferred 12:25", for a refund document "Issued 12:40".
• Table — the table name, "No Table", "Takeaway", or for a voucher or credit sale "Gift voucher", "Deposit voucher", "Customer credit". With several sections, the section is shown too ("Garden · No Table").
• Guests — the number of guests, if entered.

A refund document has a For bill row with the original bill number instead of the table and guests. On a phone the same info is shown in grey under the title in one line ("Table 3 · Open · 3 guests"). Who ordered is in the order headings.

Bill number format. Numbers have the form {letter}-{sequence} — the register number, the letter of the device on that register (the first device is A) and a sequence number that never resets or repeats. "1A-2481" is therefore the 2481st document of device A on register 1. The number is how you find the receipt — search ignores the dash and letter case ("1a2481" finds it). Orders on the bill are numbered "1A-2481/1", "1A-2481/2" and so on.

Customer

• Open bill with no payment — tap to open the Customer window: a guest name, or a database customer with Credit, Points, Edit contact and Choose another customer; at the bottom Remove from the bill and Save. Without a customer the row reads Assign customer ›. Requires the Assign customer permission and the Customers module.
• Open bill with a payment or redeemed points — the customer is read-only ("Cannot be changed after a payment").
• Closed bill — the customer is read-only; without a customer the row is hidden.

For a database customer, points and credit are shown under the name (each only with the Loyalty Points / Customer Credits module on).

Alerts

If something on the bill needs attention — a card payment the terminal accepted but that couldn't be written to the bill, a sales record not yet sent or rejected (only with EET on), or a bill not accepted by the server — it is shown in one orange bar above the totals.

Items

The By order | Summary switch is always shown. If the register has a customer display, an eye button sits next to the switch: tap it to show the bill on the display ("Show on the customer display"), tap again to hide it.

By order — each order has a grey heading with the time and staff name ("13:16 · Petra Nováková"), followed by its items: the quantity on the left ("4×", "0.5 kg" for weighed items), the name, and on the right the price and a ⋮ menu. The price is after the item discount and coupon; the price before discount is struck through above it. Under the name are add-ons ("+ 2× Extra shot 80 CZK"), the note, the discount and coupon in red, the price level in grey, "Refunded 1 pcs" in orange and voids in red.

• Order note (for the whole order, e.g. for the kitchen) is shown in italics above the items; on an open bill tap it to edit or delete it. Add a new one from the ⋮ menu of any item in that order — Add order note (or Edit order note).
• Preparation status — the ⋮ menu moves the status "Created" → Ready → Delivered; a delivered item (✓ icon) can be moved back to Ready.
• Voided items — a void is a red line under the item ("Void 12:17 · -1 pcs" and the amount). The item line keeps the originally ordered quantity and the void subtracts from it (2 pcs − 1 pcs = 1 pcs left). A fully voided item is struck through and tapping it offers only Reorder (puts the originally ordered quantity back in the cart).

Summary — items merged by name, price and discount, sorted by name, with the total quantity and price (including add-ons, after discount). Voided items are not shown in the summary. A manual discount and a coupon appear as a red sub-row ("Discount", "Coupon").

Editing an item

Tapping an item in the by-order view (on an open bill, with the Edit order permission) opens the item window — the same as in the cart (see Sales), except that instead of − / + it shows when the item was ordered:

• Card — "Ordered 16:47" and the quantity on the left, a Reorder button on the right. Below the line, the price breakdown ("2 pcs × 154 CZK … 308 CZK"), each add-on on its own line, the discount in red and a Total when the amount differs from the first line.
• Reorder — closes the detail and goes to the sales screen, where the same product is added again at today's price, add-ons included. If the product is gone from the catalogue, the register says so ("The product is no longer in the catalogue") and adds nothing.
• Discount — tap to open the item discount window. A product with blocked discounts or an item with a coupon discount can't get a manual discount — the reason is shown under the row. Requires Item discount (unlimited) or Item discount (limited).
• Note — tap to add or edit it.
• Delete (red outline) — voids the item on the bill (Void item permission). For an item with several pieces you choose how many to void (− / + for pieces, the numpad for a weighed item); the card shows how much the bill drops (including any discount that goes with the item) and what stays ("Left on the bill 2 pcs of 3 pcs"). For a single piece the register just asks "Cancel …?" — the item stays crossed out on the bill and does not count. Items can't be deleted on a bill that already has a payment.
• Save — saves note and discount changes.

On a paid bill tapping an item does nothing — what to refund is chosen in the Refund window. A refunded item stays visible in the detail with a grey tint and an orange "Refunded" mark (not struck through and with the amount unchanged — a paid bill is an accounting record). In the list under the Paid filter such a bill shows a "Refunded" (all of it) or "Partly refunded" label under the amount, right after the refund, even offline.

Totals

A totals card is fixed above the buttons, so the Total is always visible, even on a long bill. The column lists every discount, including item discounts:

• Subtotal — the sum of items before any discount; only when the bill has a discount,
• Line discounts (count) — the sum of discounts on individual items,
• Line coupons (count) — the sum of product or category coupons,
• Bill discount — with the rate for a percentage,
• Loyalty points — redeemed points,
• Coupon — a whole-bill discount coupon, with its code,
• Rounding — if the amount was rounded,
• Total — the final amount; the column above adds up exactly to it,
• (discounts total …) — in grey under the Total, only with more than one discount; just information on how much the guest saved.

Payments are listed under the Total, one line per method. An open bill with a partial payment ends with a bold Left to pay. On a closed bill the payments follow the Total, and each refund document adds an orange line "Refunded 13:52 · credit note 1A-570" with the refunded amount. In the bill list the amount still to pay is shown under the total, and the table circle on the map shows the remaining amount.

Example: an item at 47.50 CZK with a 50 % coupon (−23.75), an item at 160 CZK with a 50 % discount (−80) and a 10 CZK bill discount: "Subtotal 207.50 / Line discounts (1) −80.00 / Line coupons (1) −23.75 / Bill discount −10.00 / Total 93.75 / (discounts total −113.75 CZK)". It looks the same in the cart, the receipt detail, on the customer display and on the receipt.

Buttons

Each bill state always has the same button layout (only what you lack permission for is missing).

Open bill

• More — menu of further actions (see below),
• Order (dark blue) — add more items (goes to the sales screen),
• Pay (green) — opens payment (Accept payment permission; see Payments).

The More menu (depending on permissions and modules):

• Print bill — pre-bill,
• Table — change the table and number of guests (Transfer bill permission),
• Merge — merge with another open bill (Merge bills permission, Bill Split/Merge module),
• Split — split the bill (Split bill permission, same module),
• Discount / Remove Discount — discount on the whole bill (Bill discount (unlimited) or (limited); see Discounts),
• Coupon / Remove Coupon — a discount coupon (Redeem voucher/coupon permission, Discount Coupons module). Gift and deposit vouchers are redeemed in payment (see Vouchers and coupons),
• Internal Account — transfer to an internal account (Transfer bill to internal account permission, Internal Accounts module; see Internal accounts),
• Cancel Bill (red) — cancel the whole bill (Void bill permission).

Paid bill

• More — receipt copy, Issue invoice (or Invoice FV… once an invoice exists; see Payments) and, on a phone, Recreate.
• Refund (orange) — opens the Refund window (Refund payment permission, a started session and refunds allowed in Settings → Register → Sell → Allowed Payments → Refunds; a new company has them on). The button stays while there is something left to refund. It is hidden on a 0 CZK bill. On a bill with an invoice it is greyed out — make the refund outside the register with a corrective document.
• Recreate (dark blue) — see below.

Recreate creates a new open bill with all the items of this bill (Recreate bill permission, a started session). The register first asks "Create a new bill?" and reminds you the new bill will use today's prices and VAT. The new bill's detail then opens; the source bill stays untouched. To give the guest money back, use Refund separately.

Cancelled, refunded or transferred bill

• More — receipt copy,
• Recreate — a new open bill with this bill's items. For a cancelled bill, items voided one by one before the bill was cancelled are added too (the ones the guest originally ordered).

Recreate: prices and VAT

The new bill is priced from today's catalogue, as if the items were being sold now:

• price is the product's current price (with a price level, if it still applies to the item); an open-price product keeps the price from the original bill,
• VAT is the product's current rate; if the company is not a VAT payer now, all items are at 0 %,
• an add-on gets today's price in its group,
• quantities, notes, course splits and discounts stay — a percentage item discount is calculated from the new price, an amount stays the same; a whole-bill discount carries over too. Vouchers and loyalty points don't carry over,
• an item whose product was deleted from the catalogue is left out — the register tells you which items are missing. If no item of the bill is in the catalogue any more, no new bill is created,
• a voucher sale or credit top-up is copied as it was.

Refunds

Pressing Refund opens the Refund window with the bill number and table ("Bill 1A-2481 · Table 5"). On a tablet or computer the items are on the left and the summary with a large orange button on the right; on a phone the summary is collapsed at the bottom into a "Return to the guest 159.58 CZK" row that expands when tapped.

Each item shows how much it can be refunded for — the amount after all discounts, exactly what the guest paid for that part. Fully refunded items are grey with a "Refunded" mark and can't be selected; a partly refunded item shows "Refunded earlier 1 pcs of 3 pcs" in orange and the rest can be selected.

Choosing what to refund:

• An item in pieces has − count + and a selected / left counter (e.g. "1 / 2"). Tapping the row adds a piece too. Once something is selected, the item shows "refunding 45 CZK".
• Weighed goods are refunded only whole ("Weighed goods are refunded whole") — they have a toggle with the quantity instead of a counter.
• The "Whole bill 857.80 CZK" button (after an earlier refund "Select all that is left") selects everything still left; tap again (Deselect all) to clear the selection.

The summary keeps showing:

• Return to the guest — the total money to return. Until you select something, it says "Pick what the guest returns."
• Value of items and Cash rounding — only when cash rounding makes the refund differ from the item value. Money goes back the way the guest paid: to a card to the cent, in cash in whole crowns. The guest gets back exactly what they paid.
• What to do — a tile with the amount for each payment method on the bill; with a split payment the amount is divided by how much is still left to refund for each method. Under the method name is an instruction for staff:
  • Cash — "hand over cash from the till",
  • Card — "void the transaction on the terminal",
  • Transfer — "refund by bank transfer",
  • Credit — "the till credits it back to the customer" (staff do nothing, the register credits it itself),
  • Voucher — "the voucher becomes valid again" (the register reactivates it itself),
  • Meal tickets — "return the meal ticket to the customer",
  • Other — "handle manually".
• Tips are not refunded — the window says so on a separate line.
• Will also be reverted: — when refunding the whole bill, vouchers that are reactivated and loyalty points that are returned or deducted. A partial refund deducts the proportional part of earned points; redeemed points are returned only with the whole bill.

The main button carries the amount — "Refund 157.97 CZK" — and pressing it is the confirmation. The cross closes the window and nothing happens.

One refund = one document. If you select a beer and two coffees, one refund document is created with all three pieces. The amounts are the same as if each item were refunded separately, and refunding everything step by step adds up exactly to the paid bill.

If a refund isn't possible, the register says so before you confirm the money — the summary shows "This cannot be refunded like this" with the reason instead of an amount. Typically for a voucher sale or credit top-up: these are refunded only whole and only if the sold value can be taken back (a redeemed voucher or spent credit can't be refunded). A bill paid with a voucher (even partly) is also refunded only whole; the voucher is then reactivated.

Goods back to stock? What a refund does with stock is set by Goods on a refund (Settings → Register → Sell, Inventory section): "Do not return to stock (write off)" (default), "Always return to stock", or "Always ask" — then after pressing Refund … CZK the register asks "Return the goods to stock?" with Cancel / Write off / Return to stock, once for the whole refund. More in Inventory.

Refunds only from a document the register has in full. A register with a subscription keeps documents for the last 31 days; for an older bill it first downloads the whole document from the server when online, and the refund then works as usual. Offline, the register says what it is missing and records nothing — connect it to the internet and try again. The same applies to Recreate and to a receipt copy.

Where to find refunds. The refund document prints as a credit note and appears in the bill list under the Cancelled filter (the filter requires the View cancelled bills permission) — tinted orange with a negative amount. The original bill stays under Paid with a "Refunded" or "Partly refunded" label.

Effect on sales and VAT. A refund document is subtracted in sales, VAT and discounts, in the period when the refund actually happened — not retroactively in the period of the original sale. See Register and Reports.

Amounts are negative on paper and on screen. A credit note shows the items, Total, VAT summary and payment with a minus sign — next to the original receipt the numbers cancel out. The bill detail, receipt detail, bill list and Reports show it negative too. What a credit note looks like is shown in Printing.

Bill states

What can go where

• Cancelled, refunded and transferred are final states. They can't go back to open — use Recreate.
• An open bill with a payment can't be cancelled or transferred to an internal account, and it can't be refunded either — Refund appears only on a paid bill.

The guest left and the bill was partly paid

When part of the money is on the bill and the guest is gone, only two things work:

1. Pay the rest, if someone is going to pay it.
2. Reduce the bill with a discount to what the guest actually paid, and close it. In the bill detail use More → Discount so that the total matches the amount already paid. Then tap Pay — nothing is left to pay, so the Payment window offers a Close the bill at 0 CZK button. The session closing shows exactly what you took.

With a limited discount permission, the discount window won't let you go above the company's maximum; if that's not enough, someone with Bill discount (unlimited) has to enter it. As long as such a bill stays open, the session can't be closed — the closing lists these bills (see Register).

Older receipts on the server

A register with a subscription keeps documents for the last 31 days on the device (on the 1st of the month it still has the whole previous month). Find older receipts by searching:

1. On the Paid tab (or Cancelled, Transferred) tap the magnifying glass and type the receipt number, amount or customer name.
2. At the end of the results tap Search older receipts too — the server is searched for the last 12 months.
3. Server results are added under the heading From the server · Last 12 months with a cloud icon.
4. For older documents tap Older than a year… and choose the year.
5. Tapping a result downloads that document and opens its detail — you then work with it like any other (receipt copy, refund).

There are at most 50 results. Offline the server can't be searched ("Older documents cannot be searched without a connection."); searching on the register and selling keep working. A register on the Free plan and the demo have the whole history on the device.

A bill open on another register

When someone has a bill's detail open on another register, or is working on it in sales, the bill appears grey with a device icon in the list and won't open. When you tap it, the register says which register has it open and by what time it will free itself at the latest. This prevents two people from billing the same table at once.

The lock disappears as soon as the other register leaves the bill. If that register is switched off or loses power in the meantime, the lock expires within ten minutes at the latest. The lock is a hint for staff, not a mechanical barrier — so keep one simple rule: only one register takes payment for a bill.

Changing the table

In the bill detail tap More → Table. In the Move Bill window tap the Table row, choose the section and table (or "No Table"), adjust the number of guests if needed and confirm with Save. The customer stays on the bill; you change the customer by tapping their row in the bill detail.

Merging bills

In the bill detail tap More → Merge. The Merge Bill window asks "Into which bill? This bill then closes." and lists the other open bills (table or bill number, since when it's open, and the amount).

Tapping a bill only selects it. On a tablet or computer the right side immediately shows what's on the selected bill and the amounts: the selected bill, what will be added and, in bold, After the merge. On a phone the same appears as a second step. Only the "Merge into Table 3" button merges: the items move to the selected bill, the current bill is cancelled (without sales) and the target bill's detail opens. Stock is not affected by merging.

If there are no other open bills, the window says "No open bills to merge".

• A bill with a payment on it can't be merged into another; another bill can, however, be merged into a bill with a payment.
• Bill discount: the merged bill keeps the discount of the bill you merge into; the discount of the merged bill is dropped (the preview warns you beforehand).
• A bill with a coupon can't be merged — neither the one being merged nor the target. Remove the coupon first (More → Remove Coupon).

Splitting a bill

In the bill detail tap More → Split. The Split Bill window lists the items under "What to move to the new bill" with a summary and buttons.

An item in pieces has − count + (e.g. "1 / 3" = 1 of 3 pieces is moving); a selected item shows "moving 59 CZK". Weighed goods move only whole. The summary shows the New bill amount and what stays on the original bill.

• Split — opens a window with the Table row and number of guests for the new bill (the table is prefilled); after Save a new open bill with the selected items is created.
• Pay … CZK (green) — the new bill is created on the same table and payment for the selected items opens straight away.

Rules:

• A bill with a payment on it can't be split — pay it in full. A bill with a coupon can't be split either.
• A percentage bill discount applies to both bills, so together they cost the same as the original (at most a cent less, always in the guest's favour). A discount entered as an amount, redeemed loyalty points and amount discounts on items stay on the original bill.
• Splitting doesn't affect stock.

Cancelling a bill

In the bill detail tap More → Cancel Bill. If the bill has orders, the register asks "Cancel bill …?" ("A cancelled bill does not count in sales and this cannot be undone."); an empty bill is cancelled immediately. If some items were already delivered, the confirmation states the bill amount and the number of delivered items, so food the guest has already eaten isn't cancelled by mistake.

Undelivered items ("Created" or "Ready") are voided and their goods return to stock; delivered items stay delivered and don't return to stock. A redeemed discount coupon is released. The cancelled bill is under the Cancelled filter and doesn't count in sales. If automatic receipt printing is on, a void receipt is printed (see Printing).

Internal account

In the bill detail tap More → Internal Account. The Select internal account window has a search field and a General / Employee switch. Tap the account and confirm "Transfer to internal account?" with Transfer — the transfer can't be undone. More in Internal accounts.

Real-life scenarios

The guest orders more after paying

On the paid bill use Recreate — a new open bill is created with all items at today's prices. Add the dessert and pay the new bill. To give the guest money back for a difference, also use Refund on the original bill.

Cancelled by mistake

If you cancelled a bill by mistake, use Recreate on it — a new open bill is created with all the originally ordered items. The cancelled bill stays in the history.

Refund for a complaint

On the paid bill press Refund and tap + at the item being returned — each tap adds one piece. The summary shows how much to return and what to do on the terminal or with cash; Refund … CZK carries out the refund. One refund document is created; the original bill stays unchanged with a "Refunded" or "Partly refunded" label. If the company has Auto-print receipt on, the credit note prints straight away.

The amount per piece is its share of what the guest actually paid for the line (including discounts and rounding). An item at 0 CZK (free, 100 % discount) can be refunded on its own too — a 0 CZK document is created, goods go back to stock according to the setting, and no money is returned.

Business entertainment

Create a bill → add items → More → Internal Account → choose the internal account. The bill doesn't enter the daily closing but the internal account's total, and is closed when that account is settled.

Two guests, each pays their own

In the bill detail More → Split → select the first guest's items → Split, or go straight to the green Pay … CZK.

Common mistakes

A silent markdown without a recorded discount

If you agree a lower amount with the guest verbally but don't enter it in the app as a discount, reports will look as if menu prices were different. Use the Discount action (or Coupon) — reports then show when and how much was given.

A transferred bill can't be undone

A transfer to an internal account can't be reversed. The register therefore asks for confirmation; if a mistake still happens, handle the transferred bill through settlement and create a new bill for the guest (possibly with Recreate).

Refunds and physical cash

Refund on a bill paid in cash automatically records a cash withdrawal and assumes you actually hand over the notes. If you don't, the till will show a surplus at the end of the day.

An empty paid receipt

If you tap Pay on a bill without items and then Close the bill at 0 CZK, a paid receipt with zero value is created. It's not a data error, but it shows up in reports.

For managers and administrators

Bill permissions

Module dependencies

• Merge / Split — Bill Split/Merge module
• Coupon — Discount Coupons module (gift and deposit vouchers are redeemed in payment with the Sales Vouchers module)
• Internal Account — Internal Accounts module
• Customer — Customers module
• Issue invoice — Invoicing module and a company based in the Czech Republic
• Refund — besides the permission, the register must have Refunds turned on in Settings → Register → Sell → Allowed Payments