This document outlines the steps required to refund a previously processed PIN payment in HirePOS. Following these instructions will ensure a smooth and efficient refund process.

To initiate a refund for a Pin payment, please follow the steps outlined below:

Begin by opening the invoice associated with the payment you wish to refund.

If the invoice shows a negative balance (most common scenario):

The Payment button located at the bottom right of the page will appear as a red "Refund" button. You can navigate directly to the Pin Payments screen to process the card by clicking the dropdown arrow directly adjacent and to the right of the Refund button. Alternatively, click the Refund button, then in the general Payment screen, click the Pin Payments button shown next to the payment method radio buttons.

If the invoice shows as a 0.00 or positive balance:

The Payment button will appear as the normal blue "Payment" button; however, you can still initiate a refund by clicking the dropdown menu adjacent to the Payment button and selecting "Refund Payment." Once in the general payment screen, enter an amount, then click the Pin Payments button. The "Refund Due" will appear as 0.00; however, you can still select the original payment and enter the refund amount up to that original value. This scenario might be used in cases where the customer incorrectly paid with the wrong card or they returned the hire goods early (in which case you will need to add a new line to the Invoice to bring the balance back to 0.00).

In the Pin Payment card refund screen, under the Payment Details section, you will need to select the "Original Payment" card payment you wish to refund. By default, HirePOS only displays payments made on the current invoice.

If you need to view all Pin Payments card payments made by the customer, you can untick the "Current Invoice" option to the right of the "Original Payment" dropdown to access a complete list of payments.

Input the amount you wish to refund. Please note that you can refund any amount up to the original payment value.

Finally, confirm the refund to complete the process. Ensure that all details are correct before finalising the transaction.

For further assistance or inquiries, please refer to our support documentation or contact our customer service team.