Master Refunds with Ease: Seamless Processing in DejavooExtra

Refunds made Easy

Refunds are key to great customer service, and we’ve streamlined the process to make it as smooth as possible. This section provides the tools and knowledge to efficiently manage refunds, ensuring seamless transactions every time.

The “Refund” function allows you to return a sale transaction and deduct any earned loyalty points accordingly. For non-loyalty customers, refunds are processed through the DejavooPOS home screen, while loyalty member refunds should be handled via the DejavooExtra Loyalty home screen.

To start the refund process, you will need the Reference ID number of the sale transaction. Reference ID number can be found from the transaction slip, from the DejavooExtra Merchant Portal under the “Members” section, or from the DejavooExtra Member Portal under the “Transactions”.

Here’s how to proceed:

Select the “Refund” option from the DejavooExtra Loyalty Home screen collapsed menu. Refund page with “Reference ID Entry” field is displayed.
Enter the 12 digits reference ID number of the sale transaction into the “Reference ID Entry” field and click the “Search” button. After clicking the search button, transaction details will be displayed on the screen.
Click the “Refund” button to finalize the process.

Note!
Refund action returns the full amount related to the selected transaction. Instead of a refund transaction, you can consider issuing a gift coupon like a store credit coupon for a partial amount or for the full amount.

Refund Rules

This section outlines the rules for processing refunds based on the payment type used during the sales transaction. Each payment type has specific procedures to ensure accurate and fair handling of refunds.

Payment Type	Rule
Points	If any points are earned or redeemed from the sales transaction those will be cancelled. If the earned points have been already redeemed on another sale transaction, the order of the points cancellation is as follows: First, the current point balance is checked. If there is sufficient point balance, it is deducted from the available points balance. If the available point balance is not sufficient, the cash refund balance must be deducted from the amount to be refunded and the cash refund balance must be paid. If the available point balance and cash back amounts are not sufficient, the points USD equivalent will be deducted via credit/debit card payment.
Points
Redeem Coupon	Coupon redemption will be enabled for another transaction.
Debit/Credit Card	The amount received from the cards will be returned to the cards used during the sales transaction.
Cash	Received cash amount will be refunded in cash.

For Example,
Let's say $5 points earned from a sale transaction made with $2 cash and $10 credit card payment is spent.
If the member’s point balance is $10, after deduction their point balance will be $5.
If the member’s point balance is $2, after deduction it will be “0”. $2 of the remaining $3 is deducted from the cash payment. The remaining balance of $1 is deducted from debit/credit card and $9 debit/credit card is refunded to the member.