Octopus Integration - Refunds
Introduction
This article explains Octopus refunds which will be accommodated via 3rd party e-commerce platform and reflected in Cloud POS, Back Office, Reports and Dashboards.
Merchants are required to initiate refunds on the e‑commerce platform (such as Shopify, WooCommerce, and BigCommerce). For more information, click here.
Implementation for Closed Receipts
Full Refund
You can refund an entire order and return the payment to the customer using the Refund option. When processing the refund, the system allows you to choose whether the refunded items will be added back to inventory. To restock the items, select the Restock Items checkbox during the refund process. Once selected, the system automatically updates the inventory by adding the refunded quantities back to stock. If the checkbox is not selected, the inventory levels remain unchanged.
Example Scenario:
Full Refund | |||||
Order No | SKU | Product | Price | QTY | Total |
#1234 | WE234 | Smart bag | 75 | 1\1 | 75 |
MS232 | Smart Watch | 123 | 1\1 | 123 | |
CD785 | Cable | 25 | 1\1 | 25 | |
| Subtotal | 223 | |||
In the refund process, Order #1234 contains three items: Smart Bag (WE234) priced at 75, Smart Watch (MS232) priced at 123, and Cable (CD785) priced at 25. Each item has an ordered quantity of 1 and is fully refunded, which is displayed as 1\1 for each product. Upon processing the refund, the system correctly lists all item details including SKU, product name, price, quantity, and individual totals, and accurately calculates the subtotal as 223, reflecting the sum of all refunded items.
Implementation In POS
Once a refund is processed from the e‑commerce platform, the corresponding receipt is automatically updated in the POS system. The new receipt is marked under the receipt status in refunded column, and this new receipt is generated with a separate Receipt Number. This new receipt appears sequentially in the receipt list for tracking and reference purposes.
Partial Refund (Full Line-item Refund)
You can refund individual line items within an order, where each line item may contain one or more quantities, and return the corresponding payment to the customer using the refund option. During the refund process, the system allows you to choose whether the refunded items will be added back to inventory. To restock the items, select the Restock Items checkbox. When this option is selected, the system automatically updates the inventory by adding the refunded quantities back to stock. If the checkbox is not selected, the inventory levels remain unchanged.
Full line-item Refund | |||||
Order No | SKU | Product | Price | QTY | Total |
#1234 | WE234 | Smart bag | 75 | 1\1 | 75 |
MS232 | Smart Watch | 123 | 2\2 | 246 | |
CD785 | Cable | 25 | 1\1 | 25 | |
| Subtotal | 346 | |||
Refund Amount | 246 | ||||
Implementation in POS
Once a refund is processed from the e‑commerce platform, the corresponding receipt is automatically updated in the POS system. The new receipt is marked under the Receipt Status in the Refunded column, and this new receipt is generated with a separate Receipt Number. This new receipt appears sequentially in the receipt list for tracking and reference purposes.
Inventory & Tax Requirements
Real-Time Sync
Whenever a merchant processes a refund from the e-commerce side, clicking the Restock Item option will restock that item back in the Cloud POS side. If the Restock Item option is not selected, the item will not be restocked in the Cloud POS side
Tax
The system will calculate the tax owed only on the items being returned.
Note: The rest of the refund flow needs to work accordingly. Please refer to this article to understand the existing flow for refund scenarios.
Reports and Dashboard
Store Level Reports
- Navigation: Dashboard > Summary
The discount types will be reflected in the Refunds column, and the Taxes will be reflected in the check Refund tax column
- Navigation: Dashboard > Sales
Upon clicking on sales, in the Refunds dashboard shows the Refund values
- Navigation: Reports > Sale > Sale Recap
When the report is run, in the displayed table the refunds will be reflected in Refund, taxes.
- Navigation: Reports > Sale > Cashier Out
When the report is run, in the displayed table the refunds will be reflected in the Taxes summary
- Navigation: Reports > Sale > Weekly Summary
When the report is run, in the displayed table the refunds will be reflected in summary section.
- Navigation: Reports > Refund
When the report is run in the displayed table, in the displayed report the refund will be reflected in line items.
- Navigation: Reports > Comparison report
When the report is run in the displayed table, in the displayed report, the refund will be reflected in refunds line items.
- Navigation: Reports > Taxes
When the report is run in the displayed table, in the displayed report the refund taxes will be reflected in line
Enterprise Reports
- Navigation: Log into Enterprise > Dashboard
The discount will be reflected in the refunds option.
- Navigation: Log into My Enterprise > Enterprise Reports > Sale > Sale Recap
When the report is run, in the displayed table the refunds will be reflected in refund and Taxes summary.
- Navigation: Reports > Sale > Cashier Out
When the report is run, in the displayed table the refunds will be reflected in tax summary.
- Navigation: Log into My Enterprise > Enterprise Reports > Sale > Weekly Summary
When the report is run in the displayed table, in the displayed report the refunds will be reflected in the refunds column.
Receipts
The Discount amount will be clearly visible in the Discount field, and this will be consistent across all relevant receipts.
Printer Receipt
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