Returns: Return Authorization

Return Authorization is the process through which the POS verifies a request for a return against either the original transaction in the transaction database or against information on a customer's previous returns activity.

You use these parameters to set how the POS handles authorization for return transactions.

Structure

Authorization Options
Screen Element	Description
Authorize Refund	Indicates whether return transactions are authorized through a centralized database. Note When this option is selected, the following setting must also be made in POS.INI: `AUTHREFUNDS=1` End of the note.
Refund Service	Provides a list of available return or refund authorizing services. The following options are available: None — No authorization service is linked to the return function Returns Authorization — The Returns Authorization component is used to authorize returns.
Retrieve Original Txn From Refund Service	Specifies that all details in a transaction located by a search should be retrieved and displayed on the POS screen. This allows the cashier to pick individual items from the transaction record for the return. This includes all merchandise and non-merchandise items in the transaction, any applied price modifications, promotions, or discounts as well as tender and tax information. If you do not set this option, these details are not retrieved or displayed.
Alternate Lookup Method	For Returns Without a Receipt, this option allows you to set an alternate lookup method for the original transaction. This increases the chances of finding the original transaction quickly and allows the return to be processed with the actual price the customer paid instead of a potentially lower price. The following additional search methods are available: By Customer # — Searches for the transaction using a number such as a loyalty card number By Tender Card # — Searches for a transaction using a credit or other tender card number. This type of search can produce a long list of transactions for a single customer. When that happens, the cashier can scroll through the list to pick a transaction that contains the item being returned. If you configured the return to retrieve complete transaction information (see the Retrieve Original Txn From Refund Service option), the POS displays all the transaction items on the screen. The cashier can then select the items to be returned from the displayed list. If you did not configured the return to retrieve the entire transaction, the POS uses the information entered by the cashier (store number, register number, original transaction number, transaction date, and items being returned) to look for the transaction in the database. Note If the return is also configured to refund to original tender and the original tender is a credit card, the refund amount can be automatically credited to the customer credit card without having to swipe the card again. End of the note.
Automatically Try Local Lookup If Retrieve From Refund Service Fails	When retrieval of transaction details from the Refund Service fails, the POS can look up the transaction details in the local transaction file. When this setting is enabled, the POS will bypass the cashier prompt and automatically attempt a local lookup. To enable automatic local lookup, the following prerequsites must be met: Retrieve Original Txn From Refund Service is checked. No Alternate Lookup Method (By Customer # or By Tender Card #) is checked. Default Lookup Method on the General tab is set to By Transaction. Note This option is automatically cleared if you change any of the required settings. End of the note. This setting has no effect if any of the following conditions are true: Refund Service is None. Retrieve Original Txn From Refund Service is not checked. Either Alternate Lookup Method is checked (By Customer # or By Tender Card #). The Default Lookup Method (on the General tab) is not By Transaction. The default setting is unchecked.
Tender Card Mask Char	Masks credit card numbers in the POS.
Apply Jurisdiction Taxes	Used in cross-border return transactions where goods can be returned in a different tax jurisdiction from where they were originally purchased. This option applies the current tax configured for the original stores jurisdiction. When using this option the jurisdiction tables must be used to define tax jurisdictions, and the jurisdiction tax table must contain the tax tables for all stores. These jurisdiction files must be distributed to all stores. If no jurisdiction or jurisdiction table is available, then the store’s local current tax tables are used. If jurisdiction taxes are not configured, local taxes will be applied This option can also be used with the Use Itemized Tax from TLOG.
Use Itemized Tax from TLOG	Ensures that when items are returned, the original tax charged for the item is also returned to the customer. Using this option ensures that the original tax amount is also used in the return instead of a tax calculated at the current rate. Without this option, the tax percentage can change between the time when the item was purchased, and the time when the item is returned. The item level taxes from the I8 and N7 TLOG Data Capture Files are used as the Manual Item Tax for each item. This option applies to both local returns and cross-border returns. For more information about the TLOG Data Capture Files, see Record Type I8: Merchandise Sale (Part 5) and Record Type N7: Non-Merchandise Sale Updated Tax Fields (Part 5). If using this option the Add itemized Tax Record on the Register Parameters:T-Logs window must be on and the option Adjust Itemized Tax For Exact Total can be on or off. When this option is on, the itemized tax will be handled as a manual item tax and can be configured to appear below each item on the receipt. These tax amounts will appear at the end of the receipt as Non-Local taxes. If the option is off, taxes in a return transaction are calculated using jurisdiction taxes (if Apply Jurisdiction Taxes is on) or the stores local taxes. If both Apply Jurisdiction Taxes and Use Itemized Tax from TLOG are on, and the returned transaction contains no itemized taxes, jurisdiction taxes are used. The default setting is checked.
Print Itemized Tax	Indicates whether or not the itemized tax amounts print on the customer’s return receipt. This is useful for VAT retailers who do not want to see the tax lines in the receipt. The default setting is checked.
Policy For Declined Receipts	Presents a list of available choices for declined receipts that can be presented to the customer.
Allow Override Decline	Allows the cashier to override a return request declined by the returns or refund service.

Receipted Returns

In addition to the options in the Receipted Returns section, the following settings must also be made in the POS.INI file:

USEAUTOTENDERMENU = Yes.

NOTUSEUDTTENDER =Yes.

Receipted Returns
Screen Element	Description
Refund To Original Tender	Indicates that a refund must be made in the same tender as the original purchase transaction provided that the tender can be used in a return transaction. For example, if the original transaction was settled with a check you would not settle the refund with a check. In addition, you can define thresholds for the return tender that come into effect when this option is activated. For example, if the store policy is to issue a cash refund for transactions that were originally tendered with a check, you can set a threshold limit for the cash refund amount. You can also define a second tender as the refund tender if that threshold amount is exceeded. These thresholds are defined in Tender configuration. For more information, see Tender Setup: Return Tender .
Auth Level To Override Orig Tender	Indicates the minimum authorization level the cashier must have to override the Refund to Original Tender option.
Refund in Local Currency	This option supports cross-border returns configuration by converting the price of the item being returned into a local currency amount if the item was purchased at a location with a different currency.
Print Original Currency Amount	For cross-border returns where the item price has been converted to local currency for settlement in the local currency, this option forces the POS to print the item price in the original currency on the receipt.

Default Refund Tender

The Default Refund Tender options provide thresholds for returns without a receipt in the following cases:

When the original tender is unknown

When the original tender is known but the return authorization fails

When the Refund to Original Tender option is not selected

Note Note

These settings do not apply to Returns With Receipt. You configure the default refund tenders for Returns With Receipt in Tender configuration.

End of the note.

Default Refund Tender
Screen Element	Description
Tender Return Threshold	Defines the threshold amount for a return. A return can be settled in a different tender depending on whether the value of the return is greater than, less than, or equal to this value.
Above Threshold Tender	Provides a list of tenders available as alternate tenders if the return equals or exceeds the threshold amount for the original tender.
Force Above Threshold Tender	Provides a list of options to specify whether the defined tender should be forced when a return exceeds the threshold value. The following options are available: None — Indicates that the defined tender can be overridden Force — Indicates that the threshold-defined tender should be used as if the cashier had intentionally selected it Allow Escape — Only the threshold tender is available in the list of tenders displayed to the cashier. Pressing Enter or F1 incorporates that tender into the return transaction. If the cashier clears the selection window, the list reverts to the regular tender menu listing. Note For this option to work, the POS.INI option DISABLESETENTERKEYOF1 must also be turned off. End of the note. Allow Alternate Tender — Indicates that when the original tender is used for a refund, the Alternate Tender menu should also be provided to the cashier.
Below Threshold Tender	Provides a list of all tenders available as alternate tenders if the return amount is equal to or less than the threshold amount for the original tender.
Force Below Threshold Tender	Provides a list of options to specify whether the defined tender should be forced when a return is less than the threshold value. The following options are available: None — Indicates that the defined tender can be overridden Force — Indicates that the threshold-defined tender should be used as if the cashier had intentionally selected it Allow Escape — Only the threshold tender is available on the list of tenders displayed to the cashier. Pressing Enter or F1 incorporates that tender into the return transaction. If the cashier clears the selection window, the list reverts to the regular tender menu list. Note For this option to work, the POS.INI option DISABLESETENTERKEYOF1 must be turned off. End of the note. Allow Alternate Tender — Indicates that when default tenders are used for a refund, the Alternate Tender menu should also be provided.