Refunding is a permission. A cashier who does not have it can still take the return — a manager types their PIN at the counter instead of coming over to sign in.
When you see it
Open the return panel on a sale. If you do not have refund permission, a warning appears before you have done anything:
Manager approval required
with a Manager PIN box under it.
You can also meet it the other way round: fill the panel in, tap Refund selected, and get
You do not have permission to refund. A manager can authorize with their PIN.
The PIN box appears at that point and your selections are kept.
Taking the override
- Fill the return in as usual — lines, quantities, restock, reason.
- Ask a manager to type their PIN in the Manager PIN box. It is masked as they type; nobody at the counter sees it.
- Tap Refund selected.
The button stays disabled until at least four digits are entered. The PIN is the same one used to unlock a locked terminal — see Lock the terminal and switch cashier.
Whose PIN works
The PIN has to belong to an active employee who can refund on their own. A manager's title is not enough by itself, and neither is any old PIN: an employee without refund permission cannot authorise a refund they could not do themselves.
If the PIN is not recognised, or belongs to somebody without the permission, you get the same "You do not have permission to refund" message back. There is no separate "wrong PIN" wording here — check both that the digits are right and that the person can actually refund.
What gets recorded
The refund is recorded against the manager who authorised it, not the cashier who typed it in, and it is flagged as an override. The confirmation says so:
Authorized by manager override.
That flag stays with the refund, so a run of override refunds is visible after the fact.
Scope
The PIN authorises that one refund. It does not sign the manager in, it does not stay unlocked for the next return, and it gives the cashier no other permission. The next refund asks again.
If it comes up too often
If a cashier needs to take returns as part of their job, give them the permission rather than calling a manager over each time. That is a change on the Employees page.