Refunds and PreAuth & Capture

April 29, 2026

Process full or partial refunds and manage pre-authorizations directly from your SmartPOS terminal.

Process full or partial refunds and manage pre-authorizations directly from your SmartPOS terminal.

Refunds

Before you start

A refund can be full (the complete amount of the original sale) or partial (a value less than the original). In both cases the app records the reason and generates a new Ticket # for the refund.

Step 1 — Locate the original transaction

Go to Transactions → Sales List, use the filters to find the sale, and tap the card to open the detail view. Inside the detail, select Refund.

Step 2 — Choose the refund type

The app displays the original amount and two options:

Confirm the amount by tapping the blue check button.

Step 3 — Select the reason

The app requires a justification before processing the refund.

Available options: Wrong Item, Damage, Unsatisfied Customer, Other. Select a reason and tap Confirm.

Step 4 — Processing and confirmation

The terminal processes the refund with the card network. If approved, it displays the Approved screen with the message “$X refunded successfully” and generates a new receipt.

Receipt distribution options:

How the refund appears in the Sales List

Once processed, the refund appears in the detail view of the original transaction with the following breakdown:

Auth & Capture (Pre-authorization and Capture)

A pre-authorization (Auth) reserves an amount on the customer’s card without charging it immediately. The actual charge happens later, in a separate step called capture. This flow is common in hotels, vehicle rentals, and restaurants that adjust the final amount before closing the transaction.

Create a pre-authorization

Step 1 — Enter the amount

From the Home tab, the heading shows Authorization instead of Sale. Enter the amount to pre-authorize and tap the confirmation button.

Step 2 — Enter a reference (optional)

Tap Save Ref to associate it or Skip to continue without a reference.

Step 3 — Card presentation

The terminal displays the Ready when you are screen. The customer presents their card via NFC, chip, or magnetic stripe. The process is identical to the regular sale flow.

Step 4 — Auth approved

If authorization is successful, the app displays the Auth Approved screen with the message “$X Authorized - Not Captured”. The amount has been reserved but not yet charged. A Ticket # and a receipt are generated.

Capture a pre-authorization

Step 1 — Go to Capture Payments

Go to Settings → Capture Payments. The screen shows all pending pre-authorizations with their reference, amount, and expiration date.

Each pending pre-authorization has three actions:

Step 2 — Confirm the amount to capture

The app displays the Confirm total before capturing screen with the authorized amount and the total to capture — which can be equal to or less than the authorized amount. Tap Capture Payment to confirm.

Step 3 — Capture approved

The app displays the Approved screen with the message “$X charged successfully” and generates the final transaction receipt.