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Refunding an entire check

The Entire check option contains the same steps and options as the By item(s) option. When you choose Entire check, all of the order items are selected by default. You can then de-select items and specify refund quantities. You can also choose to refund some or all of the tip.

As you select items to refund, the Refund Total at the bottom of each screen is updated to reflect the current amount of the refund.

To issue a refund on an entire check:

  1. After you locate the check to refund, select the Refund button, then select Entire Check.

  2. The next page displays the items and service charges for the selected order. This list includes both gratuity and non-gratuity service charges.

    All of the items and service charges are selected.

    Screen to select the items and service charges to refund. By default, all items and service charges all selected.
    1. To exclude an item or service charge from the refund, in the Item column, de-select the box next to that item or service charge.

    2. Optionally, you can specify the quantity to refund for each item. By default, the entire quantity is refunded.

      To enable the Quantity field, de-select the box next to the item, then select it again. In the Quantity field, set the quantity to refund.

      For example, an order contains two cheeseburgers. The list contains a single cheeseburger entry, with a Quantity value of 2. To refund only one of those cheeseburgers, change Quantity to 1.

      You can also specify a fractional quantity for an item. For example, an item with a Quantity of 1 might represent a pound of pulled chicken or a half a pound of macaroni and cheese. You can then refund the value of some fraction of that amount. The fractional quantity can have up to two decimal places. The fractional quantity represents the fraction of the amount of the item. For example, an item represents eight ounces of meat. If the refund quantity is .5, then the refund is for the value of four ounces of meat. The refund is not for a half an ounce.

      The quantity to refund must be less than or equal to the quantity ordered.

    3. After you confirm the selected items and quantities to refund, select Next.

  3. The next page displays the payment method with the current amount to refund based on your selections. For information about refunds for orders that have multiple payments, see Refunding a check that has multiple payments.

    From this page, you can optionally refund some or all of the original tip.

    In the Tip field, enter the amount of the tip to refund. Note that the Original Amount value for the tip does not include gratuity service charges. These charges are listed on the previous screen.

    Screen to optionally refund some or all of the tip in addition to the selected items and service charges

    To continue, select Next.

  4. Optionally, enter a comment to indicate the reason for the refund.

    This comment appears in the Reports > Cash and loss management > Refunds report.

    To continue, select Next.

  5. On the confirmation screen, review the amount to refund based on your selections.

    To change any of your refund selections, select Back until you reach the appropriate screen. Make your edits, then select Next to return to the confirmation screen.

    Confirmation screen for a refund

    To confirm your refund selections, select Confirm.

  6. Select the receipt option based on how your guest would like to receive a receipt.

    Note that printed receipts are not available when you use the Toast administration back-end to issue a refund.

  7. After you complete the receipt selection, you see a Refund Completed message with the total refund amount.

    To close the message, select Ok.