How-to Guide - Configuring Voids

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Introduction

This guide provides a foundational understanding of the options and capabilities available when configuring void functionality in the Enactor Retail System. Void functionality encompasses the full end-to-end setup required to enable void operations at the POS -- from defining the void types operators can perform, through to exposing those functions in the Sale menu and granting the appropriate user role privileges.

Void operations allow operators to cancel or remove items, transactions, or tenders from consideration. Common scenarios include a faulty item, a customer leaving the store, or an operator error.

Enactor supports four types of void operation at the POS:

• Item Void - Allows an operator to mark a selected basket item as void, removing it from the active transaction.
• Transaction Void - Allows an operator to void an entire active transaction before it is completed.
• Post Transaction Void - Allows an operator to void a transaction that has already been completed, with optional time and value limits.
• Item Tender Void - Allows an operator to void a tender (such as cash or card) that has been applied to a transaction.

The purpose of this guide is to demonstrate the steps required to configure void functionality in the Enactor Estate Manager: setting up the void types available at the POS, configuring the Sale menu to expose void functions to operators, setting up user role privileges, and broadcasting the configuration to the POS.

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Overview

The following steps are required to enable void functionality at the POS:

1. Item Voids - Configure item void operations to allow operators to remove individual items from an active transaction.
2. Transaction Voids - Configure transaction void operations to allow operators to cancel an entire active transaction.
3. Post Transaction Voids - Configure post transaction void operations, with optional time, value, and item count limits.
4. Item Tender Voids - Configure tender void operations to allow operators to reverse an applied tender.
5. Menus - Configure the Sale menu to expose void functions to POS operators.
6. User Roles - Assign privileges for void operations to the appropriate user roles.
7. Broadcasting - Deliver the configuration to the POS.

Prerequisites

Before starting, you should have the following resources in place:

• Enactor Estate Manager
• Enactor POS (configured within the appropriate region, connected to the Estate Manager)
• Standard Configuration, including base configuration and regionally appropriate data

You should be familiar with the following:

• Estate Manager configuration
• Data broadcasting

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Configuration Steps

Reasons are created based on a pre-defined Reason Type and associated with a Region in which they are applicable. Each Reason Type is known to a specific function of the POS application that is required to capture reasons of that type.

Item Void Reason

There are instances when a customer requires an item to be removed from the basket before proceeding with the transaction. The Item Void Reason allows marking a selected basket item as void.

Navigate to Reason Maintenance using Search or the path:

Configuration > Organisation > Reasons

The Reason Maintenance list is displayed, showing all configured reasons across all reason types. Use the Region and Reason Type filters to narrow the list.

The Reason Maintenance list shows all configured reasons. Click Create a new Reason to begin adding a new void reason.

To create a new Item Void Reason, click Create a new Reason and complete the following fields:

• Select the appropriate Region from the Region drop-down.
• Select Item Void from the Reason Type drop-down.
• Enter a unique Reason ID for the new Item Void Reason. The ID can be alphanumeric and contain a maximum of 20 characters.

Set Region, Reason Type to Item Void, and enter a unique Reason ID. Click Create to proceed to the reason detail screen.

Click Create. The Reason detail screen is displayed with the following tabs: General, Transaction Types, and Witness.

Reason - General Tab

The General tab contains the basic identifying information for the Item Void Reason.

The General tab defines the reason identity and behaviour. Enter a meaningful Description and select a Locale. Use Function Authorisation Code to require manager authorisation before this reason can be selected.

Configuration	Description
Description	A user-friendly description for the reason. Can be alphanumeric, maximum 50 characters. Select the display locale from the dropdown.
Function Authorisation Code	Select an authorisation code from the dropdown if this reason requires manager approval when selected. Codes are defined in Role Maintenance.
Capture Reference Number	If checked, the operator is prompted to enter a reference number when using this reason.
Capture Customer Name and Address	If checked, the operator is prompted to capture the customer name and address when using this reason.
Parent Reason ID	If a parent reason hierarchy is required, select the parent reason from the dropdown. The list shows all reasons of the same Reason Type.
Reason Start Date	Optional. The date from which this reason becomes active.
Reason End Date	Optional. The date after which this reason is no longer active.

Reason - Transaction Types Tab

The Transaction Types tab allows restricting this reason to specific transaction types. If no transaction types are selected, the reason is valid for all transaction types.

The Transaction Types tab restricts this reason to specific transaction types. If no types are selected, the reason applies to all transactions. Tick the applicable types to limit the reason's availability - for example, tick Restaurant Sale Transaction for a reason that applies only to restaurant transactions.

Reason - Witness Tab

The Witness tab is available for reasons that require the operator to obtain a witness when using this reason. If Capture Witness is checked, the operator is prompted for a witness whenever this reason is selected.

Tick Capture Witness to require a witness for this reason. Set the Capture Witness Rate as a percentage to define how often a witness is required relative to the number of times this reason is used - for example, 100% requires a witness every time.

Configuration	Description
Capture Witness	If checked, the operator is prompted to obtain a witness when this reason is selected. Additional fields become visible when checked.
Witness User Function Authorisation Code	Select from the dropdown to require the witness to have a specific authorisation code (e.g. Manager Authorised).
Witness Skip Function Authorisation Code	Select from the dropdown to allow the witness requirement to be skipped if the operator has a specific authorisation code.
Capture Witness Rate	A percentage value defining how often the witness prompt appears. Enter 100 to require a witness every time this reason is used.

Click Save to complete the Item Void Reason.

note

Multiple reasons can be created for the Item Void reason type as required. All configured Item Void reasons are presented to the operator when performing an Item Void at the POS.

This completes the Item Void Reason configuration.

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Transaction Void Reason

The Transaction Void Reason allows voiding an entire active transaction. This is used when a complete transaction needs to be cancelled - for example, when a customer changes their mind before tender is applied.

To create a new Transaction Void Reason, click Create a new Reason on the Reason Maintenance page and complete the following:

• Select the appropriate Region from the Region drop-down.
• Select Transaction Void from the Reason Type drop-down.
• Enter a unique Reason ID. The ID can be alphanumeric, maximum 20 characters.

Set Reason Type to Transaction Void and enter a unique Reason ID. Click Create to proceed.

Click Create. The Reason detail screen is displayed with the General and Witness tabs.

Reason - General Tab

Set the Description for the Transaction Void reason. The General tab fields are the same as for Item Void - refer to the field reference table in the Item Void Reason section above.

Set the appropriate values on the General tab. Field definitions are the same as described in the Item Void Reason - General Tab section above.

Reason - Witness Tab

The Witness tab is available for reasons that require a witness. Set the appropriate values as described in the Item Void Reason - Witness Tab section above.

Click Save to complete the Transaction Void Reason.

note

Multiple reasons can be created for the Transaction Void reason type as required. All configured Transaction Void reasons are presented to the operator when performing a Transaction Void at the POS.

This completes the Transaction Void Reason configuration.

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Post Transaction Void Reason

The Post Transaction Void Reason allows voiding a transaction that has already been completed. This is used when a customer or manager needs to reverse a transaction after it has been tendered - for example, if the wrong items were sold or the transaction needs to be reversed for another reason.

To create a new Post Transaction Void Reason, click Create a new Reason and complete the following:

• Select the appropriate Region from the Region drop-down.
• Select Post Transaction Void from the Reason Type drop-down.
• Enter a unique Reason ID. The ID can be alphanumeric, maximum 20 characters.

Set Reason Type to Post Transaction Void and enter a unique Reason ID. Click Create to proceed.

Click Create. The Reason detail screen is displayed with the General, Post Void, and Witness tabs.

Reason - General Tab

Set the Description for the Post Transaction Void reason. Field definitions are the same as described in the Item Void Reason - General Tab section above.

Set the appropriate values on the General tab. Field definitions are the same as described in the Item Void Reason - General Tab section above.

Reason - Witness Tab

The Witness tab is available for reasons that require a witness. Set the appropriate values as described in the Item Void Reason - Witness Tab section above.

Reason - Post Void Tab

The Post Void tab is specific to Post Transaction Void reasons and controls the limits and conditions under which a completed transaction may be reversed.

The Post Void tab controls the conditions under which a post void may be performed. Set limits to restrict when this reason can be used - for example, set Reversal Time Limit to 24 to prevent voiding transactions older than 24 hours. Leave all fields at 0 for no restrictions.

Configuration	Description
Reversal Time Limit (hours)	The maximum number of hours after a transaction was completed within which a post void is permitted. Enter 0 for no time limit.
Reversal Days Limit (days)	The maximum number of days after a transaction was completed within which a post void is permitted. Enter 0 for no day limit.
Allow Manual Reversal	If checked, the operator can perform a manual reversal of the transaction through the POS.
Transaction Value Limit	The maximum transaction value that may be post-voided using this reason. Enter 0.00 for no value limit.
Item Count Limit	The maximum number of items in a transaction that may be post-voided using this reason. Enter 0 for no item count limit.
Limit To Last Day End	If checked, only transactions from the current trading day (since the last Day End) can be post-voided using this reason.

Click Save to complete the Post Transaction Void Reason.

note

Multiple reasons can be created for the Post Transaction Void reason type as required. All configured Post Transaction Void reasons are presented to the operator when performing a Post Transaction Void at the POS.

This completes the Post Transaction Void Reason configuration.

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Item Tender Void Reason

The Item Tender Void Reason allows voiding a tender that has been applied to a transaction. This is used when a customer needs to change the payment method - for example, switching from cash to card after a cash tender has already been entered.

To create a new Item Tender Void Reason, click Create a new Reason and complete the following:

• Select the appropriate Region from the Region drop-down.
• Select Item Tender Void from the Reason Type drop-down.
• Enter a unique Reason ID. The ID can be alphanumeric, maximum 20 characters.

Set Reason Type to Item Tender Void and enter a unique Reason ID. Click Create to proceed.

Click Create. The Reason detail screen is displayed with the General, Transaction Types, and Witness tabs.

Reason - General Tab

Set the Description for the Item Tender Void reason. Field definitions are the same as described in the Item Void Reason - General Tab section above.

Set the appropriate values on the General tab. Field definitions are the same as described in the Item Void Reason - General Tab section above.

Reason - Transaction Types Tab

The Transaction Types tab restricts this reason to specific transaction types. Set the appropriate values as described in the Item Void Reason - Transaction Types Tab section above.

Reason - Witness Tab

The Witness tab is available for reasons that require a witness. Set the appropriate values as described in the Item Void Reason - Witness Tab section above.

Click Save to complete the Item Tender Void Reason.

note

Multiple reasons can be created for the Item Tender Void reason type as required. All configured Item Tender Void reasons are presented to the operator when performing an Item Tender Void at the POS.

This completes the Item Tender Void Reason configuration.

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Menus

To enable the void functions at the POS, the appropriate menu events must be configured in Menu Maintenance.

Navigate to Menu Maintenance using Search or the path:

Configuration > System > Menus

The Sale Menu contains most of the functions required for a standard retail POS. Void functions are typically found under the Voids folder within the Sale Menu.

The SALE menu tree shows all available POS functions. Void events are configured under the Voids folder. Use the action links at the bottom to add a new event item to the appropriate folder.

The following events can be added to the menu for each void reason type:

Reason Type	Event Name	Event ID
Item Void	Item Void	ItemVoid
Transaction Void	Transaction Void	TransactionVoid
Post Transaction Void	Post Void	PostVoid

note

Configuring Menus in detail is described in a separate how-to guide. Refer to the POS Menus guide for full menu configuration instructions.

This completes the Menus configuration.

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User Roles

To allow operators to perform void operations, the appropriate privileges must be assigned to their user roles.

Navigate to User Role Maintenance using Search or the path:

Configuration > HR > User Roles

Select the role you wish to edit and navigate to the Authorised Functions tab. Set the Application Package to Enactor POS and the Process to the relevant void process to view and configure the void privileges.

The Authorised Functions tab controls which POS functions this role can perform. Filter by Application Package and Process to find the void privileges. Tick the required Function IDs to grant access to each void operation.

The following privileges can be configured for void operations:

Application Package	Process	Function ID
Enactor POS	Void Item	enactor.pos.AuthorisesVoidItem
Enactor POS	Void Item	enactor.pos.VoidItemAllowed
Enactor POS	Void Transaction	enactor.pos.AuthorisesVoidTransaction
Enactor POS	Void Transaction	enactor.pos.VoidTransactionAllowed
Enactor POS	Post Transaction Void	enactor.pos.AuthorisesPostTransactionVoid
Enactor POS	Post Transaction Void	enactor.pos.PostTransactionVoidAllowed
Enactor POS	Void Tender Item	enactor.pos.AuthorisesVoidTenderItem
Enactor POS	Void Tender Item	enactor.pos.VoidTenderItemAllowed

note

Configuring User Roles in detail is described in a separate how-to guide. Refer to the User Roles guide for full privilege configuration instructions.

This completes the User Roles configuration.

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Broadcasting

To deliver the configuration changes to the POS, broadcast the following:

• Reason
• Menu
• Roles

info

All three entities must be broadcast to the POS before the void reason configuration will take effect. Restart the POS application after the broadcast has been received to apply the changes.

This completes the Broadcasting configuration.

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POS Functionality

Item Void Reason Functionality

With items added to the basket, the operator selects the item to be voided. The item-specific function buttons are displayed at the bottom of the screen.

Screen 1: The operator has added items to the basket. To void an item, select the item in the basket to highlight it.

Screen 2: After selecting an item, the item-specific function buttons appear. Click Item Void to proceed to reason selection.

The configured Item Void reasons are displayed. The operator selects the applicable reason and clicks OK to apply the Item Void to the selected item.

The configured Item Void reasons are listed. Select the applicable reason and click OK to apply the void to the selected item.

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Transaction Void Reason Functionality

With items in the basket, the operator selects the Voids function from the main menu to display the Transaction Void option.

After selecting Voids from the main menu, the void type options are displayed. Click Transaction Void to proceed to Transaction Void reason selection.

After selecting Transaction Void, the configured Transaction Void reasons are displayed. The operator selects the applicable reason and clicks OK to void the entire transaction.

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Post Transaction Void Reason Functionality

The operator accesses the Post Transaction Void function from the management functions area of the POS when the basket is empty.

Screen 1: Navigate to the management functions with an empty basket. Click Post Void to begin the post transaction void process.

Screen 2: Scan the transaction barcode to locate it directly, or click Search to enter transaction details manually.

Screen 3: Enter the original transaction details and click Search to display matching transactions.

Screen 4: The search results display matching transactions. Select the relevant transaction from the list and click Select to proceed to void reason selection.

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Item Tender Void Reason Functionality

When a tender has been applied to a transaction, the operator can select the tender line and use the Void Tender function to remove it.

Screen 1: Select the tender line to be voided in the basket (the Cash line is highlighted). Click Void Tender to proceed to reason selection.

Screen 2: The configured Item Tender Void reasons are listed. Select the applicable reason and click OK to void the tender.

After the tender void is confirmed, the tender line is removed from the transaction and the balance is recalculated.

After the tender void is applied, the voided tender line is shown struck through. The balance is restored to the full transaction amount and the operator can select a new tender.

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