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Refund a Sale

Learn how to refund a Sale in Topo, including pOS-18 is the checkout-originated sale article.

When to use this

Use this article when you need to refund a Sale in Topo. The main staff surface is sale detail. It is written for Managers, Accountants.

POS-18 is the checkout-originated sale article
Include find sale, refund to card or credit, partial/full if supported, tax, tip, discount, access implications, receipt, and audit trail

Use a staff role that can view sales. Refunds, disputes, and account-credit actions may require manager-level permissions.
Confirm the selected location if the sale is not visible.
Review sale status before taking action. Pending, failed, disputed, and refunded sales have different options.
Have the member, receipt, payment method, or sale number available when searching.
Do not retry payment or submit dispute evidence until you understand the current sale lifecycle state.

Open Sales and find the sale by number, member, email, last four, or payment reference.
Open the sale detail and review status, line items, taxes, tips, discounts, and access sold.
Choose refund and select card refund or account credit when available.
Enter partial amount and notes if supported by your gym process.
Confirm the refund and review updated sale status and member credit history.
Handle access cancellation or membership changes separately if money movement does not update access automatically.

The sale record keeps the member or guest context, staff user, selected location, line items, discounts, taxes, tips, credit, and payment status.
Receipts, refunds, disputes, inventory changes, and access grants depend on the sale status.
Review the sale detail if payment is pending, failed, refunded, disputed, or if access did not apply as expected.

Checkout is disabled: confirm selected location, non-empty cart, member or guest checkout, payment readiness, and required payment method.
An item is missing: check active status, location availability, variant sellability, bundle contents, and inventory tracking.
A payment or Terminal sale is pending: review the sale record before retrying so you do not double-charge the customer.