Bbot Refunds & Toast Reporting
This article outlines how to refund a Bbot guest while ensuring that Toast x Bbot Sales & Promotion reporting matches.
To refund specific menu items or an entire order, you can simply void the menu items/order within the Toast app. Bbot will pick up these changes and apply for the refund automatically. Bbot does not automatically pick up refunds by amount; you will need to manually issue the refund amount in Bbot.
- Refund by Item: Automatically includes tax & tip in the guest’s refund per each Item selected
- Refund by Amount: Allows you to refund sales and/or tip by amount or percentage
Take note of the exact total refund amount, inclusive of any tips, for our corresponding Toast processes to align our sales report totals.
Bbot x Toast: Automatic Refund Process
Voiding an item or order in Toast will cause Bbot to issue a refund for that item or order. Please note that Toast voids can take up to 2 minutes to sync into Bbot. If a refund is needed more urgently, follow the steps below.
Bbot x Toast: Manual Refund Process Steps
- Refund Guest in Bbot
- All actual refund transactions are completed via Bbot, so a Toast refund has no connection to your guest's credit card
- Locate Order in Toast
- This Bbot order in Toast is where you will even out the total transaction by subtracting the exact amount of the refund (only affects reporting)
- Void Items or Amount
- Void the exact amount that was refunded in Bbot (with tip, where applicable). Service charges are not refunded
- It is recommended that you create a Toast Void Type called ‘Bbot Refunds’ for reporting purposes
- Close the Check
- The total sales on the check will be Original Payment minus the Bbot refund amount.
- Full Refund
- If the entire transaction was refunded, the final sales on that check will be $0.00. Service charges are completely refunded.
- We will now have the correct sales based on that transaction, plus 'Bbot Refunds' in Toast Void reporting to track these occurrences.
*Please note that if you do not follow the Toast Refund Process Steps, your Toast sales reports will overstate Toast total sales compared to Bbot total sales.
**The refund transaction timeline from processing to deposit in a guest's bank account follows the standard Bank Transfer Process. Refunds can take longer than normal depending on the bank or other factors.